Tenant Move-in and Move-out Workflow

Start of the Workflow/Process.

Retrieve existing tenant information and lease terms from the Tenant Data Model.

Verify the status of the specific unit in the Property Data Model to ensure it is vacant/ready.

Assign a task to the Property Manager to prepare and send the digital lease for signature.

Create a new entry in the Move-in/Move-out Logs data model to track the start date.

Update the Property Data Model to change the unit status from 'Vacant' to 'Occupied'.

Assign a task to the Maintenance Team to perform a cleanliness and functionality check.

Create a new inspection entry containing photos and notes regarding the unit condition at handover.

Calculate the total amount due by summing first month's rent and security deposit fees.

Update the Tenant Ledger with the initial payment amount received.

Send a welcome email containing move-in instructions, key pickup details, and building rules.

Task for the Front Desk or Manager to physically hand over keys and access fobs.

Fetch the notice period and end-of-lease date from the Tenant Lease Data Model.

Assign a task to the Maintenance Team to inspect the property upon vacancy.

Update the Property Data Model to reflect that the unit is soon to be vacated.

Retrieve the original inspection data to compare against the move-out condition.

Calculate the total cost of repairs by summing all damage entries found during move-out.

Subtract repair costs and unpaid utilities from the original security deposit entry.

Aggregate all unpaid utility entries associated with the tenant's account.

Assign a task to the Accounting Department to process the final refund or invoice.

Send an SMS reminder to the tenant regarding the deadline for removing all personal belongings.

Delete the temporary digital key access entries from the Security Data Model.

Create a final report summarizing the condition, costs, and closing status for the property owner.

End of the Workflow/Process.