Tenants in Overview.
All tenancies with contact details, tenancy agreements, number of occupants and individual notes. See at a glance who owes rent, who has a birthday and whose contract is about to expire.
Everything you need to know about a tenant
Tenant management isn't just name and address. It also means: who has a birthday and when, who is in arrears, whose contract renews automatically.
Master data
Name, address, email, phone, birthday, marital status — all structured per tenant.
Lease agreements
Tenancy start/end, net rent, advance, deposit, indexation — directly with the tenant.
Number of occupants
Important for occupant-based allocation keys (hot water, refuse, lift).
Status flags
Rent arrears in red, planned move-out in orange, issues in yellow, all-clear in green — an overview without searching.
Birthdays
Rentprime reminds you in time. A short card = more trust = longer tenancy.
Contact history
Emails, calls and letters in chronological order — you always know what was last discussed.
The status flags are worth their weight in gold. At a glance I see: three tenants in arrears, one moving out at quarter-end, one with a problem flag. Sorted by urgency.
Managing tenants professionally — what really matters
Good tenant management is more than just an Excel sheet with names and addresses. It's the central place where you, as a landlord, store all information about your tenancies in a structured, findable way. This becomes important especially when running multiple tenancies in parallel — by three or more tenants, keeping an overview becomes hard without digital management.
The key components of good tenant management are: master data (name, address, date of birth, marital status for person-based allocation keys), the tenancy agreement (start, end, net rent, advance payment, deposit, indexation), consumption data (for the annual service-charge statement), payment history (which rents were paid and when), contact history (emails, letters, call notes) and status flags (arrears, move-out, special situation).
GDPR-relevant: Because, as a landlord, you process personal data belonging to your tenants, you are a controller within the meaning of the GDPR (Art. 4 (7)). If you use software such as Rentprime for this, that software acts as a processor (Art. 28 GDPR) and you need a written data processing agreement (DPA). Rentprime provides this automatically.
Practical tip: Set up a status-flag system per tenant. Four levels suffice: "OK" (pays on time), "Caution" (minor issue), "Reminder pending" (in arrears), "Move-out planned". When you log in you instantly see where action is needed — without clicking through every entry.