Managing Residents & Tenants

The Residents module is where you manage everyone connected to your properties — both the owners of properties and the tenants renting units.

Resident types

DeskEstate supports two resident types in one unified system:

• Owner — the property owner. Can be associated with one or more properties.
• Tenant — a renter assigned to a specific unit. Lease dates, opening balances, and payment history are tracked at the tenant level.

Both types share the same profile structure, making it easy to manage mixed portfolios where some units are owner-occupied and others are rented.

Adding a resident

Go to Residents → Add Resident and select the type (Owner or Tenant).

Required fields:

• Full name
• Contact number

Optional but recommended:

• CNIC number
• Email address
• Profile photo (with cropping tool built in)
• Home address

For tenants, you will also assign:

• Unit — the unit they are occupying (unit status automatically updates to Occupied)
• Lease start date and lease end date
• Opening balance — use this if the tenant has an existing balance from before you started using DeskEstate (e.g., unpaid rent from a prior period)

Family member tracking

You can add family members to any resident profile. This is useful for:

• Recording who else lives in the unit
• Emergency contacts
• Ownership records with multiple beneficiaries

Go to the resident’s profile and select Family Members → Add Member.

Police verification documents

DeskEstate allows you to upload police verification documents directly to a tenant’s profile. To upload:

1. Open the tenant’s profile
2. Go to the Documents section
3. Upload the police verification form (PDF, JPG, or PNG)

Documents are stored securely and accessible from the tenant profile at any time.

Profile images with cropping

When adding or editing a resident profile, you can upload a profile photo. DeskEstate includes a built-in cropping tool so you can frame the photo correctly without needing external software.

Opening balance support

If you are migrating from another system or starting fresh with existing tenants who already owe money (or have credit), set the opening balance when creating the tenant record.

The opening balance is included in the tenant’s transaction ledger and will appear in financial statements, giving you an accurate picture of their account from day one.

Lease dates and automatic status transitions

When a lease end date is reached, the unit status automatically transitions from Occupied to Vacant. This ensures your vacancy data stays accurate without manual intervention.

You will receive a notification before a lease expires so you can plan for renewal or re-letting.

Cascade cleanup on deletion

When a tenant or owner record is deleted, DeskEstate performs a cascade cleanup — removing associated records (family members, assigned unit link, document references) to keep your data clean and consistent. Payment history is retained in the ledger for audit purposes.

Filtering and search

The Residents list supports:

• Search by name, CNIC, or contact number
• Filter by type (Owner / Tenant)
• Filter by property or unit
• Filter by status (active lease / expired lease)