Residents
The resident directory and portal access.
Everyone who lives at your property, their lease, and whether they can use the resident portal. This is where a resident gets the account that lets them report a problem in chat, so it is the page that starts every resident-reported repair.
At a glance
| Where | /operator/residents, from the workspace settings rail or the user menu |
| Who | Owner, organization admin and property manager |
| What you can do | Search and filter the directory, Add resident, Add lease, Invite to portal, Resend invite, Cancel invitation, Revoke access |
| What you cannot do yet | Edit or delete a resident, or edit or remove a lease once it is saved |
Before you start
A resident is onboarded into a unit, and an invitation needs somewhere to send. Before you can invite anyone you need the unit on the property (Units), an email address on the resident, and a lease linking them to that unit. Until all three exist, the invite button stays disabled and tells you which one is missing.
Add a resident
- Press Add resident. The dialog creates the resident, their portal account and their lease in one step, and emails them an invitation.
- Fill in every field — Full name, Email, Phone, Unit, Lease start and Lease end. All six are required, and the end date has to be after the start date.
- Occupied units are greyed out in the picker. If the unit you want is greyed out, the previous resident is still on a current lease there.
- Save. The resident appears in the list as Invited until they open the link in their email.
Manage portal access
Select a resident and look at the Portal access block. What it offers depends on where they are.
| Their state | What you see | What you can do |
|---|---|---|
| No account | …doesn't have a resident portal account yet. | Invite to portal. Disabled with Add a lease with a unit first or Add email first until those exist |
| Invited | An invitation was sent to {email}. It hasn't been accepted yet. | Resend invite issues a new link and stops the old one working. Cancel invitation stops the link entirely |
| Active | …has an active portal account. | Revoke access signs them out and disables the portal immediately. It is recorded in the audit log |
| Revoked | …portal access was revoked. You can re-invite them at any time. | Invite to portal again |
Cancel invitation and Revoke access both ask you to confirm first, and both can be undone by inviting the person again.
What you see
The left rail has a search box (Search residents or units), a count line and a Filter menu with Portal status (Active, Invited, No account, Revoked), a unit picker and a property picker, plus Clear filters. Rows show the name, the unit or No unit on file, and a portal-status chip.
The detail pane holds three blocks:
- Contact — email or No email on file, phone or No phone on file, with a Call link when a phone number exists.
- Lease — move-in date and term, or No lease on file. with an Add lease button.
- Portal access — the block described above.
Rules and limits
| Rule | Detail |
|---|---|
| An email already in the organization | That email already belongs to a resident of this organization. Add a lease from their row instead. |
| Resending | Issues a new link and invalidates the previous one, so an old email in someone's inbox stops working |
| Duplicate leases | Inviting a resident who has no portal account but already has a lease on file — a first Invite to portal, or an invite after a revoke — records a second, identical lease that cannot be removed from the console. Resend invite to someone who is already Invited does not. Harmless for access, untidy on the record |
| Editing | Neither a resident nor a lease can be edited or deleted after saving. Check dates and spellings before you save |
| Adding a lease | Unit and move-in date are required; leaving Lease end (optional) empty records a month-to-month tenancy |
If something looks wrong
| What you see | What it means | What to do |
|---|---|---|
| Resident added, but the invite email couldn't be sent. Send the invite again from their row. | The record was created; only the email failed | Find them in the list and use Resend invite |
| The invite button is disabled | Either no email address or no lease with a unit | Hover it — the tooltip names the missing piece — then add that first |
| No units at this property yet — add them under Settings → Units first. | The property has no units, so nobody can be onboarded | Add the units, then come back |
| A resident stays Invited | They have not opened the link yet | Resend invite, which issues a fresh link |
| Couldn't load residents — Check your connection and try again. | The directory failed to load | Press Retry |
Related
- Units — units have to exist before a resident can be onboarded into one.
- Consent — what a resident is asked before the assistant can help them.
- Report an issue — what the resident does once their portal account is active.