PG Tenant Onboarding: A Practical Records Checklist
Prepare rooms, tenant assignments, rent records and staff responsibilities with a practical PG onboarding checklist and actual app setup steps.
Start with an available room or bed, record the agreed stay details, and check the assignment before inviting a tenant into the shared workflow. This checklist covers operating records; it is not a universal identity-verification or legal-compliance checklist.
Prepare the property before the first tenant
- Match the room and bed labels to the actual building.
- Mark beds unavailable for use separately from vacant beds.
- Check the agreed rent, due date and deposit arrangement.
- Decide which staff member handles onboarding and what permissions they need.
Check the assignment and records
| Step | Check before moving on |
|---|---|
| Tenant details | Record necessary information accurately; avoid unnecessary copies |
| Room or bed | Confirm the intended assignment and availability |
| Rent and deposit | Keep distinct records of agreed charges and deposits |
| Documents | Use the appropriate restricted location, not a shared public link |
| Account access | Explain the tenant view and relevant app steps |
| Staff handoff | Assign responsibility for follow-up and corrections |
Document upload is not a claim that a document has been verified by a government service. Requirements vary by location and circumstances. Property operators must verify the requirements that apply to their business before using a generic checklist.
Introduce the useful workflows
Show the tenant where to find their rent record, submit payment proof, raise a complaint and request a visitor where supported. Explain how to contact the operator when a balance or assignment looks wrong. A tenant account is different from an owner property-creation journey.
Owners and staff should use their own logins. Permissions control which property work each person can perform. Review access when someone changes role or leaves the team; do not distribute an owner login as a shortcut.
Plan for changes and move-out
- Record the agreed move-out date and check current outstanding records.
- Review rent and deposit information separately; do not invent a universal deduction policy.
- Use the supported app workflow to update occupancy and check the resulting bed status.
- Review record retention and account access under your actual policy. Moving out does not by itself mean every record can be deleted immediately.
Starting from an existing spreadsheet
Prepare a clean list of room/bed labels, current assignments and checked balances. Enter the information through the supported setup steps. This website does not offer automatic import. Use the owner setup guide and app-versus-Excel comparison to choose a practical approach.