Procedure
- The Leasing Professional and Service Manager must inspect the apartment 24 hours prior to the move in date.
- The lease must be executed by both parties before completing the move in.
- The Property Manager must ensure the lease documents have been signed by all leaseholders and countersigned.
NOTE: All fully executed manual (paper) lease documents must be scanned and attached to the Resident record.
- Prepare Move In Key Receipt.
- Prepare community specific welcome move in package, items that should be included are:
- Property Information letter
- Blank Move In Apartment Inspection Report
- Resident Information Card – Emergency Card
- Property phone numbers and contacts
- Local interest information (bus guide, restaurant menus, coupons)
- Other Marketing documents approved for your property (e.g., approved forms of rent payment, resident event, and referrals flyers, etc.)
- Review all documents in the Move In Package with the resident and obtain resident signature where needed.
- Verify all property required utility accounts (gas, electric, etc.) are transferred into the resident’s name.
- You may ask the new resident to provide utility account numbers for their file.
- Log into the Assurant Leasing Portal and verify the resident has completed their insurance requirement.
- If the resident did not complete the insurance requirement, this must be completed to provide keys.
- Review the Move In Key Receipt with the resident and confirm all move in monies have been paid. Document what has been paid and review with resident what money is due on the 1st of the following month.
- If the property allows WIPS payments, the original receipt will suffice as proof of payment for the new resident moving in.
- The resident must sign the Move In Key Receipt.
- Attach a copy to the resident record.
- Provided a copy to the resident.
- Issue keys to new resident along with all property specific keys/fobs to include:
- Fitness Center pass, key, or key fob, if applicable
- Pool pass, or key, if applicable
- Parking (gate transmitters, garage door openers, parking pass), if applicable
- Laundry room card or key, if applicable
- Storage locker key, if applicable
From the Yardi Voyager Dashboard under Resident Activity, click the Move In hyperlink.
Locate the appropriate resident and click the Move In button in the corresponding row.
The Move In screen will appear.
Review the move in charges and make any necessary changes.
Click Post when ready to finalize the resident move in. The resident’s status changes from ‘Future’ to ‘Current’ in Yardi.
NOTE: All move ins must be completed before the month end close cut off time. If a resident has not picked up keys, you will need to adjust the date to the next day. Verify keys were picked up after month end and then adjust the date back to process the move in for the correct date on the next business day.
From the Resident record, click the Personal Info tab.
Review the Contact Details, Vehicle Information and Pets if changes are needed, click Edit.
Update the information and click Save.
Ensure the proper addenda have been signed for Vehicle and Pet if new information was provided to the leasing office after the lease has been signed by the residents. See Generating One-Off Documents for information on how to generate and send the addenda.
From the Resident record, review the Other Info tab.
Click Edit to update the following information, if applicable:
- Maintenance Notes - Type any notes in this field that you want to appear on the work orders for the resident.
- I choose to opt out of ARC check conversions, do not scan my checks – Check this box if the resident(s) does not want their checks scanned.
- Employee ID - Complete if the new resident is an employee.
- Preferred Method of Contact - Select an applicable contact method.
- Corporate - If your new resident(s) are considered a corporate apartment, select Corporate from the dropdown list.
After all changes have been made, click Save.
Scan and attach any other correspondence or documents (such as the key receipt) to the Resident record in Yardi Voyager.
Place a copy in the paper lease file, if applicable. Reference the appropriate state specific leasing file checklist.
The Property Manager must verify that the lease charges have been set up correctly and that move in charges posted properly. The Property Manager is responsible for auditing the account in full after the move in has been processed and ensuring all required documents are attached to the Resident record in Yardi.
Move In Apartment Inspection Report
- Upon receipt, review the Apartment Inspection Report with the resident. Identify areas of concern to include:
- Repairs needed
- Cleaning concerns
- Condition of apartment appliances and fixtures
- For cleaning issues, contact the cleaning service or company personnel to address any of the resident’s concerns.
- Address any concerns the resident has about the condition of apartment appliances and fixtures.
- Enter a service request.
- Attach the Apartment Inspection report to the Resident record in Yardi and file the original in the resident’s file.
Canceling a Move In
If a future resident no longer wants to move into your community, review their lease file, rental options, and possible other Morgan Properties’ communities with them. If all attempts to keep the future resident failed, request and accept a written request to cancel. When you do this the future resident will revert to a prospect with a Canceled status.
NOTE: A/R will complete deposit accounting as necessary. Any rentable items will be released upon cancelation of the move-in. If the prospect wants to re-apply, you must reserve rentable items again.
From the Yardi Voyager Dashboard, under Resident Activity, click the Move In hyperlink.
Locate the appropriate resident and click the Cancel button in the corresponding row.
From the Cancel Future Move In screen, complete the following fields:
- Property - Enter your property code.
- Resident – Leave the default. If the Resident ID is incorrect, click the Resident hyperlink to locate the resident to cancel.
- Cancel Date - Enter the date the resident cancelled.
- Reason - Select the reason for cancelling from the dropdown list.
- Agent - Select the agent’s name.
Click Submit. The prospect has now been canceled.
Adjusting a Move In Date
From the Yardi Voyager Dashboard under Resident Activity, click the Move In hyperlink.
Locate the appropriate resident and click the Adjust Dates button in the corresponding row
The Adjust Move In Dates screen will appear.
Complete the following fields under the Lease Dates section:
- Move In Date - Enter the new expected move in date.
- Lease From Date - Enter the new expected lease start date.
- Lease Term (months) - Enter the number of months the lease term is signed for.
- Lease To Date - Verify the Lease To Date. If the dates entered in the Lease From Date and the Lease Term (months) fields are correct, the date in this field should be correct.
Click Post. The move in date has now changed.
NOTE: The lease documents will not reflect any changes made to the resident record. You must regenerate, re-finalize, and resend the lease for signatures prior to posting the move in.
Forms & Resources: