Questions and troubleshooting

Choose Properties, then Add property. Open the new property, and on its Board choose Add, then Room. You don’t need a floor plan, a resident, or a bank to finish setup.

No. The room is saved. The message only means it has no drawn position yet. You can track status, rent, residents, and files without ever drawing a plan.

Units appear only when Property type is Duplex or Multifamily building, Rental setup is By unit or By unit & room, or the property already has units. Edit the property to change either one. Houses, apartments, condos, and townhouses keep rooms directly under the property.

That tool is switched off. Open Settings and check Tools, which holds the choices you made during setup. Switching a tool off only hides it. Your records are kept and come back when you switch it on.

Choose Fit board. If the property has several floors, set the floor menu to All floors, because a room on another floor is hidden while you view one floor. Don’t add another room just because the card is out of view.

A line dragged between a person and a room is an informal link, so the room stays Available and no rent is expected. Point at the line and choose Add an agreement. A room is Occupied only while an Active agreement covers today.

Only some pairs connect: property to unit, room, or parking; unit to room; room to person; person to parking; and a task to a property, room, or parking space. While you drag, only cards that can take the link stay highlighted.

A room that appears on any agreement, or has linked documents or condition records, can’t be deleted, so Delete room shows Keep room history instead. Rename the room rather than deleting it so past agreements and photos still point to the right place.

A bedroom is Available, Agreement pending, Occupied, or Rented with property. Any other room type is a Shared space and is never rented on its own. Statuses and colors lists every state and what changes it.

If you see Layout storage unavailable, your browser is blocking storage for this site, so card positions can’t be remembered. Your records are not affected.

Check that Agreement status is Active and that the Start date is today or earlier. A Draft, or an agreement that hasn’t started yet, shows Agreement pending.

The form only lists people at this property. Close it, add the person with Add, then Person on the Board or Add tenant on the property’s Tenants tab, then start the agreement again.

With more than one resident, each person gets a Monthly share. Adjust the Custom amounts until they match Monthly rent ($), or choose Split equally.

Open the agreement and choose End agreement. It closes today and stops counting as a current tenancy, while recorded rent, files, and condition records stay. To end on another date, choose Edit agreement, set the End date, and set Agreement status to Ended.

Archiving does not end an agreement, so end the person’s current agreement first. Anyone who has been on an agreement can’t be deleted, so their history stays intact. Choose Archive instead, and find them later in Tenants with the Archived filter.

Yes. Choose Rent, then Track rent on the agreement’s ledger row. Each month then expects the agreement’s rent and counts the payments you record with Record payment, such as cash, a check, Zelle, or Venmo.

Late means the due day and the grace period (5 days unless you change it under Settings › Rent defaults) passed with nothing recorded, confirmed, or suggested. If it was cash, a check, Zelle, or Venmo, choose Record payment on the ledger row. If it reached a linked account, find it under To review or All deposits on Bank matching and confirm it.

Not tracked means Roomline isn’t checking the agreement, or the month is before you started tracking; choose Track rent on its ledger row. Waiting on you (To review on the ledger) means a bank deposit has been suggested but not confirmed; confirm it or mark it Not rent. Late means the grace period passed with nothing received or suggested. A month where some money arrived stays Part paid, even after the due date.

A matched payment is a bank deposit you confirmed as rent. A recorded payment is one you entered with Record payment, listed under Recorded manually with who recorded it and when. Both count as received, and the ledger shows how the money came, such as Paid · Zelle. A suggested deposit doesn’t count until you confirm it.

No. Venmo, Zelle, and Cash App offer no way for other apps to connect, so record those payments with Record payment. If they land in a linked bank, the deposit is labeled via Zelle or via Venmo automatically. Add your handles under Settings › How tenants pay you, and reminders include pay links.

Choose Remind on their ledger row, or beside late rent under Needs attention on the property’s Overview. Edit the message, then Copy it, or Email or Text it from your own apps. Roomline doesn’t send it for you.

When you use Assign on that deposit, the month reads Recorded manually and Roomline warns you before you count the rent twice. To correct a recorded payment, select the month on the ledger and choose Edit.

