Tenancy Summary & Information
The tenancy summary and all tenancy information can be found by navigating to any tenancy/room.
If the room or property is available on COHO, you can choose to ‘+ New onboarding’ (See also Onboarding) or ‘New tenancy’ (someone onboarded outside of COHO or an existing tenant).
Add Tenancy
+New onboarding: See also 7. Onboarding.
+New Tenancy: Click to add a new tenancy to the room/property that has not and is not going through the onboarding process.
What type of tenancy?
Fixed Term: The tenancy starts with a fixed term and automatically becomes periodic.
What is the move in date?: Enter the date the tenancy started using the calendar or by typing the date in the correct format. This must reflect the tenants current signed tenancy agreement.
Fixed Term ends: Enter the date the fixed term period ends using the calendar or by typing the date in the correct format. You can also use the drop down box to specify a period of time i.e., 6m, 12m etc.
Periodic: The tenancy will be periodic from the start with no specific end date.
What is the move in date?: Enter the date the tenancy started using the calendar or by typing the date in the correct format. This must reflect the tenants current signed tenancy agreement.
Starts periodic: No end date is set.
Fixed Term only: The tenancy only lasts for a fixed term and will not automatically become periodic. The move out date will be set from the start of the tenancy and the tenancy will not automatically become periodic. If there is a change in terms you can edit this from the tenancy page. See also 25b. Tenancy Summary.
What is the move in date?: Enter the date the tenancy started using the calendar or by typing the date in the correct format. This must reflect the tenants current signed tenancy agreement.
Move out date: Enter the date the fixed term ends using the calendar or by typing the date in the correct format. You can also use the drop down box to specify a period of time i.e., 6m, 12m etc.
How much is the rent?: This is the amount of rent you’re expecting to charge for the room. You can also select the frequency of the rent to be paid using the drop down box. The options include: per month, per week, per fortnight, every 4 weeks, per quarter, per term and per year.
Tenant Money held? (e.g. Deposit): Here you can specify if money is to be paid to secure the room. You can select the type of money held from the drop down box. The options include: None, Deposit Protection Scheme, Deposit Replacement Scheme, Lodger Deposit, Rent in Advance (i.e., last month's rent) or other.
Are bills included?
Bills Included: All bills are included in the rent amount. COHO will not ask if there are any additional bill costs to add to the expected monthly payment.
Tenant Arranges Bills: The rent does not include bills. Tenants handle all bills directly with suppliers. COHO will not ask if there are any additional bill costs to add to the expected monthly payment.
Manager Collects Bills: The rent does not include bills. The Manager pays the bills, and the tenant pays the balance to the manager. For each rent COHO will ask how much must additionally be paid in bills. When Manager Collects Bills is selected, you have the option to enter the average cost of bills and the frequency.
Are the Rent Schedule and Payments tracked in COHO?
Manage in COHO: COHO will track rent due and payments. See also 9. Rent Schedules & Rent Collection.
Manage Externally: Rent is tracked externally, and you do NOT want to add this information to COHO.
Guarantor: Here you can specify if a guarantor will be required to secure the room. You can select further options from the drop down box. These include: Not Required, Sometimes Required and Always Required.
Tenants Personal Information
You can then edit the tenants personal information. This includes: First Name, Surname, Email, Mobile Number, Gender and date of birth. Additional tenants can be added later.
Select Existing Tenant: If you already have a record of the tenant on your account, you can recall the information you currently hold about them.
It is worth noting at this stage you're able to state if the tenant is a residential tenant or a commercial tenant.
When selecting 'Commercial' you're able to add the company name of the commercial tenant.
First Name: Enter the first name of the tenant. This must reflect the tenants current signed tenancy agreement.
Surname: Enter the surname of the tenant. This must reflect the tenants current signed tenancy agreement.
Email: This is optional. Enter the email address for the tenant. Where there is an email address provided, COHO will email compliance documents to this address as and when they are renewed and added to COHO. If you invite the tenant to join COHO then they will also see these documents on their COHO dashboard.
