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Tenants

In Propra, tenants are an important part of your leasing and property management workflow. Below is everything you need to know about how tenants are created, managed, and updated within the system.

Karyn Millar avatar
Written by Karyn Millar
Updated over 3 weeks ago

How Tenants Are Created

In Propra, you cannot manually create a tenant.
A tenant profile is automatically created when you create a lease and add the tenant’s information.

Once created, the tenant will receive access to the Residential Portal. They will not automatically be invited, you will need to send them a welcome email. You can do this when you create the lease or from their profile afterwards.

Tenant Verification (Green Checkmark)

On the tenant’s profile, you will see a green checkmark next to their name if they have:

✔ Logged into their Residential Portal
✔ Verified their email address

If there is no checkmark, it means the tenant has not yet created an account.

Verification is important because:

  • It confirms the tenant’s identity

  • It ensures emails from Propra (payments, documents, maintenance updates) go to the right person

  • It provides a secure record of tenant actions in the system

For accounting, communication, and compliance purposes, once a tenant verifies their email, it cannot be changed by the property manager. Tenants must update it themselves in their Residential Portal.

To login to their portal the tenant must use the same email address in their profile in Propra. If the tenant creates their account and tells you that they don't see any information this is because they created an acount with a different email address. You can fix this by adding the email they used to their profile in Propra and it will automatically link the IDs.

Sending a Welcome Email & Deactivating a Tenant

When viewing a tenant profile, select the three-dot menu on the right side. You will have two options:
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1. Send Welcome Email

This email includes:

  • The sign-up link for the Residential Portal

  • Instructions on navigating the portal

  • How to submit maintenance requests

  • Link to Propras Marketplace with discounts for items like Telus or Renters Insurance

This is helpful if a tenant has not yet created an account.
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2. Deactivate Tenant

This option becomes available only after the lease is terminated.
Deactivating does not remove the tenant’s access to the portal.

You can include deactivated tenants on the tenant list when selecting the Show Dectivated box. You can also export this list.

Tenant Profile Tabs

Each tenant profile includes four tabs:
​Lease History, Contact, Documents, and Financials.

1. Lease History

This tab provides a complete overview of the tenant’s leasing activity, including:

  • Property address

  • Lease start and end dates

  • Monthly fees (rent and add-ons)

  • Other lease holders

  • Move-in and move-out dates

  • History from previous leases at other units

You can also click Go to lease details to navigate directly to the unit and lease page.

2. Contact Information

This tab displays:

  • Full name

  • Date of birth

  • Emergency contact

  • Preferred correspondence method

  • Vehicle and pet information

  • Mailing address (updated during the Move-Out inspection)

To edit any of this information, select the pencil icon.

Note:
You cannot change the tenant’s email once verified.
The tenant must update their email within their Residential Portal for security and audit trail reasons.

3. Documents

Use this tab to upload and store documents specific to the tenant, such as:

  • Signed lease document (this is automactially posted here when a lease offer is signed via the campaigns application process)

  • Signed PAD forms

  • Void cheques

  • ID documents

  • Any tenant-specific paperwork not tied to the lease or unit

Each document has its own three-dot menu, allowing you to:

  • Share the document with the tenant

  • Download

  • Rename

  • Delete

  • Unshare

When shared, the document:

  • Is emailed to the tenant

  • Appears under the Documents tab in their Residential Portal. When you select Unshare it removes the document from the portal.

4. Financials

This tab allows you to manage the tenant’s payment information and outstanding balances.

Payment Details

Select the pencil icon to:

  • Invite the tenant to add their bank details (for Autopay-enabled accounts)

  • Manually enter bank details (must have a signed PAD form)

Lease & Balance Information

You’ll see:

  • Lease information

  • Payment method

  • Tenant balance (CR indicates a credit)

  • Due invoices

  • Paid invoices (visible when “Show paid” is selected)

Adding Charges

The Add Charge button allows you to:

  • Create charges payable by the tenant

  • Add deposits if you have in-person payments options enabled

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