Give each agreement its own place
Start with a property, then a tenancy identified by its start date and room or unit. For example: Maple House / Room 02 / 2026-09-01 tenancy. Put the signed agreement and later addenda together. Keep property-wide records, such as a shared-area inventory, separate from documents that apply to one tenancy.
For two roommates sharing one agreement, keep one signed lease connected to both residents. Two copies stored under different people can drift apart when one copy receives an amendment. Separate agreements should have separate document groups, even when residents share a room.
Use a small rental document checklist
- Signed lease with the correct property, rooms, residents, and dates
- Addenda connected to the agreement they change
- Inventory identifying the rooms and shared areas it covers
- Move-in and move-out records linked to the relevant tenancy
- Receipts labeled with their date and purpose
- External document links checked for access by the intended people
Use this as an organization checklist, not a list of documents legally required for every rental. Keep only the records relevant to your tenancy and workflow.
Name files so they make sense outside the folder
Use date, property, space, document type, and status in a consistent order. An example is 2026-09-01_Maple-House_Room-02_Lease_Signed.pdf. A later document might be 2026-10-15_Maple-House_Room-02_Addendum_Signed.pdf. Avoid names such as final-v2-new.pdf that depend on someone remembering the story.
Preserve the signed original. If you make a working copy, identify it as a draft rather than overwriting the signed file. Keep the date a record describes separate from the day you uploaded it.
Connect existing files in Roomline
Open All documents to find records across your portfolio, or use a property’s Records menu for its documents. Add a file or an HTTPS cloud document link, choose a category, and connect it to the relevant lease or area. Filter by property and search when you need a specific record.
Keep cloud files restricted to the people who need them. Adding a link to Roomline does not change the file provider’s sharing permissions. Roomline organizes signed documents; electronic signing happens in your existing signing workflow.
Review the records when a tenancy changes
Before a handover, check that the signed lease, amendments, inventory, and condition records can be found from the correct property and tenancy. Open external links to confirm they still work. Keep the next resident’s records separate from the previous tenancy.
Start with one agreement and ask whether another authorized person could identify the current signed file without a message from you. Once that works, apply the same naming and grouping to the rest of your properties.