{"id":810,"date":"2025-10-07T10:43:00","date_gmt":"2025-10-07T08:43:00","guid":{"rendered":"https:\/\/tenanto.pl\/tenant-portal-what-tenants-should-see\/"},"modified":"2026-09-30T19:09:13","modified_gmt":"2026-09-30T17:09:13","slug":"tenant-portal-what-tenants-should-see","status":"publish","type":"post","link":"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/","title":{"rendered":"Tenant portal: what tenants should see in a rental management system"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">A tenant portal should show four things: rent and payment due dates, the tenant&#8217;s documents, repair requests and notices from the landlord. That&#8217;s it. These are exactly the things tenants ask about every month, over and over. Do you have a few flats and find yourself answering the same texts and emails about the amount, the due date or the boiler inspection again this autumn? Giving tenants their own access to the system can take some of that work off your plate. Below I explain what to show, what&#8217;s better kept private and how to introduce the portal to people who already live in your properties.<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_89 ez-toc-wrap-center counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Spis tre\u015bci<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#What_should_a_tenant_see_in_the_tenant_portal\" >What should a tenant see in the tenant portal?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#What_not_to_share_in_the_tenant_portal\" >What not to share in the tenant portal<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#Tenant_access_to_documents_how_to_organise_them_before_sharing\" >Tenant access to documents: how to organise them before sharing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#Online_communication_with_tenants_instead_of_texts_what_changes\" >Online communication with tenants instead of texts: what changes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#How_to_roll_out_the_tenant_portal_to_current_tenants_step_by_step\" >How to roll out the tenant portal to current tenants step by step<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#Does_a_tenant_app_make_sense_with_just_a_few_flats\" >Does a tenant app make sense with just a few flats?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/#Frequently_asked_questions\" >Frequently asked questions<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_should_a_tenant_see_in_the_tenant_portal\"><\/span>What should a tenant see in the tenant portal?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Only what they would ask you about anyway: the rent amount and due date, their documents, the status of their requests and notices. Every extra tab is one more place where important information gets lost. And one more reason for questions to you.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Rent and due dates<\/strong> - the amount, the payment day and an email reminder sent before the due date, also visible in the portal. I explain how to set this up in the post on how <a href=\"https:\/\/tenanto.pl\/en\/rent-payment-deadline-reminders-tenants\/\">rent payment reminders work<\/a>.<\/li>\n<li><strong>Documents<\/strong> - the lease, annexes, handover reports and invoices in one place, meaning <a href=\"https:\/\/tenanto.pl\/en\/documents-digital-tenant-file\/\">documents in a virtual folder<\/a>, not attachments scattered across an inbox.<\/li>\n<li><strong>Repair requests<\/strong> - a form plus the request status. The tenant can see the issue is being handled and doesn&#8217;t call a third time asking &#8220;so what about the tap?&#8221;.<\/li>\n<li><strong>Notices from the manager<\/strong> - announcements about inspections, water shut-offs or rule changes, with the full history in one view.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">One requirement is non-negotiable: easy access from a phone. A portal that has to be opened on a computer will lose to a text message. Fast.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_not_to_share_in_the_tenant_portal\"><\/span>What not to share in the tenant portal<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Anything that concerns other people or your internal decisions. These stay out of the tenant&#8217;s reach:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>data and documents of other tenants,<\/li>\n<li>the landlord&#8217;s notes about the tenant,<\/li>\n<li>correspondence with contractors and repair costs,<\/li>\n<li>building documents unrelated to the specific unit,<\/li>\n<li>co-owners&#8217; data.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">From a GDPR point of view, it&#8217;s fairly simple: the tenant sees only their own data and documents. The easiest way to keep it that way is role-based visibility. You set up a category and decide who can see it, instead of watching over every file separately (with a dozen or so files per unit, doing it by hand is asking for a slip-up). Not sure what scope of personal data you can share? Ask a lawyer, not a forum.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Tenant_access_to_documents_how_to_organise_them_before_sharing\"><\/span>Tenant access to documents: how to organise them before sharing<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">First order, then access. The tenant will see exactly what you upload, so a mess in the landlord&#8217;s folder turns into a mess in the tenant portal.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A few fixed groups are enough: leases, annexes, handover reports and invoices. Add consistent file names, for example the unit address, document type and date. Nobody should have to open five files called &#8220;scan&#8221; to find the right one. Before you invite the first tenant, go through each category and check who can see it. Boring? A bit. But it&#8217;s ten minutes that save you an awkward phone call.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On your side, getting organised starts with account, unit and role settings. If you&#8217;re just starting out, have a look at how <a href=\"https:\/\/tenanto.pl\/en\/property-owner-dashboard-setup-from-scratch\/\">setting up the landlord dashboard<\/a> works.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Online_communication_with_tenants_instead_of_texts_what_changes\"><\/span>Online communication with tenants instead of texts: what changes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">No more sending the same message to each tenant separately. Check whether a notice in the portal leaves a record of who got what. One announcement about the chimney inspection reaches every unit in the building, and you don&#8217;t have to remember who you&#8217;ve already written to and who you haven&#8217;t.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">One caveat, though: notices are not a chat. Define their role from day one. Announcements and reminders - yes. Urgent emergencies, like a flood or a power cut - still a phone call. In my view it&#8217;s best to say this plainly in your first message to tenants, so nobody reports a burst pipe through a form on a Friday evening.