On the property’s Overview, add each bill under Utilities and set it to Split between tenants. Log this month’s amount in its tile, or drop the bill’s PDF on Utilities to read it, then choose Copy split for a message with each tenant’s share. Roomline doesn’t pay bills or charge tenants.

The notice on Bank matching says how many current agreements have no rule. Choose Set up to add them. For a one-off payment, use Assign instead of writing a rule.

On Bank matching, find it on the Rent tab. Choose Change to move it, or Reopen to send it back to To review. This changes only Roomline’s record, not your bank.

On Bank matching, choose Banks, then Sign in again for that bank. Until you do, no new transactions arrive, so months can look unpaid when they are only unmatched. Don’t disconnect and link the bank again.

Choose Banks, then the Disconnect icon. Roomline gives up its access and deletes that bank’s transactions and every decision you made about them, so months paid by those deposits show what is owed again. Agreements, rent rules, and payments you recorded are not affected. Roomline never moves money or charges tenants.

Bank linking is off in the shared demo. Sign in to your own workspace to connect a bank. Without one, you can still track rent and record payments.

Files must be a PDF, PNG, JPG, or WebP up to 20 MB, one at a time in the form. Links must be complete HTTPS addresses without a username or password. If the message says storage is full or your trial has ended, see Billing in Settings.

A room shows files attached to it and files from agreements that cover it. Open the file’s File details and use Change to attach it to the right room, agreement, tenant, or parking space.

Tasks set to Done leave the Board but stay on record. Find them under Completed in the room’s Records tab, or filter the property’s Maintenance tab by Done.

On the property’s Maintenance tab, set the Status filter to Done. The heading reads Done this year with the total spent, from each task’s Cost.

A record you marked with Complete record is locked. Choose Reopen and confirm; its completion date is cleared so you can revise it.

In Settings, under Data & sign out, choose Everything (JSON) for a full backup, or Tenants (CSV) or Rent ledger (CSV) for a spreadsheet. The JSON has your records, private tenant data, and file links, but not uploaded files, so keep the originals separately. Treat every export as private.

Email and password, plus Continue with Google or Continue with Facebook where the sign-in page offers them. Settings lists your connected ones under Sign-in methods. Sign in with the same verified email to keep everything in one account.

On the sign-in page, choose Forgot your password? and then Send reset link. When signed in, use Manage password under Sign-in methods in Settings.

Starter and Portfolio include every feature. They differ only in how many properties and units or bedrooms they cover. Choose monthly or yearly billing; yearly includes two months. Compare current prices on the pricing page, and check your plan under Billing in Settings. For more capacity, Enterprise plans use custom limits.

Every property counts once. Active units and bedrooms count as spaces; kitchens, bathrooms, living rooms, storage, and shared areas do not. In Settings, open Billing and choose See your property-space count for a per-property breakdown.

You have reached your plan’s property or space allowance, or your trial is over. Open Billing in Settings and choose Manage subscription to change plan. Existing records stay as they are.

Use a token for clients that accept a custom Authorization header: in Settings, go to AI assistants, choose New token, and keep Read only unless the client must edit records. Use OAuth sign-in for Claude or ChatGPT custom connectors: add the connector URL with no token, sign in, and choose Allow read-only access. OAuth access is always read-only.

It can’t delete records, move money, upload files, change rent rules or bank decisions, send messages, or sign documents. With Read and write it can create and update records and record a payment such as cash, a check, or Zelle.

For a token, go to AI assistants in Settings, choose Revoke beside it, and confirm. New requests are rejected at once; one already in progress may finish. For an assistant connected by sign-in, choose Disconnect beside it under Connected by sign-in in the same panel; it loses access on its next request. Removing the connector in the assistant app alone does not cancel the approval.

OAuth sign-in is not turned on for your Roomline deployment yet. Use a client that accepts a token from AI assistants in Settings instead.

Tokens need a hosted Roomline account; they are unavailable in the shared demo and local workspaces. A token is shown only once, so if you lose it, revoke it and create a new one.

They are the same states with different names: settled is Paid, partial is Part paid, review is Waiting on you, pending is Not due yet, late is Late, and off is Not tracked.