Lease Management tracks every lease your organization holds. Each lease record includes landlord, broker, building manager and office manager contacts, monthly cost and escalation schedule, the maps or sections covered by the lease, links to externally hosted lease documents, and a notes log. You can browse leases as a filterable card list, open each lease in a detail panel, and create or edit leases through a five-step form.

Overview

Leases are located under Locations > Leases. Each lease appears as a card showing the lease name, an Active or Inactive status badge, the location, the maps or sections it covers, and at the bottom: the area, monthly cost, cost per square foot, remaining term, and the lease start and end dates. Click a card to open the Lease Detail panel. Click Add Lease in the list header, or Edit Lease from the Actions menu, to open the Lease Form.

Each lease tracks the following:

• Information: lease name, lease number, external reference ID, location, start and end dates, optional early termination, max occupancy, and parking spaces.
• Space: whether the lease covers all maps at the location, specific maps, or specific sections, plus the leased area and area unit.
• Contacts: landlord, broker, building manager, and office manager. Each has a name, phone, and email. The office manager auto-fills from the location.
• Documents: links to externally hosted lease documents, each with a custom label.
• Cost: total lease cost or a base annual cost combined with an escalation model (Straight Line, Percent Escalation, or Fixed Escalation) and an escalation basis (lease anniversary or a specific month and day).
• Notes: time-stamped internal notes with author attribution.

Browsing Leases

To view your leases, select Locations from the left-hand navigation, then click the Leases tab. The card list updates as you filter or search.

What's on a Lease Card

• Status badge: shows green Active or red Inactive. A lease is Active when today falls between the lease start date and the lease end date. If the lease has an early termination date, that date is used instead of the lease end date.
• Lease name, location, and a maps/sections summary.
• Stats: total Area, Monthly cost, Cost/SF, and Remaining term (formatted as Xy Xmo, or Terminated/Expired for past leases).
• Lease term: start date and end date.
• Edit and Delete buttons, shown per card based on your permissions.

Filtering and Searching

All filters update the card list immediately:

• Only Active Leases toggle: hides inactive leases. This is on by default. Toggle it off to also see expired and early-terminated leases.
• Search: matches against lease name, location, city, and state.
• Chip filters: narrow the list by Location, City, State, Landlord, or Broker. You can apply more than one chip at a time.
• Clear all filters: appears whenever a filter is active and resets every filter and the search box.

The Lease Detail Panel

Click a lease card to open the Lease Detail panel. The header shows the lease name, the Active or Inactive status badge, and an Actions menu. Five tabs organize the lease's data: Info, Financials, Contacts, Documents, and Notes.

Info Tab

Shows the lease name, location, lease dates, the office manager assigned to the location, and the maps or sections the lease covers. Maps are shown as "All Maps", a comma-separated list of map names, or a count. Fields without a value are not shown.

Financials Tab

Shows the Square Footage, Cost / sq ft, Monthly Lease Cost, and Cost Escalation Model. For leases with an escalation model, an Estimated Cost Projections table appears with one row per period showing the date range and the projected annual cost.

Contacts Tab

Shows the four contact roles tracked per lease: Landlord, Broker, Building Manager, and Office Manager. Each contact has a name, phone number, and email address. Email addresses are clickable mailto: links. Contacts with no information are hidden. If the lease has no contacts at all, the tab shows "No contact information."

Documents Tab

Shows every document link configured on the lease, each with its label and URL. Links open in a new tab.

Notes Tab

Shows time-stamped notes attached to the lease, newest first. Each note shows the author's name. Your own notes are attributed to "You". Users with edit permission on the lease can add a new note from this tab. Notes are visible to anyone who can open the lease.

