Many potential renters don't know what they want or how much commitment they are willing to make at the beginning of a call or visit. Some intend to rent right away. Some are just shopping around for availability and pricing. Others are looking to commit to renting in the future but aren't ready to make a decision today. Storable Edge Facility Management Software lets you start collecting potential renter information right away, without forcing you to classify them as a lead, a reservation, or a move-in. Then, as your conversation with the potential renter continues, you can move through the process and decide to either stop and save the information as a lead, reserve a particular unit for them, or move them in — all in one place.
Quick Start
1. Start a new tenant record and enter basic contact details.
2. Add rental information for the unit and desired move-in date.
3. Decide whether to save as a lead, reserve the unit, or move the tenant in.
4. Complete review, documents, and payment to finalize the move-in.
Prerequisites
• Access to Edge Facility Management Software for your location
• Permission to create and edit tenant records, leads, reservations, and move-ins
• Permission to Edit rental rate at reservation/move-in time (if you need to change rates or use custom rates)
• Corporate settings configured for any optional features you plan to use (for example: Required Fields, Rental Review, Tiered Pricing, Future Move-Ins, e-sign, gate integration, reservation fee, insurance and services)
Capture Tenant Details During A Conversation
Navigate to the Nav Bar and click +Tenant. The tenant dropdown will appear.
Begin typing the tenant’s first and last name in the Tenant Name field.
As you start typing, Edge will look for existing names that match what you're typing. If the tenant is already in the system, their name will appear in a dropdown. To avoid creating a duplicate account for an existing tenant, click the tenant’s name.
If the tenant does not exist in the system, click the Create New Tenant link in the dropdown.
Review any existing Leads, Reservations, or in-progress Move-Ins revealed when you click +Tenant, then select a tenant name to add more information, convert the record (for example, lead to reservation), or close the record as needed.
Save A Tenant As A Lead
In the +Tenant workflow, use the information-gathering screen to enter tenant details. Only the tenant's first name is required, but it is recommended that you complete as many fields as possible.
Tenant Information
📖 You can learn more about required fields on our help site.
If Rental Review is enabled for your facility, enter the tenant's first and last name and at least one of the following: Email, Street Address, or Phone Number so Edge can check against tenants marked for Rental Review across your account.
Rental Information (optional for leads)
Click Rental Information to see your list of available unit sizes. Use the search box to find a specific unit number, or apply filters to narrow units by type, size, or amenities.
Enter a unit number in the search box or click a group of units to assign a unit to the tenant. If your user permissions allow, adjust the rate or add a discount or promotion as needed.
Once a unit number has been selected, a Desired Move-In Date must be assigned. The desired move-in date can differ from the actual move-in date and will be updated when the move-in is processed.
Select the unit rate using the rate selection dropdown. If there is a managed rate for the unit, it will appear as the default selection; otherwise, the standard rate will be used. You can also select Custom Rate and enter your own rate.
If you are making a reservation (not saving a lead), the rate you select now will be saved and used as the default when the tenant moves in. You can change the saved rate at move-in using the same rate selection dropdown.
The ability to add a custom rate is controlled by a user permission in your Corporate settings. To allow a role to enter custom rates, go to Roles in your Corporate settings and check Edit rental rate at reservation/move-in time for that role. You can also set restrictions on how much a user can change the current rate.
If Tiered Pricing is enabled at your facility, all available tiers will be shown for selection.
Marketing Information (optional)
Click Marketing Information, then use the dropdown menus to select a Kind and a Source that describe how the tenant found your business. For example, selecting Internet means they found your marketing website online, while Billboard indicates they saw your billboard in town.
Follow-Up Information (optional)
The Follow-Up Information section allows you to enter notes about the tenant, schedule follow-up activities, or close the lead.
You have two options for following up with a tenant: (1) Contact or (2) Make an appointment.
Select Contact to set a reminder to call or email the tenant on a specific date and time. On that date, your task list will include the follow-up task.
If you choose an email reminder, you must send it from your facility's email account — Edge will not send it on your behalf.
Select Make Appointment to schedule a visit for the tenant. Choose a date and time, and the task will appear on your task list on the selected date.
If you do not schedule a follow-up activity, Edge automatically schedules a reminder for the next day.
Click Close Lead to cancel and remove the lead from the Leads tab if appropriate. Closing the lead does not remove the person or their information from your Edge account; it simply stops scheduling tasks related to that person renting a unit.
Save Lead
Click Save Lead in the lower-right corner of the screen to save the information you've gathered as a lead. Any unit assigned in the Rental Information section will remain vacant and available to rent to someone else.
Saving the lead lets you track their interest, follow up with them, and eventually convert them into a tenant if they choose to rent a unit from you.
Reserve A Unit For A Tenant
In the +Tenant workflow, complete the tenant details, then continue to the Rental Information section.
