Property and unit statuses

Who this is for

Landlords and property managers reading the chips on the Properties screen and on a property's page. Any team member can change a property's or a unit's status.

Before you start

• A house (Single Family) has one unit, so its status is that unit's status: Vacant, Occupied or Maintenance.
• A building (Multi Family, Apartment, Condo, Commercial or Other) has its own status, apart from its units: Active, Maintenance or Inactive. Each unit then has its own status too.
• Archived is not a status. An archived property keeps the status it had. See Move out and archive a property.

Steps

Change a property's status

1. Open the property and click Edit Property, or click Edit on its card.
2. Under Status, pick one: - A house: Vacant, Occupied or Maintenance. Its unit takes the same status. - A building: Active, Maintenance or Inactive. Inactive can't be picked while any unit is occupied.
3. Click Save Changes.

What a building's status does to its units

• Maintenance puts every Vacant or Listed unit in Maintenance. Occupied units are left as they are.
• Inactive puts every unit in Maintenance.
• Active puts back each unit the building put in Maintenance, as it was before, unless it is occupied now. A unit you had set to Maintenance yourself stays in Maintenance.

Change a unit's status

1. On a building's Units tab, click the unit's status.
2. Under Set status, pick Vacant or Maintenance. Occupied can't be picked: it says "lease only".

Statuses that change by themselves

• A unit becomes Occupied when a lease on it starts. A house becomes Occupied with it.
• A unit becomes Vacant when you click Complete Move-Out on its lease. A house becomes Vacant with it.

Listing statuses

A unit's listing has its own status: Draft, Published or Unpublished. A unit with a tenant can't be listed, and a published listing comes down by itself when a lease starts on the unit or a house is set to Occupied. See List a unit for rent.

Listed

A property or a unit can show Listed, in blue. No screen sets Listed: you can't pick it, and eSamaHomes doesn't set it when you publish a listing. Whether a unit is advertised is its listing's status, Published, not Listed. A house showing Listed can be changed to Vacant, Occupied or Maintenance like any other.

Example

Palm Terrace is a building with four units: 1A and 1B are occupied, 2A is vacant and 2B is vacant with a published listing. Its card shows 2 vacancies and 1 listed, and no status chip, because it is Active.

The roof needs work, so Marco Diaz sets Palm Terrace to Maintenance. Units 2A and 2B go to Maintenance; 1A and 1B stay Occupied. The card now also shows a red Maintenance chip. When the roof is done, Marco sets it to Active, and 2A and 2B are Vacant again.

What happens next

• The chips on a property card: - Every card shows how many units aren't occupied: No units, Full occupancy, 1 vacancy or N vacancies. A unit in Maintenance counts as a vacancy. - A status chip shows only when the property is in Maintenance (red) or Inactive (grey). Active, Vacant, Occupied and Listed show no chip, because the vacancy chip already says it. - N listed (green) counts the units with a published listing. - Archived shows on an archived property.
• The property's page shows the same status chip, only for Maintenance or Inactive. A house's page also shows its listing's status.
• Unit status colors are the same everywhere on the property page: Vacant amber, Occupied green, Maintenance red, Listed blue.
• The Active, Maintenance and Inactive filters on the Properties screen use the property's status. A house is never Active or Inactive, so it shows under All or, when it is in Maintenance, under Maintenance. To find empty units in houses and buildings alike, use Vacant, which reads the units.

If something looks wrong

• "Inactive is unavailable — 1 unit currently occupied." A building with a tenant can't be set Inactive. Use Maintenance, which leaves occupied units alone.
• A unit stayed in Maintenance after the building went back to Active. It was in Maintenance before the building was, so it was yours to change. Click its status and pick Vacant.
• A unit says Occupied but the tenant has moved out. Click Complete Move-Out on the lease. A unit can't be set to Vacant from Occupied by hand.
• A house you rent says Vacant. Its lease hasn't started, or it is still a draft. A house becomes Occupied when its lease starts.