Managing rental properties requires a lot of organization. One of the tasks you'll need to manage is archiving leases each time a tenant moves in or out. This article will explain what archiving a lease means, how to handle a single tenant moving out versus all tenants, and how archiving fits into turnover.

Archiving a lease moves it from your active leases into your past leases, allowing you to store a previous tenant’s information in an organized way. Archived leases can still be referenced at any time.

Each Lease Profile is tied to the specific tenant(s) listed on it, including their payment history, charges, documents, and communication, so archiving helps keep your records clean and accurate.

Anytime a tenancy ends, you’ll want to archive the Lease Profile connected to that tenant or group of tenants. This prevents old tenant information from being mixed with the next lease.

When a new tenant moves in, simply create a new Lease Profile for them under the same rental property. Reusing a Lease Profile is not recommended because all lease activity is tied to the previous tenant(s).

When one tenant moves out, you'll need to remove them from the Lease Profile itself. To remove them, simply click on the trash can symbol next to the profile for the tenant:

This will present you with 2 options to remove the tenant:

Remove From Lease

Move Out Tenant

When a unit becomes vacant, and you’re preparing for a new tenant, it’s important to handle the Lease Profile correctly:

Reusing a Lease Profile is not recommended because it mixes old tenant data with new information. Creating a fresh Lease Profile ensures clean, accurate records for each tenancy.

You will be redirected to the Lease Profile Summary, and if you click "Edit" in the top right corner, it will take you to the Lease Settings, where you will be able to archive/delete your lease.

At the bottom of your Lease Profile Settings, you’ll see two options: Convert to Past Lease and Delete Lease.

Convert to Past Lease
This option should be used when the tenancy has ended, and the tenants have moved out. Converting a lease to a past lease preserves all historical information, such as payments, documents, and tenant details, so you can reference it later if needed. This is the best choice for closing out a real lease.

Delete Lease
This option should only be used if the lease was created by mistake or as a test. Deleting a lease permanently removes all associated data, including payments, documents, and tenant records, and cannot be undone.

Using Convert to Past Lease ensures your records remain complete and properly archived.

A: TurboTenant does not currently offer a specific "vacant unit" status. Typically, if you are marketing the property, that indicates the unit is available. Archiving the previous lease profile also helps clarify turnover status within your account.