Vacant units and expired leases

Find vacant units and assign tenants to them, and act on expired or soon-expiring leases: extend them or apply the rent escalation.

Updated 16 Oct 2026

Overview

Two reports help you keep units let and leases current:

  • Occupancy Report lists every leasable unit as vacant or occupied, grouped by property and floor. Parking and common areas marked not leasable are left out.
  • Lease Expiration Report sorts leases into time windows. Expired leases fall into Expired 0–30 Days up to Expired 120+ Days. Active leases fall into Expiring in 0–30 Days up to Expiring 120+ Days. Each lease shows its current rent, escalation % and Enhanced Rent.

Before you start

  • Lease end dates and escalation terms must be recorded on each lease for the windows and enhanced rent to be correct.
  • Changes made from these reports open the tenant's lease, so you need the right to edit that lease.

Steps

Occupancy Report

  1. Open Reports & Analytics → Occupancy Report. It opens on Vacant only.
  2. Use Occupancy to switch between Vacant only, Occupied only and All units. The tiles always show the Vacant Units, Occupied Units and Total Units counts.
  3. Filter by Property, Floor, Unit or Landlord, or search.
  4. Choose Group by Property / Floor (the default) or None, and sort by Floor / Unit, Unit or Unit Type.
  5. On a vacant unit, click Assign Tenant to open the property with that unit ready to assign. On an occupied unit, click Manage Lease.
  6. Click Export CSV to download the list.

Lease Expiration Report

  1. Open Reports & Analytics → Lease Expiration Report. It opens on Expired leases.
  2. Use Lease status to switch between Expired leases, Active leases and All leases. Narrow further with Property and Window.
  3. Choose Group by Time Window (the default), Property or None. Sort by Floor / Unit / Tenant, Days, Tenant Name or Current Rent.
  4. Expand a lease to read a plain-English summary, such as when it expired, the holdover, and any escalations that have built up.
  5. Act straight from the row:
    • Extend or Extend Lease records a renewal.
    • Enhance or Enhance Rent applies the escalation.
    • Edit Lease and Edit Tenant Details open the tenant's record.
  6. Click Export CSV to download the report.
Tip:An expired lease stays in this report until you extend it or close it. The tenant continues in holdover until then.

Example

The Lease Expiration Report shows Acme Retail Pvt Ltd at Lakeview Plaza in Expired 31–60 Days. Their rent is ₹50,000 with a 5% escalation, so the Enhanced Rent column shows ₹52,500. R. Iyer clicks Extend, records a new three-year term, then clicks Enhance to apply the new rent. Next time the report loads, the lease has moved to the active windows.

FAQs

Why is a unit missing from the Occupancy Report?

Units marked not leasable, such as a cellar, parking or common area, are left out so they don't count as vacant.

What does "Enhanced Rent" mean?

It's the rent after the escalation that is due under the lease. If several escalations have been missed, the expanded row explains the options.

Does a lease over several units show once?

Yes. Each of its units shows as occupied in the Occupancy Report, and the lease appears once in the Lease Expiration Report.

Troubleshooting

A unit shows vacant but a tenant is there

The tenant's lease doesn't include that unit, or the lease has ended. Open the tenant and add the unit under Leased Units, or extend the lease.

Enhanced Rent equals Current Rent

No escalation % is recorded on the lease, or every scheduled escalation has already been applied.

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