> For the complete documentation index, see [llms.txt](https://help.immodio.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.immodio.app/en/wissen/mieterportal/einladung-in-das-mieterportal.md).

# Invitation to the tenant portal

This page explains how you can invite a tenant to the Immodio tenant portal.

## Invitation to the tenant portal

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FpCdEy1EygyAtqt1mjDmp%2F45087.png?alt=media&#x26;token=c169962d-877f-4f7d-b67c-95834c16a22d" alt=""><figcaption></figcaption></figure>

* You can invite a tenant to the tenant portal at any time once they have been created as a party in Immodio. This is also possible when no tenancy exists yet.
* As soon as a tenancy is created for this party later on, it is transferred to the tenant portal automatically.

{% hint style="info" %}
Where several tenants share one tenancy, it is generally sufficient for only one of them to have access to the tenant portal. Documents such as the rental agreement can be signed by all tenants centrally through one shared access. It is important, however, to make sure that all information provided through the tenant portal also reaches every tenant in the tenancy.
{% endhint %}

{% hint style="success" %}
If your tenant already has an Immodio account, they can simply use the invitation link to log in with their existing Immodio account. The new tenancy is then transferred automatically to the existing account.
{% endhint %}

### Invitation through Parties

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FeZeCsngEw8NrSSlbWVAK%2Fimage.png?alt=media&#x26;token=3310cc3d-b1be-46f1-b7e2-d2b405c89238" alt=""><figcaption></figcaption></figure>

To invite a tenant to the tenant portal, first open the **"Parties"** menu item and find the tenant concerned. There you can see whether the tenant already has access to the tenant portal. If they do not yet have access, you can invite them as follows:

{% stepper %}
{% step %}

#### Generate an invitation link

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2F42TEwL47i6QmdN3HCEUG%2F63539.png?alt=media&#x26;token=9f97c14c-8da0-4400-b5f1-61e00b59d5cf" alt=""><figcaption></figcaption></figure>

Click **"Actions"** for the tenant concerned and then **"Invite tenant to the tenant portal"**.
{% endstep %}

{% step %}

#### Share the invitation link

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FpCdEy1EygyAtqt1mjDmp%2F45087.png?alt=media&#x26;token=c169962d-877f-4f7d-b67c-95834c16a22d" alt=""><figcaption></figcaption></figure>

You receive an individual invitation link that you can forward to your tenant. Click the copy icon to the right of the link to copy it and then forward it to your tenant.

* Using the link, the tenant can register in the tenant portal and gains access to all information and documents for the tenancies created for them.
* For verification, the tenant has to enter their **surname** as the password when registering, or the **company name** for companies. Correct upper and lower case as well as spaces must be observed. It is important that the name is written exactly as you as the landlord have created it under "Parties".
* The link is valid for 7 days. If the invitation has not been taken up by then, a new link has to be generated.

{% hint style="danger" %}
Only share this individual invitation link with the tenant concerned, as sensitive data is transferred through it.
{% endhint %}
{% endstep %}

{% step %}

#### Registration by the tenant

Your tenant can now register in the tenant portal within 7 days with their email address and a password. They will receive notifications from the tenant portal at this email address in future.

{% hint style="warning" %}
The tenant has to verify their email address on the "Dashboard" in the tenant portal in order to be notified by Immodio by email.
{% endhint %}
{% endstep %}
{% endstepper %}

### Invitation when creating a tenancy

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2F6OERDAYxwgaqGqXbgyJs%2F91944.png?alt=media&#x26;token=a00ae006-b064-4f91-8391-62f80b2053e6" alt=""><figcaption></figcaption></figure>

If you have created a new tenancy without using the Immodio viewing management, you can invite the tenant directly from the success page. To do so, click the **"Invite tenant"** button to invite the tenant to the tenant portal.

### What the tenant sees when invited to the tenant portal

{% stepper %}
{% step %}

#### Opening the invitation link

Once you have sent your tenant the invitation link for the Immodio tenant portal, the tenant can open the invitation using this link. For verification they then have to enter and confirm their surname.

{% hint style="info" %}
The surname has to be entered exactly as it is stored by the landlord under **Parties**. Please pay attention to correct upper and lower case, hyphens, spaces and special characters.

For companies, the legal form must also be stated in full and in the same spelling, provided it is entered under **Parties** (for example GmbH, UG or e.K.)
{% endhint %}

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FSZM6tdzfDvBmQcq9ITSb%2Fimage.png?alt=media&#x26;token=78126886-9f34-4940-bbe5-a815e023bf50" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Registration & login

Once the tenant has successfully verified themselves with their surname, they are asked in the next step to register in the Immodio tenant portal with their email address and a password.

{% hint style="info" %}
If the tenant has previously been invited to the Immodio tenant portal by another landlord and therefore already has access, no new registration is required. In this case the tenant can simply log in with the credentials they already have and accept the invitation.
{% endhint %}

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FAjBbNCHBkFjUQs37SuqR%2Fimage.png?alt=media&#x26;token=00d1db4b-0bb7-47f6-8203-d6a1c6004f81" alt=""><figcaption></figcaption></figure>

As part of the registration, the tenant also has to confirm that they have read and accept the **landlord's data protection notice**.

The data protection notice can be viewed at the following link:\
<https://immodio.app/datenschutzbelehrung>

{% hint style="warning" %}
If you as the landlord use your own privacy policy, or would like to cover certain data protection matters additionally in a separate agreement with the tenant, please contact the tenant directly and provide them with the relevant information or documents separately.
{% endhint %}
{% endstep %}

{% step %}

#### Data synchronisation

The relevant data for the tenant is now synchronised and made available in the tenant portal. This includes in particular the tenancies assigned to the tenant as well as any operating cost statements that already exist.

Once synchronisation is complete (usually a few seconds), the tenant can view this information in their personal access to the Immodio tenant portal. The documents and data released to them are therefore available centrally and digitally.

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FDQMD4VeifLdDLDKy591y%2Fimage.png?alt=media&#x26;token=6d4b99f6-cefa-4429-85ec-932d91ef8593" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}