Statuses and colors
What each status means and what changes it, plus a glossary.
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 late, and gray means empty or inactive. On the Floor plan, the badge dot also changes shape, and an Available bedroom is hatched.
Rooms
| Status | Meaning |
|---|---|
| Occupied | A bedroom on an Active agreement whose dates include today, or on a fixed term that ended with no answer yet. |
| Rented with property | A bedroom covered by a current whole-property agreement. The Floor plan shows With property. |
| Moving in | A signed agreement covers the bedroom but hasn’t started. |
| Draft agreement | An agreement for the bedroom is still a Draft. |
| Available | A bedroom with no current, draft, or upcoming agreement, and no term waiting for an answer. |
| Shared space | Any room type other than Bedroom. It’s never rented. |
Occupancy counts bedrooms that are Occupied or Rented with property. 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 |
|---|---|
| Current | Running, with more than 60 days left. |
| Ends in 45 days | Running, with 60 days or fewer left. Ends today on the last day. |
| Month to month | Running, with no end date. |
| Upcoming | Signed, but it hasn’t started yet. |
| Moving out Oct 15 | A move-out day is set. It runs until that day, then reads Moved out and the date. |
| Term ended · still there? | A fixed term past its end date with no next term and no move-out date set. The tenant counts as still living there until you answer Still living there? on the Overview: Renew, Month to month, or Move out…. |
| Renewed · from Jan 1 | The next term is recorded, with the same rooms and people. This one stays as history. |
| Changed · from Jan 1 | The next term has different rooms or people. This one’s page says Continues as and the next agreement. |
| Draft | Saved, but nobody counts as renting. Cancel agreement removes it. A renewal saved as a draft offers Finish renewal. |
| Moved out Sep 30 | Closed and kept in history. Move out… closes it on the day they moved out. It reads Ended and the date when the same people carry on under a later agreement you recorded separately, or when a fixed term is past its end with nothing left to answer. |
| Didn’t start | Ended on or before its first day. It shows only its start date. |
Roomline reads these from the dates and from what you record next. On Tenants, the Agreement column gives the end date, Moving out and the date, or Renewed to and the new end. A term that ran out with no answer reads Term ended and the date, and the row keeps its room and monthly share.
Tenants
| Status | Meaning |
|---|---|
| Current | On a current agreement at this property. |
| No agreement | No agreement here yet. The card reads Approved for and the room when they were chosen from an application, or No room yet. On a house set up earlier, a plain line can link them, such as Linked to Room 03; that room stays Available. |
| Draft agreement | Only a draft agreement so far. The card names the room and the start, such as Room 05 · from Nov 1. |
| Moving in | On a signed agreement that starts later. The card says where and when. |
| Moving out | A move-out day is set, or the next term is recorded without them. The card says until when. |
| Term ended · still there? | A fixed term passed its end date with no next term and no answer. They count as still living there, and the card stays beside the room, shortened to Term ended? |
| Moved out | Every agreement of theirs is over. They stay on the Board until you archive them. |
| Draft tenant | A placeholder such as New tenant, made on the Board before Add tenant moved to Tenants, 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. |
You can archive a tenant once they’ve gone: none of their agreements is a draft, running, still to start, or past its end with no answer, and their deposit is settled. To bring one back, choose Restore under Tenants › Past, behind the Archived chip, or pick them under Past tenants in Move in.
Rent months
| Status | Meaning |
|---|---|
| Paid | Confirmed deposits and recorded payments cover the rent. The chip on Transactions adds the day, as in Paid Oct 2. Mark: a tick. |
| Part paid | Some arrived, but less than expected, even after the due date. The row reads $550 of $1,100. Mark: a bar. |
| To review | A bank deposit for the month waits on Transactions for Confirm or Not rent. Mark: an arrow. |
| Says they paid | The tenant said so from their page. It isn’t money received until you record it. |
| Due | Nothing yet, and the grace period hasn’t passed. The chip says when, as in Due Oct 1. Mark: a clock hand. |
| Late | The grace period passed with nothing received. The chip counts the days, as in Late 5 days. Mark: an exclamation mark. |
| Not tracked | An older agreement whose rent isn’t tracked, or a month before tracking began. Choose Track rent on its row. Mark: a plus. |
| Written off | A late month you wrote off after the agreement was over. It no longer counts as owed, never as rent received, and not as paid in full. |
| Paid after the end | Rent recorded for a month after the agreement ended. It owes nothing. |
Only confirmed deposits and payments you record count as received. The grace period is under Settings › Rent: 5 days unless you change it. An agreement that starts after the 1st owes its first month for those days, due the day it starts: Due Oct 15 · prorated.
On a shared agreement, a late chip on Tenants reads Shared · $1,100 late: one debt, not one each.
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; it’s still under Maintenance in its room’s Records. |
| Completed | A finished condition record, locked. Reopen unlocks it. Photos a tenant sent read Reviewed in the walkthrough instead, once you choose Mark reviewed. |
| Not reviewed | An area with no condition chosen. The walkthrough says No condition yet. |
| Good | 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. |
A task’s Board card is colored by priority: Emergency and High red, Medium amber, Low gray. Emergencies also sit at the top of the Maintenance list. Past its due date it shows Overdue and turns red.
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 | When an agreement’s rent is due, when it counts as late, and what Roomline looks for in bank deposits. |
| 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 and what each came to. |
| Finances | Optional ownership costs, monthly net, yearly reports and annualized return. |
| Cash invested | Your own money invested in a property, used to calculate annualized return. |
| 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. |