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The history of messages and requests also comes in handy in disputes and when settling the deposit. You can see when a fault was reported and what information the tenant received. In black and white. In Tenanto, the tenant has notices, documents and <a href=\"https:\/\/tenanto.pl\/en\/features\/\">requests in one portal<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_to_roll_out_the_tenant_portal_to_current_tenants_step_by_step\"><\/span>How to roll out the tenant portal to current tenants step by step<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">With people who already live in your properties, the whole rollout comes down to three things: data prepared in advance, one clear message and consistently pointing questions to the portal. Especially that last one.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Fill in units, leases and payment due dates.<\/li>\n<li>Upload documents and check the visibility of each category.<\/li>\n<li>Send an invitation with a short note on what the tenant will find in the portal.<\/li>\n<li>Post the first notice, for example about the heating season.<\/li>\n<li>Answer questions sent by text by pointing to the portal.<\/li>\n<li>After the first due date, check whether the reminders arrived.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">For older tenants and people without a smartphone, keep the contact channel you already use. Forcing it won&#8217;t work. And when to start? Ideally before the autumn wave of questions or when a lease is being renewed, because you&#8217;re talking about documents then anyway.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Does_a_tenant_app_make_sense_with_just_a_few_flats\"><\/span>Does a tenant app make sense with just a few flats?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Yes, if the same questions come back every month. The portal answers them for you, around the clock. You don&#8217;t need a whole building to stop repeating yourself.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When deciding, look at three things: how often you get questions about the amount, due date or documents, how much paperwork there is per unit and how often tenants change. With high turnover, that&#8217;s actually the biggest benefit. A new tenant has all the information from day one, and you don&#8217;t build the folder from scratch.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Start with what tenants ask about every month: rent and payment due dates.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Frequently_asked_questions\"><\/span>Frequently asked questions<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1790771755719-0\"><strong class=\"schema-faq-question\">Does the tenant have to install an app to use the portal?<\/strong> <p class=\"schema-faq-answer\">Usually not. Many systems give access from a phone through the browser, with no installation. But it depends on the specific solution, so check before sending invitations.<\/p> <\/div><div class=\"schema-faq-section\" id=\"faq-question-1790771755719-1\"><strong class=\"schema-faq-question\">Will the tenant see documents added before they were invited?<\/strong> <p class=\"schema-faq-answer\">What matters is category visibility, not the date a file was added. Before you send the invitation, review which categories are available to the tenant role and remove anything the tenant shouldn&#8217;t see.<\/p> <\/div><div class=\"schema-faq-section\" id=\"faq-question-1790771755719-2\"><strong class=\"schema-faq-question\">What if a tenant doesn&#8217;t want to use the portal?<\/strong> <p class=\"schema-faq-answer\">Don&#8217;t force it. Keep the contact channel they already use. Still keep documents and notices in the system so the history is complete. It will help when settling the deposit or when the next tenant wants to use the portal.<\/p> <\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>A tenant portal should show rent, due dates, documents, repairs and notices. See what to keep hidden and how to roll it out to current tenants.<\/p>\n","protected":false},"author":3,"featured_media":791,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[109,112],"tags":[147,137,207,129,132,297],"class_list":["post-810","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-rental-management","category-technology","tag-apartment-rentals","tag-guide","tag-rental-management","tag-tenancy","tag-tenant","tag-tenant-portal"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Tenant Portal: What to Show Tenants in a Rental System<\/title>\n<meta name=\"description\" content=\"A tenant portal should show rent, due dates, documents, repairs and notices. See what to keep hidden and how to roll it out to current tenants.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Tenant Portal: What to Show Tenants in a Rental System\" \/>\n<meta property=\"og:description\" content=\"A tenant portal should show rent, due dates, documents, repairs and notices. See what to keep hidden and how to roll it out to current tenants.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/tenanto.pl\/en\/tenant-portal-what-tenants-should-see\/\" \/>\n<meta property=\"og:site_name\" content=\"Tenanto\" \/>\n<meta property=\"article:published_time\" content=\"2025-10-07T08:43:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-09-30T17:09:13+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/tenanto.pl\/wp-content\/uploads\/2026\/09\/panel-najemcy-system-najmu-309.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"800\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Krzysztof Balicki\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Krzysztof Balicki\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/\"},\"author\":{\"name\":\"Krzysztof Balicki\",\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/#\\\/schema\\\/person\\\/5c6b4541151797d233bbf6fc4ea0eef5\"},\"headline\":\"Tenant portal: what tenants should see in a rental management system\",\"datePublished\":\"2025-10-07T08:43:00+00:00\",\"dateModified\":\"2026-09-30T17:09:13+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/\"},\"wordCount\":1161,\"publisher\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/tenanto.pl\\\/wp-content\\\/uploads\\\/2026\\\/09\\\/panel-najemcy-system-najmu-309.jpg\",\"keywords\":[\"apartment rentals\",\"guide\",\"rental management\",\"tenancy\",\"tenant\",\"tenant portal\"],\"articleSection\":[\"Rental Management\",\"Technology\"],\"inLanguage\":\"en-US\"},{\"@type\":[\"WebPage\",\"FAQPage\"],\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/\",\"url\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/\",\"name\":\"Tenant Portal: What to Show Tenants in a Rental System\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/tenanto.pl\\\/en\\\/tenant-portal-what-tenants-should-see\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/tenanto.pl\\\/wp-content\\\/uploads\\\/2026\\\/09\\\/panel-najemcy-system-najmu-309.jpg\",\"datePublished\":\"2025-10-07T08:43:00+00:00\",\"dateModified\":\"2026-09-30T17:09:13+00:00\",\"description\":\"A tenant portal should show rent, due dates, documents, repairs and notices. 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