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Tracker Eligibility & Stages
Deep dive
Exactly what puts a tenancy on each tracker, how it moves through the stages, and what lets it leave. The Portal tracker summaries are enough for day-to-day; this page is for the precise rules and edge cases.
Owner: Property-management / site teams (the process); (add the named subject-matter expert here).
All three trackers hang off the deal sheet. See Statuses & lifecycles for the full list of values referenced below.
Move-In tracker
Appears automatically when all of these are true for a deal sheet:
- status is Complete
- it has a reservation
- it has synced to Qube (it has a Qube reference and Qube data)
- the Qube tenant status is not Previous or Withdrawn
- the move-in date is within the next 30 days
Nothing is added by hand. If any condition stops being true, it drops off.
Stages:
| Stage | Meaning | Editable |
|---|---|---|
| Current | Active, within the 30-day window | Yes |
| Past | Manually set aside by staff, still within the window | Restorable |
| Historic | Move-in more than 30 days ago | Read-only |
A nightly job moves Past records to Historic once they pass the 30-day mark. The "All developments" view shows a manager's move-ins across every building at once (custom fields only show when a single building is selected).
Building-specific: which checklist fields appear varies by building, and buildings can add their own custom fields.
Renewals (Rent Review) tracker
Appears when a tenancy is within a configurable window of its anniversary, 100 days by default, adjustable per building (building setting, then company setting, then the default). The tenant status must be current/renewing; Previous, Withdrawn and Vacating are excluded.
Stages (lifecycle): In negotiation → Agreed successfully → Vacated.
- The negotiation status (see Statuses) is what staff set as the conversation progresses, including the increase-letter, Section 13 and notice steps.
- Agreeing the renewal creates a linked renewal deal sheet and moves it to Agreed successfully.
- A vacating outcome moves it to Vacated and populates the Move-Out tracker, prompting for a vacating reason.
Building-specific: some fields show only for certain buildings (for example the Section 13 field currently shows only for The Kell).
Move-Out tracker
Added deliberately, not auto-gathered. A tenancy arrives either:
- automatically, when a renewal is marked Vacating or Do not renew, or
- manually, when staff add it (for example a resident gives notice).
Tenancies within about 60 days of their end date sit in Current; completed ones move to Historic.
Completion rule (the important one): a move-out cannot be cleared until the essential steps are done, in particular keys returned and deposit arranged. The system blocks the "clear" action otherwise.
Building-specific checklist: each development shows only its relevant steps, for example ANPR parking removal at The Lansdowne, Evinox utility sign-off at The Sessile and The Gessner, parcel-locker removal at Balfron Tower and The Sessile, and Insite balance checks at Balfron Tower and Riverstone Heights.