Mobile Number: This is optional. Enter a valid UK mobile number for the tenant.
Gender: This is optional. Options include: Male, Female, Other and Not known.
Date of Birth or Age:
Exact: Here you can enter the exact date of birth of the tenant.
Approximate: Here you can use the slider to give an approximate age range.
Unknown: This is used when the tenant's date of birth is unknown to you.
Housemate Profile:
Here you can use the check box to limit the display of the housemate profile details.
If not checked: Please note that the first name, gender and approximate age of the tenant will be shown to other tenants in the property. E.g., ‘David, male, mid 20s’.
If checked: Only the first name of the tenant will be shown to other tenants in the same property.
Invite tenant to join COHO?
Yes: We will send an email to your tenant inviting them to set up a COHO account as a result of you inviting them to a tenancy. After a short, simple registration process, your tenant will see the relevant information you have added about their tenancy and property in their My COHO page. They will also receive actions and other notifications when it is appropriate - such as when you send a message or when you add a document they need to view and acknowledge. See also Tenancy Summary & Information and Occupancy panel.
You can always invite them to COHO later on by looking at the tenants Tenant Information. See also Tenancy Summary & Information and Occupancy panel.
NB. Should the tenant not receive the invite, you can resend the invite link by looking at the tenants Tenant Information. See also Tenant Information and Occupancy panel.
No: We will not send an invite out to the tenant. You can always invite them to COHO later on by looking at the tenants Tenant Information. See also Tenant Information and Occupancy panel.
Custom tenancy added workflow
Do you want to include a workflow?
Yes: Here you can include a workflow you have created. See also Workflow Templates.
No: Will not include a workflow template.
You can now click to ‘Add tenancy’.
Tenancy Summary
Edit: Will allow for the tenancy information to be edited. See also Add Tenancy.
Change Rent
Rent change date: Enter a date or use the calendar to specify when the rent change is to take effect from.
Rent: Enter the new rent amount.
Updating the rent amount will automatically update the rent schedule for the tenancy.
Click ‘Continue’ or ‘Cancel’.
Here you can preview the updated rent change on the tenants rent schedule.
+Add rent record: Will allow you to add any additional rent line items to the rent schedule.
Regenerate: Will regenerate the rent schedule.
Clear: Will clear the entire rent schedule.
Click ‘Save’ or ‘Cancel’.
Set tenancy end
Move out date: Enter a date or use the calendar to specify when the tenant is moving out of the room/property.
Reason: Here you can use the drop down menu to give the reason the tenant is moving out the room/property.
Notes: Here you can add any additional notes in regards to the tenancy coming to an end.
Mark the room as available?: Yes/No. Here you can set if the room is available one day after the tenants move out date.
Available from: If selecting ‘Yes’ you can enter a date the room is available from or enter a date in the future.
Update rent book charges: This will update the rent book charges. If the tenant is moving out before the end of their rent book, it will remove the rent line items after the tenant has moved out.
Adjust last month for pro-rata: This will pro-rata the last month's rent line.
Monthly (rent divided by days in specific period or Annually (rent multiplied by 12 and divided by 365).
Mark unpaid rent charges as bad debt: Checkbox that allows any outstanding rent due as bad debt.
Do you want to include a workflow?
Yes: Here you can include a workflow you have created. See also Workflow Templates.
No: Will not include a workflow template.
Click ‘Terminate’ or ‘Close’.
+Past Tenancy
Here you can add a previous tenancy to the room/property. See also Add Tenancy and Previous Tenancies.
Tenant Information
Here you can view the tenant's information.
Hide details: This hides the Tenant Information panel.
+Add custom line: This allows you to add any additional custom lines of information to the Tenant Information.
See conversations: Will navigate you to the Message Centre to view all messages between the organisation and the tenant. See also Message Centre.
