How to Move In a Tenant in AppFolio Property Manager

Learn how to execute a tenant move-in workflow in AppFolio, including setting up lease details, calculating prorated charges, and sending a portal invitation.

July 22, 2026 By Stewarding Space

This guide covers how to execute a complete tenant move-in process in AppFolio. Completing these steps ensures the tenant's lease profile, recurring financial charges, and online portal access are properly established.

This workflow is used by leasing agents and property managers who need to onboard an approved applicant and transition a vacant unit into an occupied status.

Start the Move-In Workflow

Step #1: Select the vacant unit (e.g., Suite 3) from the properties dashboard. — Select the vacant unit (e.g., **Suite 3**) from the properties dashboard.

Step #2: Click Move In Tenant to begin the process. — Click **Move In Tenant** to begin the process.

Enter Tenant Contact Details

Enter the primary tenant's name, email, phone number, and other basic contact details in the profile form.

Step #4: Review the inputted information and click Continue at the bottom of the page. — Review the inputted information and click **Continue** at the bottom of the page.

Step #5: Click Continue. — Click **Continue**.

Configure Lease Dates and Charges

Step #6: Set the lease parameters by selecting the move-in date, lease start date, and lease end date. — Set the lease parameters by selecting the move-in date, lease start date, and lease end date.

Step #7: Specify the standard Monthly Rent amount. — Specify the standard **Monthly Rent** amount.

Step #8: To add additional monthly fees (like parking or pet rent), click Add Recurring Monthly Charge. — To add additional monthly fees (like parking or pet rent), click **Add Recurring Monthly Charge**.

Step #9: Provide a description for the charge (e.g., "Non Refundable Deposit") and assign it to the appropriate General Ledger (GL) account. — Provide a description for the charge (e.g., "Non Refundable Deposit") and assign it to the appropriate General Ledger (GL) account.

Step #10: Input any applicable one-time fees under the Move In Charges section. — Input any applicable one-time fees under the **Move In Charges** section.

Calculate Prorated Rent

Step #11: To prorate charges based on a mid-month move-in, check the Prorate this charge box beneath the rent details. — To prorate charges based on a mid-month move-in, check the **Prorate this charge** box beneath the rent details.

Step #12: Verify the automatically calculated prorated rent amount, or click on the value to manually override it. — Verify the automatically calculated prorated rent amount, or click on the value to manually override it.

Step #13: Click Continue. — Click **Continue**.

Finalize the Move-In

Step #14: If your lease document is already signed or managed externally, click Skip This Step on the Generate Lease screen. — If your lease document is already signed or managed externally, click **Skip This Step** on the Generate Lease screen.

Step #15: Check the Automatically email monthly rent reminders box if you wish to enable automated payment notices. — Check the **Automatically email monthly rent reminders** box if you wish to enable automated payment notices.

Step #16: Click Done to complete the core move-in workflow. — Click **Done** to complete the core move-in workflow.

Invite Tenant to the Online Portal

On the newly created tenant's profile dashboard, click the Send Portal Activation Invite button.

Step #18: Confirm the email and phone number in the prompt window and click Send Invitation. — Confirm the email and phone number in the prompt window and click **Send Invitation**.

Q: What if I don't have a screening report on file in AppFolio?

A: You can still proceed with the move-in. The system will display a warning noting the missing report, but you can bypass it by clicking "Continue" if the applicant was screened using an external service.

Q: Does AppFolio automatically calculate prorated rent?

A: Yes. Once you select the "Prorate this charge" checkbox, the system references the lease dates and monthly rent to suggest a prorated amount. You can review or manually adjust this amount if needed.

Q: Can I set up recurring charges besides rent during the move-in process?

A: Yes. Use the "Add Recurring Monthly Charge" button on the Lease Details screen to include items like pet rent, parking fees, or non-refundable deposits.

Term	Definition
General Ledger (GL) Account	An accounting record used to categorize financial transactions like rent income, security deposits, or fee revenue.
Prorated Charge	A partially calculated charge applied when a tenant occupies a unit for only a portion of the billing cycle (e.g., mid-month move-ins).
Tenant Portal	An online interface where tenants can securely pay rent, submit maintenance requests, and review their lease documents.

Term

Definition

General Ledger (GL) Account

An accounting record used to categorize financial transactions like rent income, security deposits, or fee revenue.

Prorated Charge

A partially calculated charge applied when a tenant occupies a unit for only a portion of the billing cycle (e.g., mid-month move-ins).

Tenant Portal

An online interface where tenants can securely pay rent, submit maintenance requests, and review their lease documents.