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The Mietereinzug (Tenant move-in) workflow guides you from the acceptance of a new tenant to the key handover. It is usually created manually via Neue Aufgabe (New task) once the tenant has been selected, or opened from the Property advertisement workflow. Mandatory details are property, unit and the person moving in.

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Process at a glance

  1. Attach application documents
  2. Send lease, 1st mailing
  3. Check returned lease
  4. 2nd mailing of lease documents
  5. Remove vacancy in BeWi
  6. Scan registration form
  7. Enter data in ImmoTop
  8. Order name plates
  9. Sign pet agreement / addenda
  10. Check deposit & first rent
  11. Coordinate handover appointment
  12. Create handover protocol
  13. Follow up defect reports
  14. Close ticket

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The steps in detail

1

Attach application documents

Upload the application form, debt enforcement extract and other documents to the Dokumente (Documents) tab of the task. The AI extracts personal and lease data and completes the lease on the unit.
2

Send lease, 1st mailing

Via Vorlagen (Templates) mory generates the lease matching the unit type and the cover letter for the 1st mailing as .docx. Missing placeholders (for example start of lease, deposit) are requested by mory. Review the documents before sending and set the deadline for the return.
3

Check returned lease

Check the signed lease for completeness, countersign, scan it and file it in ELO. Attach the copy to the task.
4

2nd mailing of lease documents

Cover letter for the 2nd mailing from the templates, plus countersigned lease, key handover information, municipal registration form, house rules and addenda.
5

Remove vacancy in BeWi

Remove the vacancy from the BeWi dashboard (internal Excel). This step takes place outside mory.
6

Scan registration form

Attach the proof of municipal registration to the task.
7

Enter data in ImmoTop

Enter personal and bank data in ImmoTop. mory does not write to ImmoTop; the daily import brings the data back to mory later.
8

Order name plates

mory drafts the order email for letterbox and doorbell plates to the supplier. Review and send.
9

Sign pet agreement / addenda

For pets, generate the pet agreement from the templates. Optional step; skip if not needed.
10

Check deposit & first rent

Before the key handover, check that deposit and first rent have been received.
11

Coordinate handover appointment

The agent drafts an appointment confirmation to the tenant. The appointment appears in your calendar if connected.
12

Create handover protocol

The protocol is prefilled from the unit data. The easiest way is the handover protocol app; the PDF comes back into the task and a copy goes to the tenant.
13

Follow up defect reports

For every defect in the protocol, open a separate damage ticket and link it to the move-in.
14

Close ticket

Once all required steps are ticked off, close the task. It moves to the Archiv (archive).

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Tips & pitfalls

Maintain unit and lease completely before generating templates. Otherwise every missing value is requested as a placeholder.
  • Steps in ELO, BeWi and ImmoTop are reminders for your work in third-party systems, not integrations.
  • For a move-out followed by re-letting, use the combined Tenant change.