How do I invite tenants to the tenant portal?

To give your tenants access to the tenant portal, you invite them through the Tenant Access page. Each invited person becomes a "tenant user" linked to a specific tenant (lessee) in your building.

Who can do this: owners, admins and colleagues with access to Tenant Hub. Users with the basic User or Viewer role can see who has portal access but cannot invite tenants, change their portal permissions, resend invites or deactivate them.

Step-by-step

1. Go to Tenant Hub → Tenant Access
2. Click "Invite Tenant" at the top of the page — or "Grant Access" on a tenant's row to invite someone for that tenant directly
3. Pick the tenant (already chosen if you came from "Grant Access")
4. Choose "Use Tenant Email" to send to the email on the tenant record, or "Different Email" and type the person's address
5. Click "Send Invite"

Each invite is for one person. There is no bulk invite — to give several people access, send one invite per person.

The invite asks for nothing else. There is no name, role, or permission step — the name comes from the tenant record the person is linked to.

What the tenant can see: An invited tenant user gets their whole portal — bills, issues, documents, announcements, energy, and reports — for the tenant they are linked to. They never see another tenant's data. You do not choose sections when inviting: access to everything in their own portal is the default. If you later need to hide one section from one specific person, click the permissions button next to their name on the Tenant Access page and turn that section off. The per-line breakdown on a bill is the one exception — it stays off until you switch it on.

This is not the same as inviting a colleague. Colleagues are invited to your own account under Settings → Users, and there you do choose up front which modules they may open (Buildings, Tenants, Reports, Analytics, and so on). Tenant portal users are governed by the tenant they belong to, not by module permissions.

What happens next

• The system creates a tenant_user record with status "invited"
• An invitation email is sent via Supabase Auth with a setup link
• The tenant clicks the link, lands on the invitation page, and sets their password
• After setup, their status changes to "active" and they can log in at the tenant portal

If the person already has a platform account (e.g., they are a tenant in another building), the system sends a recovery/notification email instead of a fresh invite. They use their existing credentials.

Resending invites: If a tenant hasn't accepted yet (status = "invited"), you can click "Resend Invite" on the Tenant Access page to send a new email.

Subscription limits: Your plan determines how many tenant portal users you can have — Starter allows 30, Professional allows 200, and Enterprise allows 1,000. The current count is shown on the Tenant Access page.

Deactivating access: To revoke a tenant's portal access, click the deactivate button next to their name. Their account is soft-deactivated and they can no longer log in. You can reactivate them later if needed.

Moved-out tenants: When a tenant's move_out_date passes, their portal users enter a 30-day grace period. After 30 days, access is automatically removed.