How a tenancy becomes one trusted property record: from property setup and pre-condition inspection through maintenance, communications, check-out and evidence archive.
The full tenancy lifecycle
Throughout every stage: communications · journal · timeline · evidence · audit trail.
Create the trusted property record
Landlord or agent creates the property record, adds the tenancy and compliance details, and invites the tenant by email or workspace link. The shared record becomes the place every authorised stakeholder can contribute to and rely on.
Independent tenants can also start here on their own plan, even if their landlord is not using Erivault.
Record the starting condition
Before check-in, the inspector captures the starting condition on mobile. The guided flow covers rooms, notes, photos, meters, keys, alarms and special areas. Photos are timestamped and include location data where device permissions allow.
A structured pre-condition record establishes the tenancy baseline.
Make the baseline trusted
The landlord or agent reviews and publishes the condition record. The tenant can review, comment, add evidence where enabled and sign or raise specific points. The baseline remains available throughout the tenancy.
Every party starts from the same signed, timestamped property record.
Keep operations on the record
Throughout the tenancy, communications, maintenance updates, contractor coordination, compliance activity and issue resolution are recorded alongside evidence. Periodic inspections use the same guided flow and compare against the original condition record.
A continuous journal, timeline and audit trail of what happened, who said what and what was done.
Compare with check in and mid term
At the end of the tenancy, a check-out inspection uses the same guided flow. Erivault compares current evidence with the baseline and periodic inspections, then classifies changes as no change, fair wear and tear or potential damage.
A structured check out report highlighting only what has changed.
Resolve and preserve the record
The record brings together condition reports, communications, maintenance, compliance and journal activity. Landlords can record proposed deductions with reasons, tenants can review and respond, and the relevant evidence can be archived or exported for TDS, DPS or MyDeposits discussions.
An exportable evidence archive and audit trail to support fair, transparent deposit discussions.
“Thorough check in and check out inventories and clear documentation are crucial for reducing disputes. Claims are much more likely to be rejected if there is weak or incomplete evidence.”
Summary of guidance from UK deposit schemes
Erivault keeps inspections, communications, maintenance, compliance activity and issue resolution on the same trusted record, then packages the relevant evidence for TDS, DPS and MyDeposits discussions.
Already have PDFs, photos or inventory documents from another platform? Keep them as legacy reference evidence, then use Erivault to continue the tenancy record with new in-app captures, communications, reviews and exports.
Every role contributes to the tenancy and leaves a clearer shared record for everyone who follows.
Accept invite → Confirm the condition record → Keep issues and conversations on record → Review check-out → Respond to deductions
Stay connected and contribute to the trusted record that protects your tenancy.
Set up property → Invite stakeholders → Track condition, compliance and maintenance → Resolve deposit → Archive the record
See the full tenancy clearly in one record, not a collection of disconnected reports.
Set up tenancies → Coordinate stakeholders → Run inspections and compliance → Keep communications on record → Export when needed
Run a consistent tenancy lifecycle across the portfolio from one trusted record.
Receive job → Review the property context → Capture before and after → Add completion notes → Keep proof on record
Make completed work part of the trusted tenancy record everyone can rely on.
The sample check-out report shows the same property facts, evidence counts and deduction guidance used on the report page.
Generated 6 December 2025 from a 31 December 2024 inspection
Set up your account and bring every party in the tenancy into one shared evidence record.