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Statuses & Lifecycles
Purpose: The canonical status values that drive the platform, in one place. Most of the lettings process is governed by these, so knowing the exact values (and what moves a record between them) is the fastest way to understand how the system behaves.
Primary users: Anyone reasoning about why a record is where it is, or building reports and integrations.
Values below are the ones the system uses. Where a page elsewhere describes a workflow, this is the authoritative list of the states involved.
Tenancy
Tenant status (from Qube)
The status of a tenancy as held in Qube, the accounting system. It gates several behaviours.
| Value | Meaning |
|---|---|
| Resident (AST) | Active tenancy |
| Renewing | In a renewal |
| On Notice | Notice given |
| SPT | Statutory periodic tenancy |
| Vacating | Leaving |
| Prospect | Not yet a tenant |
| Pay Plan (Pre / Current) | On a payment plan |
| Previous | Past tenant |
| Withdrawn | Did not proceed |
Key rules: Previous and Withdrawn are excluded from resident-app onboarding. Previous, Withdrawn and Vacating are excluded from the Renewals (Rent Review) tracker.
Unit letting status
| Value | Meaning |
|---|---|
| Available To Let | On the market |
| Under Offer | Reserved / in progress |
| Let | Tenanted |
| Unavailable to Let | Off the market |
Deal sheet
| Field | Values |
|---|---|
| Status | Pending customer information, Draft, Complete, Submitted |
| State | Unlocked, Locked (a locked deal sheet is protected from edits) |
| Submit type | draft, import, rent-profile, sync (how the deal sheet was created) |
Trackers
Each tracker moves records through its own lifecycle. See the Portal page for how staff work them.
| Tracker | Lifecycle stages |
|---|---|
| Move-In | Current, Past, Historic |
| Move-Out | Current, Historic |
| Renewals (Rent Review) | In negotiation, Agreed successfully, Vacated |
Renewals negotiation status
The status a leasing officer sets as a renewal progresses:
No increase letter / S13 sent · Reminder 1 · Section 8 issued · Notice challenged · Deal sheet sent · Vacating
Move-out sub-statuses
| Field | Values |
|---|---|
| Check-out report | Not started, In progress, Completed, Sent |
| Dilapidations | Yes, No, Negotiating, N/A |
Viewings & reservations funnel
The stages a prospect moves through from viewing to signed, mapped to the equivalent HubSpot deal stages:
Viewing Booked · Viewing Booked (Cold) · Viewing Complete · Pending Reservation · Reservation Approved · Reservation Confirmed · Conditional Referencing · Passed Referencing · Contracts Signed · Call Later · Opportunity Lost
Lease progression (traffic lights)
The lease-progression trackers are built on stage records with a simple state:
| State | Meaning |
|---|---|
| Pending | Not yet done |
| Complete | Done |
| Failed | Could not be completed |
Inspections (Inventory Hive)
| Field | Values |
|---|---|
| Report status | Draft, In progress, Complete |
| Tenancy status | Draft, Complete |
Payments & Section 13
- Payment status tracks a resident payment through its lifecycle (pending to complete/failed).
- Section 13 has its own response status, signatory, and vacating-reason values, used when a resident responds to a statutory rent-increase notice.