Introduction

This article explains how tenancy statuses work across different tenancy types, how a tenancy moves through its lifecycle, and what actions are available at each stage. Understanding tenancy statuses helps you manage renewals, move-outs, and historical records.

Summary

• Overview

• Residential & Commercial Tenancies
• Non-Residential Agreements
• Holiday Let Tenancies
• Status-Based Confirmations & Warnings

Overview

Tenancies can go through multiple lifecycle stages from creation to completion.

To reduce confusion and ensure consistency, tenancy statuses are standardised and clearly displayed on the tenancy detail page(Tenancy Tab), along with the actions available at each stage.

There are two ways to access the Tenancy Detail Page:

1. From the Tenancy List: Navigate to Lettings > Tenancies > click on relevant tenancy to access its details.

2. From the Property Page: Navigate to Lettings > Properties > click on a property's address to enter its detail page > More > select Tenancy.

Residential & Commercial Tenancies

(Lease, Assured, AST, Common Law, Contractual, Non-Housing Act)

Available Statuses

Key Lifecycle Rules

• Draft → Active

  • Manually activated or automatically when the start date is reached.

• Active → Renewing / Periodic / Vacating

  • Controlled by user actions such as Renew Tenancy, Switch to Periodic, or Terminate Tenancy.

• Expiring

  • Automatically triggered 90 days before the end date.

• Vacating → Vacated

  • Triggered when the move-out date is reached or confirmed.

• Archived

  • Final, read-only state for completed or cancelled tenancies.

Actions by Status (Residential & Commercial)

Renewing a Tenancy

When renewing an Active tenancy, you can choose:

• I’ve already signed

  • Update rent and term details only.
    The existing tenancy is marked as Renewed, and a new Upcoming tenancy is created.

• Let’s do it here

  • Renew through the system
    Starts the End of Tenancy (EoT) process and moves the tenancy to Renewing.

Ending & Moving Out

• Terminate Tenancy moves the tenancy to Vacating

• Move-out details are managed from the Move-Out page

• Once the move-out date is reached or confirmed, the tenancy becomes Vacated

Archived Tenancies

• Archived tenancies are read-only

• Used for compliance, reporting, and historical reference

• No actions are available once archived

Non-Residential Agreements

(Service Charge, Project, Ground Rent, Licence)

These tenancy types use a simplified lifecycle.

Statuses

• Draft

• Active

• Expired

• Cancelled

• Completed

• Archived

Key Differences

• No renewal or periodic states

• Completion is explicitly confirmed using Confirm Completion

• Used for agreements where occupancy is not the primary concern

Holiday Let Tenancies

Holiday Lets follow a booking-based lifecycle.

Statuses

Typical Flow

Draft → Booked → Check-in → Check-out → Completed → Archived

Actions such as Confirm Booking, Check-in, and Confirm Completion control each step.

Status-Based Confirmations & Warnings

Existing Active Tenancy Warning

If you attempt to activate or create a tenancy with Active status while another active tenancy exists for the same property, you'll be warned by a confirmation dialog.

Change Date Warning

Changing a tenancy’s start or end date may automatically update its status. 

A warning is shown before confirming the change.

For related guidance, see:

• Add Tenancy

• Edit Tenancy

• End of Tenancy (EoT) Process

• Move-Out Management

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.