Tenant Portal Setup: Connect the Right Rental

You sent the invitation, but the tenant still cannot find their rental. Before sending another link, check three things: the email on the account, whether the request was accepted and which home it connects to.

Tenant portal setup is complete when the tenant can open the correct rental and use a shared record or send a message. This guide explains both connection paths in LocalePM, common setup problems and a practical check before you start using the portal day to day.

Prepare the details before sending an invitation

Confirm the rental address, unit and the email address the recipient will use. A building with several apartments needs a specific unit; the street address alone may not identify the right rental.

Keep three parts of setup separate:

This separation matters across products. Landlord Studio's setup guide describes linking a tenant to a property and lease before inviting them to a portal. RentRedi's tenant guide describes account setup and invitation acceptance. Follow the chosen product's sequence rather than assuming that creating an account completes every step.

In LocalePM, a connection request establishes access to the rental relationship when it is accepted. It does not automatically import old messages, upload a lease or create a signed agreement.

If the landlord starts the connection

Landlords manage LocalePM through the web console. Tenants can use the web or mobile app. Both use their own accounts.

1. Prepare the rental workspace. Add the property and the unit the tenant actually rents. Check the address and unit number before inviting anyone.
2. Confirm the tenant's email. Use the address the tenant intends to sign in with. Ask them to confirm it instead of guessing from an older message thread.
3. Send a connection request for that rental. The landlord chooses the unit. For a single-home property, the property identifies that one home; a multi-unit property needs the correct unit selected.
4. Have the tenant review and accept. The recipient uses the account with the matching confirmed email address. A forwarded link does not change the intended recipient.
5. Check the tenant's view together. Confirm that the home is correct and that the relevant records and communication options are available.

If you are setting up a sample rental first, use clearly labeled sample documents and messages. Keep them separate from records you will rely on for the actual tenancy.

If the tenant starts the connection

A tenant can start a LocalePM connection request using the landlord's email and the rental address. That is useful when the tenant already has an account but the shared rental workspace has not been set up.

The landlord must review and accept the request. If they do not yet have a rental workspace, they need to create or choose one before completing the connection. They select an eligible unit or create a single home through the supported flow; sending an address does not let a tenant assign themselves to a property.

The same checks still apply: intended landlord, correct home and matching recipient account. A pending request is not access, and an accepted connection is not confirmation that every lease document or rent invoice is already in place.

For someone who is a landlord in one place and a tenant elsewhere, LocalePM supports more than one workspace on one account. Check the active workspace when opening a request so you do not confuse the rental you manage with the one you live in.

When setup does not look right

Most useful troubleshooting starts with what stage failed: receiving the request, opening it, accepting it or finding the rental afterwards.

DoorLoop's invitation help and Mi Property Portal's guide also emphasize checking recipient and tenancy details. Their exact controls differ from LocalePM's, so use the help for the product you are actually setting up.

Finish with one task from each side

Choose a small, useful handover after acceptance:

• Find a shared document. The landlord shares a relevant sample or rental document, and the tenant opens it from their own account.
• Send and answer a message. Both people return later and find the exchange. Our communication guide explains what to check.
• Find the repair route. Confirm where a tenant would report a problem and how they would find an update. For a sample request, label it clearly so it is not mistaken for a real repair.
• Review the rent record if it has been set up. Check the amount, period and recorded status. Rent payments in LocalePM happen by bank transfer outside the app; portal access does not set up autopay.

Innago's tenant setup guide similarly moves from account access to practical portal tasks. The important lesson is to check what the tenant can actually do, not just what the landlord sees in a management dashboard.

Start with the right account

For landlords, LocalePM includes one free rentable unit per account, assigned to the first rental workspace, with no timed trial or card required for that unit. Additional billable unit capacity costs €3 per unit per month, excluding VAT, billed in EUR. Extra workspaces do not grant extra free units.

• Managing the rental? Create your LocalePM landlord workspace, prepare the home and invite the intended tenant.
• Renting the home? Create your LocalePM tenant account to accept a request or start a connection with your landlord.

Finish by checking the address together and completing one shared task from separate accounts. When both people can find the right home and the information they need, the setup has done its job.