Use this guide to add related people to a prospect record in PropertyBoss, including Co‑Occupants, Guarantors, Emergency Contacts, and Dependents. Maintaining accurate relationships ensures complete applications, proper screening, and compliant leasing records.


When to Use This

  • A prospect plans to live with additional occupants
  • A Guarantor is required for qualification
  • Emergency contact information is needed
  • A dependent must be documented
  • Information changes during the leasing process



Before You Start


Make sure:

  • A Prospect record exists
  • Required contact details are available
  • You understand which relationship type applies


Permissions Required: Leasing Agent or higher


 

Step‑by‑Step: Add a Related Person


1. Open the Prospect Notebook

  • Navigate to Leasing / Prospects
  • Open the correct prospect
  • Select Prospect Notebook


2. Select the Appropriate Section


In the Prospect Notebook, choose the correct area based on the relationship:

  • Co‑Occupants
  • Guarantors
  • Emergency Contacts
  • Dependents


Best Practice: Add each person under the correct section to ensure proper processing.



3. Add the Person

  • Click Add, New, or ➕ in the selected section
  • Enter required information:
    • Full Name
    • Relationship
    • Contact Information
    • Additional required fields based on type



4. Save the Entry

  • Save the record
  • The related person now appears in the Prospect Notebook.


Co‑Occupant

  • Typically a joint occupant of the unit
  • May be required to submit an application and screening
  • Ensure details match application information


Guarantor

  • Financially responsible party if the prospect does not qualify alone
  • Usually requires separate application and screening
  • Email accuracy is critical


Emergency Contact

  • Used strictly for emergency situations
  • Does not require screening or application
  • Should not be listed as an occupant unless applicable


Dependent

  • Non‑financial occupant (child or legal dependent)
  • Screening is not required
  • Ensure age and relationship are recorded correctly


What Success Looks Like

  • All related people appear in the correct Notebook sections
  • Contact details are complete and accurate
  • Relationships are clearly identified
  • No duplicate or misclassified entries exist


 

Common Mistakes to Avoid

  • Adding a person under the wrong relationship type
  • Forgetting to save after adding
  • Listing emergency contacts as occupants
  • Creating duplicate entries for the same person



Tips for Efficiency

  • Add related people as soon as information is provided
  • Verify emails for guarantors and co‑occupants
  • Review Notebook entries before sending applications
  • Keep relationships updated as situations change



Next Recommended Actions

  • Enter a New Activity documenting the update
  • Send an Online Application
  • Screen Applicants through RIQ if required