The tenancy register
Properties → Tenancies is a separate, lean register of who lives where — tenant names and contact details linked to a property, distinct from the property record itself.
What it is
Each tenancy holds tenant name(s), contact email and phone, occupancy start/end, and a status of current, ended or void — linked to a property by UPRN or by a stable tenancy reference from your own housing system. A survey or resident letter raised for a property with a matching tenancy suggests that tenancy’s contact automatically, so the same contact detail is never retyped.
Before you start
Viewing the register needs View-level access to Properties; adding, editing or importing needs Edit-level access. Exporting to your own SFTP server needs the Platform plan.
How to do it
- Open Properties → Tenancies.
- Search or filter to find a tenant or address.
- To bring in your register in bulk, select Import CSV — tenancy ref, UPRN, tenant name, and contact details are all recognised; either a tenancy ref or a UPRN is required to link each row.
- To take a copy out, select Download CSV for an immediate file, or use the SFTP send control (where a destination is configured) to deliver a server-generated CSV straight to your own system.
- Add or edit a single tenancy directly from this screen when you don’t have a whole file to import.
How it integrates
A tenancy ref is the preferred, stable upsert key when your housing system has one — re-importing the same ref updates that tenancy rather than duplicating it; without one, UPRN plus tenant name is used instead. The register holds no vulnerability or special-category data by design — it’s purely operational contact information, never hash-chained or sealed like a survey record. SFTP export bypasses the ordinary artifact-send size cap because a register can run to tens of thousands of rows; it uses the same fail-closed, host-key-pinned transport as every other SFTP delivery — see Sending files to your SFTP server.
Common problems
- An imported row wasn’t linked to any property. It needs either a matching UPRN or a tenancy ref — a row with neither is imported but flagged for review rather than silently dropped.
- I can’t see the SFTP send option. It only appears once your organisation has a configured SFTP destination and is on the Platform plan.
- The CSV download seems incomplete. It exports exactly what’s currently loaded on screen, including anything already brought in via Load older — load the rest of the register first if you need the whole thing.