Managing Renters
Add, search, and manage your customers — the people and businesses who lease space from you.
Overview
The Renters page is your customer management hub. Everyone who leases space at your facility has a renter account here — with their contact details, payment history, leases, and invoices all in one place.
What is a renter?
In LeaseLlama, a “renter” is a customer account. Each renter has:
- A unique Renter-ID (like REN-01)
- An Account Name (the person or business)
- Contact info (email and phone)
- A Status: Active, Inactive, or Suspended
- One or more space rentals, payment methods, and invoices under their account
One renter can rent multiple spaces. Think of the renter account as the customer file, not a single lease.
The renters table
The main table shows all your customers:
| Column | Shows |
|---|---|
| Renter-ID | Click to open their profile |
| Renter Account | Name (and business name, if applicable) |
| Primary contact email | |
| Phone | Primary phone number |
| Status | Active, Inactive, or Suspended |
All columns are sortable — click a header to sort.
Renter statuses
| Status | Badge | Meaning |
|---|---|---|
| Active | Green | Has at least one rental, account in good standing |
| Inactive | Amber | No current rentals, account still on file |
| Suspended | Red | Account frozen (payment issues, violations, etc.) |
The status buttons at the top show counts — like Active (5), Inactive (1), Suspended (1) — and let you filter to just that group.
Finding a renter
Type in the search box to filter by:
- Renter-ID (e.g., “REN-01”)
- Account name (e.g., “Martinez”)
- Business name (e.g., “Urban Renovations”)
- Email or phone number
Results filter as you type.
Adding a new renter
- Click Add New Renter (top right)
- Choose the account type:
| Type | Use when |
|---|---|
| Individual | A person renting for personal use |
| Business | A company or organization |
- Fill in the required fields:
| Field | Required | Notes |
|---|---|---|
| Account Name | Yes | The contact person’s full name |
| Business Name | Business only | Company name |
| Yes | Must be unique — no two renters can share an email | |
| Phone | Yes | Format: (555) 123-4567 |
| Physical Address | Yes | Street, city, state, ZIP |
| Billing Address | No | Defaults to same as physical |
- Optionally check Tax Exempt and add Internal Notes
- Click Create Renter
You’ll be taken to their new Renter Profile.
Before this renter can rent a space, they need two things: a payment method and an accepted contract. You’ll see reminders on their profile until both are done.
Common questions
Can I delete a renter? Renters aren’t permanently deleted — they’re marked Inactive. This preserves their rental and payment history.
Can two renters have the same email? No. Each email must be unique to prevent duplicate accounts.
How do I change a renter’s status? Status changes happen automatically based on rental activity, or can be changed manually from the Renter Profile.
What if a renter has multiple spaces? All their rentals live under one account. You’ll see them all on the Active Rentals tab.
What to read next
| I want to… | Read this |
|---|---|
| See a renter’s full details | Renter Profile |
| Check out a space to a renter | Checking Out a Space |
| Set up payment methods | Payment Methods |
| View invoices for a renter | Invoices |