The property manager navigates to Properties in the menu, searches for and selects the relevant property, then clicks Add tenancy. A stepper guides them through four steps:
All required fields must be completed and the form submitted. If the stepper is exited without submitting, the tenancy will not be saved. Once added, the tenancy appears on the Tenancy tab under the property.
At the confirmation step, the property manager can also choose Add tenancy and protect deposit to proceed directly to setting up deposit protection.
At a minimum, the following must be provided:
The deposit amount is auto-calculated based on these values, though a custom deposit amount can be set if needed.
The following fields are optional:
Tenants and interested parties can be added during creation or at a later time.
There are four statuses:
The property manager selects Tenancies from the navigation menu. This displays a list with columns including tenancy address, lead tenant, deposit protection type, start date, end date, and status. The list can be sorted by any column and filtered by one or more columns.
Tenancies for a specific property can also be viewed by navigating to that property and using the Select tenancy button.
Tenants can view their tenancies from the My home or Deposits menu items. The tenancy list shows the tenancy name, start date, end date, property manager, lead tenant, deposit protection type, and status. "Periodic" or "Renewed" labels are displayed next to the tenancy name where applicable.
Please note:
Yes, tenancies can be edited in all statuses except Closed.The property manager opens the Tenancy tab, clicks Edit on the relevant section (Details, Tenants, or Interested parties), makes the changes, and clicks Save.
Certain fields - such as tenancy name and start/end dates transferred can only be edited when the related deposit is not yet protected.
On the Tenancy tab:
The lead tenant cannot be removed until the lead role has been reassigned to another tenant using the Set as a lead option.
A periodic tenancy runs indefinitely on a rolling basis (month-by-month or week-by-week, depending on rent frequency) until the tenancy is ended or a new one is created.
A tenancy is created as periodic by leaving the End date blank when adding or editing it. If a fixed-term tenancy passes its end date without being renewed or set as periodic, the system automatically converts it to a periodic tenancy.
The end date column displays "Periodic" in the tenancies list.
On the Tenancy tab, the property manager clicks the Renew tenancy button (available only when the tenancy status is Active).Two options are presented:
A corresponding label ("Renewed" or "Periodic") is displayed next to the tenancy name after confirmation.
Yes, any number of tenancies can be added to the same property in Incomplete, Registered, or Active status. This applies to both renewed and periodic tenancies. Tenancy dates are also allowed to overlap.
An interested party is someone who has paid the deposit on behalf of the tenant. They can only be added once at least one tenant has been provided. Interested parties do not receive an invitation to join the system.
They can be added during tenancy creation (Step 3 – Interested parties) or later from the Tenancy tab by clicking Add interested party and entering their details.
When a user navigates to a property, the system displays the most recent tenancy in the following priority order:
Users can switch between tenancies using the Select tenancy button, which opens a list of all tenancies linked to that property, including closed ones.
The bulk upload feature allows property managers to add several properties, tenancies, and protections to the mydeposits system in one go. This is done by downloading a CSV template, filling in the required data, and uploading it. Once uploaded, the records are automatically added to the property manager's account. This feature works for both custodial and insured-backed deposit schemes.
A bulk upload can include:
When including deposit protection details, thescheme can be specified as Custodial or Insured-backed. Missingtenants or protections can be added afterwards if needed.
When logged into their account, property managers can find the bulk upload featureunder the "Bulk upload" tab within the Tenancies menu.
There are 10 steps to complete a bulk upload. Key steps include:
The process is the same whether uploading custodial or insured-backed deposits.
After upload
For insured-backed deposits, additional validation checks are performed — for example, the system verifies that the property manager has an active insured-backed membership and that the property is in an England or Wales region (custodial and insured-backed on Total Property is only available for E&W).
Property managers can:
Yes. Property managers can
The file can be removed by clicking the bin icon next to the file name, and the correct file can then be uploaded.
Yes, the system continues processing in the background while the property manager navigates elsewhere.
The system displays a summary including:
Yes. If Insured-backed is selected as the deposit scheme in the CSV file but the property manager does not have an active insured-backed membership, the system will return the error: "Insured-backed membership is not activated." The insured-backed membership must be activated before uploading insured-backed deposits.
Yes, both custodial and insured-backed deposits can be included in the same CSV file. Each row can specify a different scheme.
After a successful import, the outcome depends on the deposit scheme:
In both cases, a summary of successfully uploaded records is displayed at the end of the bulk upload process.