Summary
Learn how to archive an existing tenancy in Inspection Manager to preserve inspection history and lease records.
This article covers:
About archiving an existing tenancy
Archiving a tenancy allows you to retain historical inspection data and lease records while preparing a property for a new tenancy. Instead of editing or deleting tenant information, archiving ensures accurate reporting and audit history.
Tip: Archiving preserves historical inspection data and lease records.
Search for and open the property
Before archiving a tenancy, locate the property record.
Log in to Inspection Manager
Use the search bar at the top of the screen
Enter the address, owner, or tenant name
Select the property address to open the property record
Select the Edit pencil icon on the right-hand side of the property row
Understand tenancy details sections
Inspection Manager displays tenancy information across two sections. Reviewing these sections helps you confirm which tenancy should be archived.
Tenancy Details 1
Tenancy Details 1 displays the main tenant and high-level lease information for the tenancy.
Tenancy Details 2
Tenancy Details 2 displays all tenants listed on the lease, including individual contact details.
Note: Reviewing both sections helps ensure you archive the correct tenancy, especially when multiple tenants are listed.
Archive the correct tenancy
Once you have confirmed which tenancy to archive, you can proceed.
In the tenancy panel, select Tenancy Details 1 or Tenancy Details 2, depending on the tenancy you want to archive
Select the Archive Tenant icon (blue folder)
In the archive confirmation window, select OK
Select Save Property at the bottom right of the page
Understand what happens after you archive a tenancy
Archiving a tenancy is designed to preserve historical records (such as inspection history and lease information) while removing the tenancy from being current. After you archive a tenancy, it appears under Tenancy History for reference.
Note: Archiving a tenancy cannot be undone in Inspection Manager. If a tenancy is archived in error, you cannot unarchive or restore it from the CMS.
If the Tenancy History details window is blank
In some cases, selecting Details in Tenancy History may open a blank pop-up window. This window is informational only and does not provide options to restore, edit, or reactivate an archived tenancy.
If you archived the wrong tenancy
Use one of the following options:
Add the tenant back as a new tenancy - Create a new tenancy for the same tenant and re-enter the lease details. This is the recommended approach and keeps historical records intact
Contact support (if required) - If the tenancy was archived in error and you need further assistance, log a support ticket and include the property address, archived tenant name, and the archive date
What’s next?
Learn how to add a new tenancy to an existing property in Inspection Manager.