Tenancies

VAREK now supports tenants and tenancies: a shareholder (landlord) can invite their apartment’s tenant to the platform, and the tenant gets resident-level access to the housing company (their own apartment, announcements, chat, maintenance requests, bookings). The board sees a roster of the tenancies.

Privacy

A tenancy is between the shareholder and the tenant. The board only sees the roster (which apartment, tenant name, status, dates) — not the private content between the two parties.

Inviting a tenant (shareholder)

1. Open Oma asunto (My apartment).
2. Find an apartment you own and its Vuokralaiset (Tenants) card.
3. Enter the tenant’s email (and optionally a name + start date) and press Kutsu vuokralainen (Invite tenant).
4. You get a join link — copy it and send it to your tenant (by email or message).
5. When the tenant opens the link and accepts (while logged in), the tenancy becomes active and the tenant gets resident-level access to the apartment.

You can end the tenancy from the same card when the tenant moves out.

Accepting a tenancy (tenant)

1. Open the join link you received.
2. Log in or create an account (if you don’t have one yet) — you’ll return to the link automatically.
3. Press Hyväksy vuokrasuhde (Accept tenancy). After that you’ll see your apartment details and the housing-company announcements, and you can file maintenance requests and use bookings.

The board roster

The board sees the housing company’s tenancies under Henkilöt → Vuokrasuhteet (People → Tenancies): apartment, tenant, status and dates. This is a roster for administration only — no access to the parties’ private content.

Private space (messages and instructions)

Every tenancy has a private space, accessible via the “Avaa” (Open) link on the Tenants card on the My apartment page (landlord side), or via the “My tenancy” card on the tenant’s My apartment page.

Instructions (written by the landlord)

The landlord can write permanent instructions for the tenant: key handover, house rules, maintenance contacts, recycling guide, etc. Instructions are read-only for the tenant. A “last updated” timestamp is visible to both parties.

Message thread

Landlord and tenant can exchange messages directly inside the app without using email. A message can be flagged as a question (the “Mark as question” checkbox), which adds a “Question” badge to distinguish it from regular messages.

Privacy

The board does not have access to the private space messages or instructions — they are visible only to the landlord and the tenant. The board continues to see only the roster (apartment, name, status, dates).

Move-in / move-out inspection

The private space includes an Inspections section where both parties can record the condition of each room in two rounds:

• Move-in inspection — carried out when the tenant moves in.
• Move-out inspection — carried out when the tenant moves out.

Either party can start an inspection by pressing Start move-in inspection / Start move-out inspection.

Adding items

Once an inspection exists, both parties can add items:

1. Fill in Room / area (required) — e.g. Kitchen, Bathroom, Living room.
2. Optionally fill in Condition — e.g. Good, Fair, Poor.
3. Optionally add a Note (free-form detail).
4. Press Add item.

Items can be deleted (✕ button) as long as the inspection is still in draft.

Dual sign-off

When all items have been recorded, each party presses Sign off inspection. The page shows whether the landlord and the tenant have already signed.

Once both have signed, the inspection is locked: no items or photos can be added or deleted, and a banner appears: ”✓ Both parties have signed off”. The result is a shared, immutable condition record.

Photos

You can attach photos at any point while the inspection is still in draft. Photos are visible to both parties as part of the inspection and remain locked once it is signed off.

1. Press Add photos in the photos section of the inspection.
2. Select one or more images from your device’s gallery or files (supported formats: JPEG, PNG, HEIC, WebP).
3. Photos appear as thumbnails — click one to enlarge it.
4. Delete an individual photo with the ✕ button (draft only).

Security

Photos are stored in a private bucket and cannot be accessed via a direct link — they are only visible to authenticated parties through the app.

Rent invoices

The private space includes a Rent invoices section that serves as a shared record between the two parties. VAREK does not transfer money or process payments — it is a shared note about payment status.

Creating an invoice (landlord)

1. Open the tenancy’s private space.
2. Fill in the Amount (in euros), and optionally a Period, Due date, and Note.
3. Press Create invoice.

The invoice appears in the list with status Open.

Recording payment (either party)

Either party can mark an open invoice as paid, or reopen a paid invoice:

• Mark as paid — the landlord confirms receipt, or the tenant notifies that payment has been made.
• Mark as unpaid — if the entry was made in error.

When an invoice is marked paid, the date is recorded automatically.

Voiding an invoice (landlord)

The landlord can void an invoice by pressing Void. A voided invoice cannot be restored and no further actions can be taken on it.

No payment processing

VAREK does not transfer money between parties. Rent invoices are records only — the actual payment is handled through the bank as normal.

Good to know

• A tenant does not see the housing company’s finances and receives no vastike invoices — vastike is the shareholder’s responsibility.
• One shareholder can have several apartments, each with its own tenant.
• The join link is single-use.

See also

• Ownerships
• Buildings and apartments