Takeback and handover in one process

When tenants change, you often document two occasions in sequence on the same object: takeback by the outgoing tenant and handover to the new tenant. deep.rent supports this as a connected process — including reusing media from takeback in the handover.

Typical workflow

  1. Start a takeback protocol (occasion Takeback protocol) and capture the condition with the outgoing tenant
  2. Finalize the takeback — the protocol is then stored as a completed document on the object
  3. Start a handover protocol (occasion Handover protocol) for the new tenant
  4. When starting the handover, the app asks whether to reuse images and videos from the takeback

If you start the handover right after takeback on the object, the app often preselects the matching occasion (alternating between handover and takeback).

Reuse media from takeback

When a handover protocol is created and the last completed protocol on the object was a takeback, the dialog “Use existing images?” appears:

  • Yes, reuse — photos and videos from the takeback are assigned to the handover protocol; you do not need to capture them again
  • No — takeback media is not carried over to the handover

This saves time when rooms are unchanged and provides a comparison baseline (previous condition in checklists and summary).

Plan with appointments

You can also prepare the combined process with appointments on the object:

  • Appointment for outgoing tenant — occasion Takeback protocol, assign the right contacts
  • Appointment for new tenant — occasion Handover protocol, different contacts

Appointments appear on the home screen under Appointments. From there you start the protocol with the preset occasion — without choosing it again.

Contacts and roles

  • Takeback typically involves the outgoing tenant and property manager/owner
  • Handover involves the new tenant and the same or other responsible parties

Maintain contacts on the object and adjust roles in each protocol.

Notes

  • Media reuse applies when takeback is already finalized and handover starts next on the same object
  • Checklists can show the previous condition during handover — useful for takeback/handover comparison
  • Customize occasions and texts under Protocol occasions

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