Statuses and colors

What each status means and what changes it, plus a glossary.

5 min read

On this page

How status is shown

Roomline works out most statuses from your records. You don’t set a room to Occupied; an Active agreement that covers today does. To change a status, change the record behind it.

Green means let or paid, amber means waiting, red means empty or late, and gray means inactive. On the Floor plan, the badge dot also changes shape, and an Available bedroom is hatched.

OccupiedAgreement pendingAvailable

Rooms

Status	Meaning
Occupied	A bedroom on an Active agreement whose dates include today.
Rented with property	A bedroom covered by a current whole-property agreement. The Floor plan shows With property.
Agreement pending	An agreement covers the bedroom but is a Draft or hasn’t started. A narrow plan badge shows Pending.
Available	A bedroom with no current, draft, or upcoming agreement.
Shared space	Any room type other than Bedroom. It’s never rented.

On the Board, the Floor plan, and the Overview

Occupancy counts every bedroom that isn’t Available. A Board card adds Late or Part paid when this month’s rent is, and the plan’s key adds Rent late.

Floor plan warnings never change a status. Overlapping means a room’s drawing covers another room. A unit name with a warning triangle means the room is drawn outside its unit.

Agreements

Status	Meaning
Active	Running, with more than 60 days left.
Ends in 45 days	Running, with 60 days or fewer left. Ends today on the last day.
Upcoming	Active, but it hasn’t started yet.
Expired	Active, but past its end date. Set it to Ended or change the end date.
Draft	Saved, but nobody counts as renting. Cancel agreement removes it.
Ended	Closed and kept in history. End agreement closes it today.

On the Agreements tab

You choose Active, Draft, or Ended under Agreement status; Roomline reads the rest from the dates. In Tenants, the Agreement column shows Current, Upcoming, Draft, Ended, or No agreement.

Tenants

Status	Meaning
Current	On a current agreement at this property.
Connected	Joined to a room or the property by a plain line, with No agreement attached. The room stays Available.
Unassigned	Not on a current agreement or connected to anything.
Draft tenant	A placeholder such as New tenant, from Add on the Board, until you save a name or contact detail.
Archived	A past tenant, off the Board and the Tenants list. Their agreements, files, and condition records stay.

Tenant cards on the Board

You can archive a tenant once their current agreement has ended. To bring one back, choose Restore in Tenants’ Archived list, or pick them in a new agreement, under Archived.

Rent months

Status	Meaning
Paid	Confirmed deposits and recorded payments cover the rent. The ledger may add how, as in Paid · Zelle. Marker: a tick.
Part paid	Some arrived, but less than expected, even after the due date. Marker: a bar.
Waiting on you	A deposit is suggested but not confirmed. The ledger shows To review; choose Rent or Not rent. Marker: an arrow.
Not due yet	Nothing yet, and the grace period hasn’t passed. The ledger shows Due and the date, or Upcoming. Marker: a clock hand.
Late	The grace period passed with nothing received or suggested. Marker: an exclamation mark.
Not tracked	Rent isn’t tracked, or the month is before tracking began. Choose Track rent on the ledger row. Marker: a plus.

On the rent ledger and the Board’s round marker

Only confirmed deposits and payments you record count as received. The grace period is under Settings › Rent: 5 days unless you change it. A dash on the ledger means the month is outside the agreement.

Overview grids

Label	Meaning
Paid	Paid in full. The figure is what arrived.
Late	Nothing arrived and the grace period passed. The figure is what’s owed.
Part paid	Some rent still owed. The figure is what’s left.
To review	A deposit for the month is waiting on Bank matching.
Upcoming	Rent expected, not late yet. The figure is what’s expected.
Empty	No agreement covers the bedroom that month.
Two agreements	More than one agreement covers the bedroom that month. Change one’s dates.

Rooms on a property’s Overview: one tile per bedroom per month

A dash means no agreement yet, or rent that isn’t tracked. Drafts don’t count. Select a tile to open that agreement on the rent ledger.

6 months shows two back, this month, and three ahead; 12 months shows five back and six ahead. A narrow screen shows the months that fit. Utilities uses the same months: Logged, Usual amount, or From your bank.

Tasks and condition records

Status	Meaning
Open	A task not started.
In progress	A task under way, or a condition record still being filled in.
Done	A finished task. It leaves the Board; filter Maintenance by Done to see it.
Completed	A finished condition record, locked. Reopen unlocks it.
Not reviewed	An area nobody has assessed yet.
Good condition	The area is in good order.
Existing wear	Wear already there, recorded as the starting point.
Needs attention	Something in the area needs fixing or follow-up.

Maintenance tasks, condition records, and the areas inside them

A task’s Board card is colored by priority: High red, Medium amber, Low gray. Past its due date it shows Overdue, turns red, and moves to the top of Maintenance.

Glossary

Term	Meaning
Property	One address. Its rental setup, such as By room or Whole property, says how you rent it.
Unit	An optional group of rooms, such as one home in a duplex.
Room	A bedroom, which can be rented, or a shared space, which can’t.
Tenant	Someone you rent to or might. A tenant can exist before any agreement.
Agreement	The terms for one or more tenants: rooms, dates, rent, deposit, and due day.
Monthly share	Each tenant’s part of the rent. Shares must add up to the monthly rent.
Rent rule	What Roomline looks for in bank deposits to spot an agreement’s rent.
Recorded payment	Rent you enter yourself, such as cash or Zelle. It counts like a confirmed deposit.
Grace period	Days after the due day before unpaid rent is Late.
Utilities	A property’s monthly bills. Each is You, in the rent, or Tenants split it.
Condition record	A dated walkthrough with a condition and photos for each area.
AI suggestions	Fields AI fills in for you to check, such as a bill’s amount. Switch them off in Settings › Tools.
Personal token	A key from AI assistants in Settings for a tool that can’t sign in. It’s shown once and can be revoked.

Terms used across Roomline