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Habitia Help

Uploading move-in / move-out documentation (tenant view)

The tenant portal has two structured checklists: one when they move in, and one when they move out. Both produce a documented record (photos, signed acknowledgements, condition notes) that protects both sides if there’s a dispute about the security deposit later.

Move-in inspection

When a tenant signs a new lease, Habitia creates a Move-in inspection task in their portal. They have a window of typically 7 days from move-in to complete it.

What the tenant does

  1. From the portal dashboard, they click the Move-in inspection action card.
  2. The inspection page lists every room in the unit (kitchen, master bathroom, etc.).
  3. For each room, they:
    • Mark its overall condition (Good / Fair / Damaged).
    • Add notes describing anything pre-existing (“Scratch on cabinet door, baseboard scuff”).
    • Take photos as evidence.
  4. After every room, they sign electronically to acknowledge their report.
  5. Submit.

Screenshot: tenant move-in inspection page with rooms and photo capture

What you see

On your side, the inspection lands in the unit’s documents. You can:

  • Read each room’s condition and notes.
  • View the photos.
  • Compare against your own walkthrough (if you did one).
  • Approve or comment.

The signed acknowledgement timestamps when the tenant submitted, and the photo metadata pins when each picture was taken. Both protect you legally if a deposit dispute comes up.

Tip: Encourage the tenant to be picky during move-in. Anything not documented now is harder to argue about later. “If you see a scratch, photograph it. It only helps you when you move out.”

Move-out inspection

When a lease is ending (by expiration, termination, or move-out request), Habitia creates a Move-out inspection task. Same structure as move-in:

  1. The tenant walks the unit room by room.
  2. They mark the condition of each room as they’re leaving it.
  3. They photograph anything they want documented (typically: rooms cleaned, fixtures intact, anything that looks the same as on move-in day).
  4. They sign and submit.

The move-in and move-out inspections sit side-by-side on the unit’s documents tab — your reference for security-deposit decisions.

Additional move-in documents

The lease may include other documents the tenant needs to upload at move-in. Common ones:

  • Photo ID — a copy of their driver’s license or passport.
  • Renter’s insurance certificate — if you require it.
  • Pet documents — vaccination records, proof of spay/neuter.

These appear in their portal as action items on the dashboard. Each one tells them what’s needed, takes their upload, and notifies you.

Why this matters for the security deposit

The security deposit conversation at move-out gets ugly when there’s no record of move-in condition. With Habitia’s inspections:

  • The tenant has photos showing the unit’s condition on day one.
  • You have photos showing condition on the last day.
  • Both sides agreed (electronically) to the move-in record at the time.

Disputes still happen, but they’re shorter — and more often resolved without legal escalation.

What’s next