If the tenant has NOT been invited to COHO, this is where you can find their unique invite link to copy/paste to them or you can click to ‘Resend invite’.
Private Tenancy Information Cards: Here you can store more information, rich text, images and files available ONLY for you and other team members in your organisation to see.
Public Tenancy Information Cards: Here you can store information and cards that will be visible to ALL tenants associated with this tenancy.
Tenant Compliance
When a new compliance document is added to COHO, it will be shared with the tenants within the property. This can be shared with them via email at the point of adding the new document to COHO and they will get a notification that a new document has been added and they are required to log into their COHO account to acknowledge the new document. The Tenants Compliance panel allows you to see which documents have been acknowledged and what has not been acknowledged.
You can also manually acknowledge the compliance document on behalf of the tenant.
Tenancy Agreement
Here you can store the Tenancy Agreement for the tenancy. NB If you are using COHO to onboard a new tenant, the Tenancy Agreement panel will update with the signed document. See also Onboarding.
Remove: Here you can remove the tenancy agreement added.
View: Here you can view the tenancy agreement added.
Download: Here you can download the tenancy agreement added.
+Add new: If you require a new AST to be signed by the tenant, you can use the COHO digital eSigning feature or upload an already signed tenancy agreement.
Deposit Management
Here you can upload a copy of the Deposit Certificate. NB If you have specified that the room/tenancy has no deposit to pay, this panel will automatically turn off. You can turn this back on at any time by navigating to the ‘Inactive Services’. See also Active / Inactive Services.
See also COHO Deposit Management & TDS API Credentials.
View: Here you can view the Deposit information added.
Download: Here you can download the Deposit information added.
Update: Here you can update the deposit information added.
Remove: Here you can remove the deposit information added.
Right to Rent
Here you can add any information supporting a Right to Rent check.
Remove: Here you can remove the Right to Rent information added.
View: Here you can view the Right to Rent information added.
Download: Here you can download the Right to Rent information added.
Add new check: Here you can add a new Right to Rent check.
Previous Tenancies
Previous Tenancies can be found on every room or tenancy. When a tenant has been entered into the COHO system and then they vacate the property or room, you may wish to store the information on COHO for a period of time.
Click ‘Show panel content’.
By clicking ‘view’, the system will navigate to the room / tenancy as it was at the point the tenant moved out. All information that was recorded against the tenancy will be visible.
Edit: If you wish to edit any details on the tenancy.
Change Rent: If you wish to have recorded a rent change at any point in the tenancy.
Cancel move out: If you have accidentally moved someone out or they change their mind after they move out, this can be reversed as long as the room is currently unoccupied.
Inviting Existing Tenants to COHO
We have always found that pre-warning your existing tenants that you intend to start using COHO before inviting them will ensure your tenants have all the information they need, they will have the opportunity to ask you any questions and ultimately you will have better uptake of accepting the invitations.
We have designed an Existing Tenant Introduction Template below that you can use to send to your existing tenants before inviting them to COHO.
Hello [name]
I wanted to let you know that from (insert date) we are moving to a new management platform.
The new platform is called COHO and comes with some significant improvements, which will allow us to provide you an even better service throughout your stay in one of our shared homes.
You don’t need to do anything until you receive the invite from COHO.
Please look out for your invite where you will be asked to create your login on the website before installing the COHO app on your mobile.
As well as a load of other cool stuff, it will be the go-to tool that we use for managing maintenance and general communication, so it’s super important to us that you use COHO to report any future issues about your tenancy or the property.
We’ve kept it simple for you to join COHO - just 3 steps.
On (insert date):
We will be sending out an invite to all of our tenants to join the COHO app. This will come by email from no-reply@coho.life and by text message to your mobile.
Simply click on the special link provided to signup.
Download the COHO app on your iPhone or Android and login to have access to all of your management needs to hand.
Other useful things you’ll find on your COHO account:
Your tenancy contract
Useful safety documents and information for the property
The Welcome Pack with important information
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