Assign a specific unit to the tenant and select a Desired Move-In Date. The Rental Information section is required when reserving a unit.
Reserving a unit always requires assigning a specific unit and desired move-in date.
Once a unit is assigned and a desired move-in date is selected, click Reserve in the lower-right corner of the page to reserve the selected unit for this tenant. This removes the unit from available inventory and prevents anyone else from renting it.
If you have a reservation fee set up, click Reserve and Pay to move to the payment screen. Process or waive the reservation fee, then complete the reservation.
Move A Tenant Into A Unit
From the +Tenant workflow, follow the same steps used to create a reservation, ensuring that a specific unit and Desired Move-In Date are selected in the Rental Information section.
Moving in a tenant requires that the Rental Information section be completed and that the desired move-in date be today (or a past date, if your account is configured to allow backdated move-ins).
If Future Move-Ins are enabled, select a future move-in date according to your settings. See moving a tenant in with a Future Move-In Date for more details.
Once a unit is assigned and an appropriate move-in date is selected, click Move-In in the lower-right corner of the page to proceed to the move-in workflow.
Complete Tenant Details During Move-In
After clicking Move-In, you will see the tenant details screen, where you can complete the following information:
Tenant contact information (address, city, state, and postal code are required)
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Account Type (Personal or Business)
If Personal is chosen, you can select an Account Category such as Standard, Military, Student, Senior, or Other.
If Business is chosen, you can select Commercial or Other as the Account Category and enter a Business Name.
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Driver's license and access vehicle information (optional; you can require this in Corporate Required Fields settings)
Access vehicles are the vehicles tenants use to drive into the facility. Only one access vehicle may be entered per tenant, and the data is stored in the tenant profile. Use [[tenant.vehicle_description]], [[tenant.vehicle_license_plate_number]], [[tenant.vehicle_make]], and [[tenant.vehicle_vin]] to populate this data into documents.
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Stored vehicles (optional; you can require this in Corporate Tenant Settings)
Stored vehicles are parked inside the storage unit or on the facility's property. This data is associated with the unit ledger in the rentals section of the tenant profile. Use [[ledger.motor_vehicles_table]] to populate stored vehicle data into documents.
Lien holder information
Alternate contact information (optional)
Move-in date
Invoicing period, located next to the move-in date
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Gate access code (required if a gate integration is set up). If the tenant already rents another unit, their existing gate code is assigned by default.
If Storable Access Control is your gate provider, you must also select an Access Group.
Invoice receipt preferences and exemption statuses
Military information if Account Type is Personal and Category is Military
If your facility allows backdated move-ins, you can adjust the move-in date.
If the Account Type is Personal and the Category is Military, you can enter additional information about the tenant's military service. These fields are optional by default but can be required in Corporate Required Fields settings.
Click Next to move to the Review step.
Review Move-In Charges
On the Review screen, all charges accumulated so far are listed.
Click +Add Month's Rent if the tenant wants to prepay for additional months.
Click Add Merchandise if the tenant is buying a box, lock, or other item.
Click Add next to a line item to apply a one-time discount.
Fees required at move-in (such as a security deposit or admin fee) are also listed here. Click the X to the left of a fee to waive it.
If the tenant would like to enroll in autopay, check Enroll this cardholder/account holder in autopay and choose a day in the service period for payment processing.
Click Next to continue.
Manage Move-In Documents
On the Documents screen, links to documents associated with the move-in are listed.
All documents are selected by default and will be attached to the tenant's record upon move-in.
You can print documents now or after the move-in is finished.
Sign Later
Depending on your settings, you may be able to send the lease documents to the tenant for later signature. If the "Require lease signature during move-in" option is enabled in your Corporate Tenant Settings, the tenant must sign their lease at move-in and will not have the option to sign later.
E-Sign
If your document uses e-sign, a signature required note appears next to the document name and a Tenant E-Sign button guides you through the signature process.
If you do not have e-sign activated, select Pay & Finish in the lower-right corner of the screen to move to the final step.
Take Move-In Payment
The final step is the Payment screen.
The default Payment Amount is the full amount due.
If the tenant cannot pay in full, you can edit the Payment Amount to a lesser amount or click Pay Later.
If you are accepting payment, select the Payment Type, complete any required fields, and click Pay.
If the tenant wants to rent an additional unit right away, click Pay Later and complete that move-in first.
If the tenant was enrolled in autopay in the previous step, the payment methods available on this screen will exclude cash and check.
Confirm Move-In Success
After the payment step, the Success screen confirms the tenant has moved into the unit.
Print or email a receipt if a payment was made, or send an invoice if no payment was taken.
Email or print any documents associated with the move-in.
Upload scanned files or images to associate with the tenant.
To rent multiple units to the same tenant, click Add Another Unit in the lower-right corner and move the tenant into an additional unit.