Built for residential property teams that need faster tenant evidence collection, clearer issue reporting and review-led remote workflows.
What is Tenant Self-Service?
Tenant Self-Service allows tenants or residents to complete guided inspection forms, answer predefined questions and submit photos or videos from their own device. Property teams can then review the submitted evidence, create reports, raise actions or decide whether a physical visit is still needed.
Guided Tenant Forms
Send predefined templates or question sets for tenants to complete.
Photo and Video Prompts
Ask tenants to upload specific evidence for rooms, items, meters, issues or repairs.
Remote Evidence Capture
Collect property information without always needing a physical visit.
Property Team Review
Keep professional oversight before creating reports, actions or final records.
Connected Records
Keep submissions, comments, photos, videos and actions linked to the property.
Tenant Self-Service helps collect structured evidence remotely. Property teams remain responsible for review, approval and deciding whether an in-person inspection is needed — it does not replace professional inspections in all circumstances.
Why tenant self-service matters
Property teams often need information from tenants quickly: a maintenance issue, a move-in confirmation, a meter reading, a damp and mould update, or evidence that work has been completed. Tenant Self-Service helps collect that information in a structured way.
Reduce Unnecessary Visits
Collect evidence remotely where a physical visit is not required.
Faster Issue Triage
Review photos, videos and form answers before sending staff or contractors.
Better Tenant Communication
Give tenants a clear way to submit the information your team needs.
More Structured Evidence
Use guided templates instead of unstructured emails, calls and image messages.
Clearer Audit Trail
Keep submissions, timestamps, files and review activity connected.
More Flexible Workflows
Support maintenance reports, self check-ins, self check-outs and onboarding forms.
Create guided forms for the information you need
Use predefined templates and question forms to collect structured information from tenants instead of relying on unstructured messages.
Room-by-Room Forms
Ask tenants to complete guided checks by room or area.
Maintenance Question Sets
Collect issue type, location, severity, description and supporting evidence.
Check-In Forms
Collect move-in condition notes, meters, keys and tenant acknowledgement.
Check-Out Forms
Collect move-out condition, keys, meters and vacating information.
Damp and Mould Forms
Ask structured questions about visible mould, condensation, ventilation and leaks.
Onboarding Forms
Collect new tenancy information, confirmations or document acknowledgements.
Custom Questions
Add yes/no, multiple choice, text, upload and acknowledgement fields.
Required Prompts
Make certain questions, photos or uploads required before submission.
Collect photos and videos where prompted
Tenant submissions become more useful when evidence is attached to the right question, room, item or issue. InventoryBase can prompt tenants to upload photos or videos as part of the guided workflow.
Photo Prompts
Ask for specific photos of rooms, meters, damage, cleaning issues or repairs.
Video Uploads
Collect short videos where a wider view or movement helps explain the issue.
Evidence by Question
Attach files directly to the relevant form answer.
Required Uploads
Make evidence required for key questions or workflows.
Mobile Uploads
Allow tenants to upload directly from their phone.
Review Queue
Let property teams review submitted media before taking action.
Time and Submission Records
Keep submission dates, activity and file history connected.
Follow-Up Requests
Ask for more evidence where the first submission is incomplete.
Let tenants report maintenance issues with better context
Tenant Self-Service can help tenants report maintenance issues in a structured way, giving property teams clearer information before deciding what action is needed.
Issue Type
Ask tenants to choose repair, leak, damp, mould, appliance, heating, electrical, cleaning or other categories.
Location
Capture room, area, fixture, appliance or building location.
Description
Collect a clear explanation of the issue.
Photos and Videos
Prompt tenants to upload supporting evidence.
Severity Questions
Ask about urgency, impact, active leak, no heating, unsafe condition or access needs.
Access Notes
Collect preferred access times, availability or special instructions.
Triage Review
Let property teams review submissions before raising actions or work orders.
Contractor Handoff
Use the submission to create clearer job cards or contractor instructions.
Support self check-ins and self check-outs
For appropriate workflows, tenants can complete guided move-in and move-out forms, confirm handover details and submit evidence — reviewed and approved by your property team.
Self check-in
Self check-out
Self check-ins and self check-outs are review-based, tenant-led confirmations. They are not appropriate for every tenancy and do not automatically replace professional check-in or check-out reports — property team approval applies.
Collect new tenancy information and acknowledgements
Tenant Self-Service can also support new tenancy onboarding workflows by collecting information, confirmations and document acknowledgements before or during move-in.
Tenant Details
Collect contact information, household details or onboarding information where required.
Document Acknowledgement
Ask tenants to acknowledge documents shared through the workflow.
Rental Guides
Share move-in guides, rental guides or property-specific information.
Gas Safety / EPC / EICR
Provide or reference key documents where appropriate.
HMO Information
Share HMO licence or building-specific information where relevant.
Property Instructions
Collect acknowledgement of manuals, appliance instructions or access guidance.
Emergency Contacts
Collect or share emergency contact and reporting information.
Consent or Preference Forms
Capture communication preferences or access-related notes where used.
InventoryBase helps share documents and collect acknowledgement and keeps records connected. It does not guarantee legal service of prescribed documents unless that workflow is formally approved.
Collect damp, mould and resident issue reports remotely
Tenant Self-Service can help residents report damp, mould, condensation, leaks, ventilation issues and other concerns with structured questions, photos and videos.
