Occupant Tracking for Short-Term Stays
When a company or government department holds the lease but the people staying rotate every few days, you still need to know who is in the unit. Add occupants to a lease with their check-in and check-out dates — no new lease, no new tenant record each time.
Key Benefits
See how this feature helps Canadian landlords save time and stay compliant
A Light Record, Not a New Tenant
Keep the lease as it is. The organization stays the tenant and keeps getting the invoices. Each person staying is added as an occupant with their own name, phone, email, and dates — no portal login and no full tenant profile to fill out.
Check-In and Check-Out Dates
Record when each occupant arrives and leaves. Tenant Buddy shows their status at a glance — upcoming, currently staying, or departed — so you always know who is in the suite today. Leave the check-out open for an open-ended stay.
No Double-Booked Dates
Tenant Buddy blocks overlapping stays on the same unit so the record stays accurate. A same-day turnover, where one guest checks out as the next checks in, is allowed. Occupant dates always stay inside the lease term.
Arrivals and Departures on the Calendar
Switch on the Occupant Dates layer and every check-in and check-out lands on your calendar, labelled with the name, property, and unit. The turnover days that need a cleaning before the next arrival are easy to see.
IDs and Notes Kept Per Stay
Attach a scanned ID, a government authorization letter, or a note to any occupant. Documents are stored privately against the record, never shared with the tenant or shown on a listing, and every change is logged to the lease history.
Occupancy Lookup Report
Run the Occupancy Lookup report for a property, unit, and date range to see exactly who was staying when — for a billing question, a damage claim, or an incident that surfaces weeks later. Export it to PDF or CSV.
When the Lease and the Occupant Aren't the Same
Use occupants wherever the name on the lease isn't reliably the person in the unit.
Government & corporate housing
A department or company signs one lease and rotates employees through the suite on postings that last a few days to a few weeks.
Furnished & short-term rentals
Furnished suites where stays turn over often and the guest staying isn't the account holder on the lease.
Insurance & temporary housing
Displacement or relocation stays booked under one account, with different people in the unit from one stay to the next.
Any lease with rotating occupants
Anywhere you need to know who is physically on-site for access, safety, or follow-up, even though the lease stays with one party.
How Occupant Tracking Works
Get started in minutes with our simple, intuitive process
Open the Lease and Go to Occupants
On any lease, the Occupants tab sits alongside Details, Invoices, and Notes. It lists everyone who has stayed, each with a status showing whether they are upcoming, currently staying, or departed.
Add an Occupant
Enter a name, then optionally a phone and email, and the check-in and check-out dates. Leave the check-out blank for an open-ended stay, and add a license plate if you track parking.
Attach Documents and Notes
Upload an ID or an authorization letter and add a note. These are stored privately against the occupant, and the change is written to the lease history so you keep a dated trail.
Track It on the Calendar and in Reports
Arrivals and departures appear on your calendar. When a question comes up later, the Occupancy Lookup report tells you who was in a unit over any date range.
Frequently Asked Questions
Find answers to common questions about property management software for Canadian landlords
Occupant Tracking Questions
A tenant is the party responsible for the lease — the person or organization that signs and gets billed. An occupant is someone staying in the unit under that lease. Occupants don't sign, don't receive invoices, and don't have a portal login. They are a light record for tracking who is on-site and when.
No, and that is the point. The lease stays with the organization or leaseholder. You add and remove occupants under it as people come and go, so your lease list doesn't fill up with a separate agreement for every stay.
No. Tenant Buddy blocks overlapping stays on the same lease so the record stays accurate. A same-day turnover is allowed — one occupant can check out on the day the next one checks in. Occupant dates also have to fall inside the lease term.
Leave the check-out date blank. The occupant shows as currently staying, marked open-ended, until you set an end date.
Yes. The Occupancy Lookup report takes a property or unit and a date range and lists every occupant who was there during that window, with their check-in and check-out dates. It is built for damage, billing, and incident questions that come up after the fact, and exports to PDF or CSV.
Privately, against the occupant record. Scanned IDs and authorization letters aren't public, aren't shared with the tenant, and never appear on a listing.
Every occupant you add, change, or remove is written to the lease's history, so you keep a dated record of who was tracked and when without any extra work.
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