Start with the agreement, then connect the people
Use one lease record for one agreement. Give every resident their own person record so their contact details remain available when an assignment changes. Connect those people to the shared lease rather than creating a second lease with the same dates and rooms.
For example, Jamie and Sam share Room 02 under one agreement for $1,100 a month. The useful picture is one room, one lease and two residents. Their individual contact information stays separate; the signed agreement and its dates stay together.
Check the total before saving the rent split
Record the total monthly rent from the agreement first. Then record the roommates’ planned shares. With an equal split of $1,100, Jamie and Sam each have a $550 share. With a custom split, check that the amounts add back to the lease total.
Treat a rent share as an organizational record. It does not show that a payment arrived. Keep banking and payment reconciliation in the tool you use for that purpose, and keep any supporting document alongside the agreement.
Keep the signed file close to its dates
- Agreement name and the rooms it covers
- Every resident named in your record
- Start and end dates from the agreement
- Monthly rent, due day and roommate shares
- Signed lease file and any amendments
Upload the original lease document to the agreement and give later documents clear names. Review the file when entering dates and amounts; software fields are a useful index, not a replacement for the signed document.
Avoid a separate copy of the same PDF for each person. A shared reference is easier to find and avoids uncertainty about which copy is current.
Make condition records specific to the tenancy
Connect move-in and move-out records to the tenancy and identify the areas each record covers. Room 02, the bathroom and the kitchen may need separate notes and photographs. For a shared record, make it clear which roommates it relates to.
When residents change, preserve the previous photos and agreement documents. Review the actual paperwork before updating dates or membership. A change in Roomline records does not amend or terminate an agreement.
Follow the connection in Roomline
Open the property, add the residents, and create a lease that connects them to the relevant rooms. Choose equal or custom rent shares, review the total, and upload the signed document. From the board, select a resident to find their current tenancy and condition records.
Start with one real agreement and confirm that another person could find its rooms, residents and documents without asking you. That is a more useful first milestone than entering the whole portfolio at once.