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Tenant Management

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Captured 2026-10-12T13:26:02.883Z · Current capture · Publication date Unknown

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The Tenant Overview and Configuration pages control a tenant's settings within the platform and can be customized to match your building's operational needs. The Configuration Page is where you set up tenant-specific details for modules like Work Orders, Visitor Management, Reservations, and COIs, while the Overview Page lets you view those details, along with lease information, account charges, and internal notes, without entering edit mode.
In this article:

Tenant Configuration Page vs. Tenant Overview Page

Tenant Overview Page

Tenant AI Summary

Tenant Configuration Page

Key Info

Building Location

Additional Contact Information

Visitor Management Settings

Reservation Settings

Work Order Settings

COI Settings

Editing or Archiving a Tenant

Tenant Configuration Page vs. Tenant Overview Page

Tenant Configuration Page: Configure tenant settings for work orders, visitor management, reservations, and store contact and location information.

Tenant Overview Page: View people associated with the tenant, view key tenant details (building location, key info, and contact information) without entering edit mode, store lease information, see tenant account charges and credits, and log internal notes.

Note: Building Engineers can view the Tenant Overview and Configuration pages but cannot make edits. Only Building Admins and Building Managers have edit access.
Tenant Overview Page
You can do and see the following on the Tenant Overview Page:
Header: View key tenant details at a glance

The header shows the Tenant Name, Suites, Phone #, and Lease End Date

Lease End Date reflects the tenant's active leases:

If the tenant has one or more active leases with both a start and end date, the latest end date displays

If an active lease is month-to-month (no fixed end date), Lease End displays as "--"

If there are no active leases but the tenant has inactive leases, the most recent end date from an inactive lease displays

If the tenant has no leases at all, the Lease End field is hidden

Overview tab: View Info Cards for Building Location, Key Details, and Contact Information without entering edit mode

Click Edit Internal Notes to open the full-page edit form

Internal notes will then display below the info cards:

All People tab: View all users associated with the tenant by clicking on the People tab to see all Tenant Members

Leases tab: Add leases

From the Overview Page, click into the Leases tab (the tab now shows a count of the tenant's leases)

You can edit leases directly with the pencil icon, or add a new one. Click Add Lease and add the start date, end date, lease code, and floors and suites

Account Charges tab: View tenant's account charges and credits by selecting Account Charges.
Select the magnifying glass to see more details on each charge. You can navigate back to previous months.
Tenant AI Summary
Get the full picture of any tenant at a glance. A short AI summary now appears at the top of each tenant's page. In two or three sentences, it explains what that tenant's visitor management and work order settings mean in practice, such as tax exemptions, markup rates, watch-list screening, and visitor floor access.
The summary is created automatically when you open the page and updates whenever the tenant's settings change, so it always stays current. It only mentions features that are turned on for your site.
Tenant Configuration Page
When you select Tenant Details and settings, you will be brought to the Edit Tenant page.
Key Info
This section stores the basic Tenant information.

Name: company name

Email Domains: add email domains for self-registration. Do not use @ in this field.

DBA Name: an alternate or public-facing name for the company

Select User Tags: apply user tags created on the Tags page of the Directory module. Tags selected here are automatically assigned to everyone in this tenant, which lets you segment users and control which highlights and events the tenant group can see.

Logo: Store the company logo

Building Location
This section stores and configures the tenant's location within your building.

Subleasing From: If the tenant is subleasing from another tenant, choose the other tenant from the dropdown menu

Location Label: This field manages the label in the Tenant Directory, Visitor Invitation Email, and Visitor Badges.
If your building uses a Tenant Directory, this field determines whether the tenant appears in the directory and what is displayed for their location. If left blank, the tenant will not be shown in the directory.

Buildings, Floors, and Suites: Once you have set up your building within the Buildings, Floors, and Suites page of the Property Setup module, you can select the appropriate location from the dropdown menus. These are the floors the tenant occupies.

Visitor Floors: A searchable multi-select that controls which floors are available when registering a visitor for this tenant. Unlike the floors selected above, this field lists every floor at the site, not only the floors assigned to this tenant, so shared spaces such as a lobby, conference center, or amenity level can be made available for visitor registration. If left empty, visitor registration defaults to the floors assigned to the tenant above.

Additional Contact Information
This section stores the tenant's contact information.
Visitor Management Settings
This section configures the tenant's Visitor Management settings. These settings will be applied to all users within this tenant.

Restrict the Tenant Hosts' view of Visitors?: If checked, Tenant Hosts will only be able to see visitors that they are hosting or have registered. They will not be able to see all of their Tenant's visitors.

Does Tenant have access to Visitor Watch List? If checked, Tenant Admins and Tenant Security Managers will have access to the Visitor Watch List. They will only be able to create and see watch list members for their tenant.

Notification Recipients: Watch List Matches: When a newly registered visitor matches someone on this tenant’s watch list, these emails will receive a notification. Separate each with a comma.

Notification Recipients: Watch List Changes: When a watch list member is added for this tenant, these emails will receive a notification. Separate each with a comma.

Show Employee Directory?: Whether or not to show the company's employee directory on the visitor check-in tablet.

Send Visitor Notifications?: Whether or not to send notifications to this company's employees if their visitor has arrived

Visitor Email Instructions: When this tenant has registered a visitor with their email, they will receive the following instructions

Notify Check-in emails: When a guest checks into this tenant, these emails will receive a notification. Separate each with a comma

Tenant Visitor Check-In Contact Info: This number will appear on the visitor form for the security desk to call when a visitor arrives

Reservation Settings
This section configures the tenant's Amenity Reservation settings. These settings will be applied to all user's within this tenant.

Room Credits Beginning Balance: If your building uses credits, set this tenant's beginning balance here.

Reservation Mode: Specify whether only Tenant Admins or everyone in this tenant can make reservations that cost money or credits.

Limited: Only Tenant Admins can make amenity reservations.

Everyone: Everyone in the organization can make amenity reservations.

Work Order Settings
This section configures the tenant's Work Order settings. These settings will be applied to all user's within this tenant.

Contracted Material Markup %: If the tenant has a contracted materials markup, add it here. This will be calculated into Work Order materials for this tenant.

Contracted Labor Markup %: If the tenant has a contracted labor markup, add it here. This will be calculated into Work Order materials for this tenant.

Billing Lease Code: If added, this Billing Lease Code will be printed on all Tenant Work Order Statements.

Tenant ID(Non Billing)

Tax Exempt: When checked, tenants will not be taxed on any billable work orders. Please note this will only affect future services added to Work Orders, but not taxable services already added to Work Orders.

Internal Notes: These notes will be shown to ONLY internal staff when creating a Work Order for this tenant.

COI Settings
This section configures the tenant’s Certificate of Insurance settings.

Coverage Requirements: Use the Manage COI coverage requirements here link to set the COI coverage requirements that apply to this tenant.

COI Owners (Optional): Select the property team members responsible for managing COIs for this tenant. Selected owners will receive COI expiration notifications.

Editing or Archiving a Tenant

Edit a Tenant: Click the Edit icon beside the tenant’s name to update their information.

Archive a Tenant: Click the Trash icon to archive a tenant from your directory.

⚠️ Archiving a tenant also removes all users associated with it.

To unarchive a tenant, please reach out to tech support at techsupport@cove.is

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