Tenants

Tenants

The Tenants page is your central hub for managing everyone renting from you. Filter, group, and organize tenants to match your workflow.

Tenants table

Table features

The tenants table gives you full control over how you view and manage your tenant list.

Filtering

Filter tenants using any column with advanced filter options:

Filter type	Description
Contains	Field contains the specified text
Not contains	Field does NOT contain the specified text
Is	Field exactly matches the specified value
Is not	Field does NOT match the specified value
Is empty	Field has no value
Is not empty	Field has a value

How to filter: Click the filter icon then click Add filter button , select your filter type, and enter the value.

Filter examples:

• Name contains “John”
• Phone is not empty
• Status is “Active”
• Email is empty

Column customization

Click the View Settings button to customize your table:

Setting	Description
Row height	Compact / Standard / Comfortable
Grouping	Add grouping level… (group by Status and Account type)
Toggle columns	Show/hide any column

Toggle columns available:

• Phone
• Email
• National ID / Passport
• Status (Active / Inactive / Past)
• Account type
• Unit
• Unpaid invoices
• Groups
• Invited at
• Emergency contact name
• Emergency contact phone
• Employer name
• Employer contact
• Monthly income
• Notes
• Created at

Pin columns

Pin important columns to keep them at the table:

1. Click the pin icon on any column
2. Pinned column stay fixed while scrolling
3. Click the pin icon again to unpin

Refresh button

Click the Refresh button to reload the latest tenant data.

Table actions

Add tenant

Click the Add tenant button to open the tenant creation form.

Basic information

Field	Required	Description
First name	Yes	Tenant’s first name
Last name	Yes	Tenant’s last name
Phone number	Yes	Used for rent reminders and important notifications
Email address	No	e.g., tenant@example.com. Required for portal login access
National ID / Passport No.	Yes	e.g., 12345678 or A12345678. Used for identity verification. Stored securely and not shared with other tenants.
Create portal account	No	Tenant will get login access to tenant app

Advanced details (all optional)

Field	Description
Internal notes	Private notes visible only to property managers
Employer name	Tenant’s employer or company name
Employer contact name	Contact person at tenant’s workplace
Employer contact email	Email address for employer contact
Emergency contact number	Emergency phone number

Import CSV

Bulk import tenants using a CSV file.

CSV format requirements

Your CSV must include these columns:

Column	Required	Format
first_name	Yes	Text
last_name	Yes	Text
phone	Yes	Include country code (e.g., +254712345678)
email	No	Valid email format
national_id	Yes	Text
property_id	Yes	Existing property ID in Qivuli
unit_id	No	Existing unit ID in Qivuli

How to import

1. Click Import CSV
2. Download the sample CSV template
3. Fill in your tenant data
4. Upload the file
5. Review and confirm the import

Tenant overview

Clicking a tenant

Click on a tenant’s name in the table to open their detailed view. Click on a unit name to go to the unit overview.

The tenant detail view has these sections:

Overview

The dashboard showing key tenant information:

Section	Displayed information
Outstanding balances	Amount in kes
Payments	Amount in kes
Active lease	link to the lease
Open requests	Number of request
Assigned unit	Unit link
Unit details	details
Rent	Amount in kes
Status	Active or inactive
Service charge	Amount in kes

Maintenance requests

All maintenance requests submitted by this tenant.

Column	Description
Request ID	Unique identifier
Title	Brief description
Status	Pending / In progress / Completed
Priority	Low / Medium / High / Urgent
Created date	Date submitted
Last update	Most recent activity

Actions:

• View request details
• Add internal notes
• Update status
• Assign to vendor

Leases

All lease agreements for this tenant, past and current.

Column	Description
Lease ID	Unique identifier
Unit	Unit under lease
Start date	Lease commencement
End date	Lease expiration
Rent amount	Monthly rent
Status	Active / Expired / Terminated
Signed at	Yes / No

Actions:

• View lease document
• Download PDF
• Renew lease
• Terminate lease

Invoices

All invoices generated for this tenant.

Column	Description
Invoice ID	Unique identifier
Date	Invoice date
Due date	Payment deadline
Description	Invoice line items
Amount	Total amount
Status	Paid / Unpaid / Overdue

Actions:

• View invoice
• Download PDF
• Send reminder
• Record payment

Payments

Payment history for this tenant.

Column	Description
Payment ID	Unique identifier
Date	Payment received date
Method	M-Pesa / Cash / Bank transfer / Cheque
Reference	Transaction reference number
Amount	Payment amount
Applied to	Invoice number
Status	Completed / Pending / Failed

Actions:

• View receipt
• Download receipt
• Reverse payment (admin only)

Files

All documents associated with this tenant.

File type	Examples
Identification	National ID scan, Passport copy
Lease documents	Signed lease agreements
Payment proof	Receipts, bank slips
Correspondence	Emails, letters
Inspection reports	Move-in/move-out checklists

Actions:

• Upload file
• Download file
• Delete file
• Organize into folders

Tenant grouping

Groups

Group tenants together for easier management. Use groups to organize tenants by building, block, floor, or any other criteria.

Create a group

1. Click Tenant Groups in the sidebar
2. Click New group
3. Enter group name (e.g., “Block A”, “Third Floor”, “VIP Tenants”)
4. Add description (optional)
5. Add tenants
6. Click Create group

Add tenants to a group

1. Navigate to the group
2. Click Add tenants
3. Select tenants from the list
4. Click Save

Or from the tenants table:

1. Select tenant checkboxes
2. Click Add to group
3. Choose the group

Group actions

Action	Description
View group	See all tenants in the group
Send bulk message	Email or SMS all tenants in the group
Export group data	Download CSV of group members
Edit group	Change name or description
Delete group	Remove group (tenants are not deleted)

Use cases for tenant groups

Use case	Example group names
Physical location	”Block A”, “Block B”, “North Wing”
Building floor	”Ground Floor”, “1st Floor”, “2nd Floor”
Property type	”Studios”, “1-Bedroom”, “2-Bedroom”
Lease status	”Month-to-month”, “Annual lease”, “Expiring soon”
Payment behavior	”Early payers”, “Late payers”
Special category	”Corporate tenants”, “Government”, “Students”

Bulk actions

Select multiple tenants using checkboxes to perform bulk operations:

Bulk action	Description
Add to group	Assign selected tenants to a group
Add notes	Add notes to the selected tenants
New Invoice	Create new invoices to the selected tenants
More	Another dropdown that has “mark as inactive or active”
Delete or Blacklist	Delete selected tenants or Blacklist (requires confirmation)

Keyboard shortcuts

The ? on the top right opens a modal when clicked to show all the shortcuts and thier use

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Need help? support@qivuli.com

Tenant FAQ Glossary