Damp and Mould Forms
Ask guided questions about location, extent, recurrence and visible condition.
Photo and Video Evidence
Prompt tenants to capture affected areas, ventilation, windows or leaks.
Resident Comments
Collect details about when the issue appears and what has been noticed.
Severity Questions
Ask about active leaks, spreading mould, room use or urgent concerns.
Review and Escalation
Allow property teams to flag critical issues and decide next steps.
Follow-Up History
Keep the report, evidence, actions and communication connected.
Tenant Self-Service helps collect evidence and reports. It does not diagnose hazards, determine statutory risk or replace professional review.
Collect follow-up evidence after repairs or works
After maintenance or remedial work is completed, tenants can be asked to submit confirmation, comments, photos or videos to help property teams decide whether further review or a post-works inspection is needed.
Completion Confirmation
Ask tenants to confirm whether work appears completed.
After Photos
Collect photos showing the area after repair, cleaning or remediation.
Feedback Forms
Collect resident comments on whether the issue remains.
Follow-Up Videos
Use video where motion, sound or wider context helps explain the outcome.
Reopen Issue
Allow teams to reopen or escalate if evidence suggests the issue remains.
Post-Works Review
Use tenant evidence to decide whether a professional post-works inspection is required.
Keep property teams in control
Tenant Self-Service should not remove professional oversight. InventoryBase keeps submissions in a review workflow so property teams can check evidence, request more information, create actions, generate reports or schedule visits.
Review Queue
See incoming tenant submissions in one place.
Request More Evidence
Ask tenants for missing photos, videos or answers.
Approve or Reject Submissions
Mark whether a submission is complete, incomplete or requires follow-up.
Create Reports
Use reviewed submissions as part of a report workflow where appropriate.
Raise Actions
Create maintenance issues, job cards or follow-up tasks from submissions.
Schedule Visits
Escalate to in-person inspection where needed.
Full Activity History
Keep request, submission, review, comments and action history connected.
Exportable Records
Export reports, PDFs or evidence packs where required.
A simple mobile experience for tenants
Tenants should be able to complete forms, upload evidence and submit information from their own phone without needing training.
Mobile-Friendly Forms
Designed for completion from a phone.
Step-by-Step Guidance
Show one question or section at a time.
Photo and Video Uploads
Use the phone camera or upload saved files.
Required Fields
Help tenants understand what must be completed.
Save and Submit
Allow tenants to complete the workflow and submit securely.
Confirmation Screen
Show that the submission has been received.
Follow-Up Requests
Allow teams to request additional information if needed.
Secure Access
Use secure links or portal-based access where configured.
Standardise tenant self-service workflows
Use templates, dictionaries and reusable question sets to keep tenant submissions structured and consistent across properties, branches, clients and teams.
Self-Service Templates
Create templates for maintenance, check-in, check-out, midterm, onboarding and follow-up workflows.
Question Libraries
Reuse approved questions across forms.
Evidence Rules
Require photos or videos for specific questions.
Conditional Questions
Show follow-up questions based on tenant answers where configured.
Client-Specific Forms
Adapt workflows for landlords, branches, housing providers or portfolio clients.
Status and Review Fields
Track submitted, reviewed, incomplete, actioned or closed states.
Branded Experience
Deliver forms under your company or client brand.
Report Outputs
Use reviewed submissions to support reports, actions or records.
Tenant self-service for every residential property team
InventoryBase supports tenant-led workflows across lettings, housing, property management, compliance and portfolio operations.
Letting Agents
Collect move-in confirmations, maintenance reports and move-out information.
Property Managers
Triage tenant issues, collect evidence and coordinate follow-up faster.
Housing Providers
Support resident issue reporting, damp and mould workflows and repair follow-up.
BTR Managers
Collect resident submissions across units, amenities and managed communities.
PBSA Operators
Manage high-volume student room checks, move-ins, move-outs and maintenance reports.
Compliance Managers
Collect structured resident evidence for review-led compliance workflows.
Managed Service Providers
Deliver remote evidence collection and tenant-led workflows across clients.
Inventory Providers
Offer self-service inspection and reporting workflows as an additional service.
Tenant self-service tools built into one platform
Related tenant and inspection workflows
Maintenance Reporting
Turn tenant-submitted issues into repair, job card or contractor workflows.
Explore Maintenance ReportingCheck-Ins
Record move-in condition, keys, meters, documents and tenant acknowledgement.
Explore Check-InsCheck-Outs
Collect move-out information and support end-of-tenancy workflows.
Explore Check-OutsMidterm Inspections
Use tenant submissions to support during-tenancy property condition updates.
Explore Midterm Inspections Coming soonDamp & Mould Inspections
Collect resident evidence for damp, mould, condensation and ventilation issues.
Explore Damp & Mould InspectionsVoid Inspections
Prepare properties between tenancies and connect tenant-facing workflows.
Explore Void InspectionsBuilt for resident-facing property teams
Letting Agents
Move-in, maintenance and move-out workflows for residential lettings.
Property Managers
Tenant communication, maintenance triage and managed portfolio workflows.
Housing Providers
Resident issue reporting, repairs evidence and compliance-aware workflows.
Compliance Managers
Review-led evidence capture and tenant-submitted issue workflows.
Asset & BTR Managers
Resident self-service workflows across large residential communities.
Managed Service Providers
Remote evidence collection and reporting services across clients and portfolios.