Actions Menu

The Actions menu in the panel header offers up to four options. The options shown depend on your permissions and the lease's current state:

• Print Lease: opens the printable lease summary in the browser's print dialog. Available to anyone who can open the panel.
• Edit Lease: opens the lease form pre-filled with the current values. Available to users with the Edit Lease permission.
• Cancel Lease: marks the lease as inactive using an early termination date. The lease record is kept and is visible when the "Only Active Leases" toggle is off. A confirmation dialog will ask you to type cancel before proceeding. Available to users with the Edit Lease permission, and only when the lease is currently Active.
• Delete Lease: removes the lease entirely. A confirmation dialog will ask you to type delete before proceeding. Available to users with the Delete Lease permission.

Creating and Editing Leases

Click Add Lease in the lease list header, or Edit Lease from the Actions menu, to open the Lease Form. The form has five steps. Each step validates its required fields before you can advance, and validation errors appear inline below the relevant field. The header reads Create New Lease when adding and Edit Lease when editing. The final button reads Create Lease or Save Changes.

Step 1: Info

1. Enter a Lease Name (required).
2. (Optional) Enter a Lease Number and an External Reference ID for cross-referencing with your finance system.
3. Pick a Lease Start and a Lease End date. The lease end must be after the lease start. Once both dates are entered, a Duration line appears showing the term in years and months or days.
4. (Edit only) Optionally toggle Early Terminated on and pick a Termination Date. The termination date must be after the lease start.
5. (Optional) Enter Max Occupancy and Parking Spaces.

Step 2: Space

This step defines the location, map or section that the lease covers.

1. Pick a Location from the searchable dropdown. Selecting a location auto-fills the office manager on the Contacts step.
2. Pick an Area Coverage option:
   • The lease covers all maps at this location: the lease applies to every map in the location. Enter the total Location Size and pick the Area Unit (Square Feet or Square Meters). Switching units converts the entered value.
   • The lease covers specific maps: a checklist of every map at the selected location appears. Pick one or more maps. The selection count is shown next to the heading.
   • The lease covers specific sections of the location: a checklist of every section at the selected location appears, including the parent map and the section's area. Pick one or more sections.

➡️ How do I add a section to a Map?

Step 3: Contacts

Add contact information for the four roles tracked per lease: Landlord, Broker, Building Manager, and Office Manager. Each contact has a Name, Phone, and Email field, and all fields are optional. If the selected location has an office manager configured, that name is pre-filled into the Office Manager field.

Phone and email fields are checked for valid format when you click out of them. If a value is not valid, an inline error appears and the step will not advance until the value is corrected or cleared.

Step 4: Links

Add, edit, or remove links to externally hosted lease documents, such as PDFs in your document management system or signed copies in cloud storage. Click Add Document Link to open the dialog, enter a Label and a URL, then click Add Link. Use the icons on each row to edit or remove existing links.

Step 5: Cost

Set the lease cost. Pick a Cost Method. The fields shown depend on the method selected:

• Straight Line: a flat cost for the life of the lease. Enter the Total Lease Cost. No escalation fields are shown.
• Percent Escalation: enter a Base Annual Cost and an Annual Escalation % (for example, 3% per year).
• Fixed Escalation: enter a Base Annual Cost and an Annual Escalation Amount (a flat dollar increase each year).

For both escalation methods, pick an Escalation Basis:

• Anniversary Date: the rent escalates on the lease's anniversary each year.
• Specific Date: pick an Escalation Month & Day, and the rent escalates on that date each year regardless of when the lease started.

When all five steps are complete, click Save Changes (edit) or Create Lease (create). The lease list refreshes and the new or updated lease appears in place. After saving, the detail panel reopens with the latest data.

Printing a Lease

Choose Print Lease from the Actions menu in the Lease Detail panel header to generate a lease summary. The browser's print dialog opens with a printable sheet built from the current lease data.

The printable sheet includes a header with your company name, a Lease Summary subtitle, and an Active or Inactive badge, followed by five sections:

• Lease Information: lease name, location, lease dates, early termination (when present), office manager, and the related maps or sections.
• Contacts: landlord, broker, building manager, and office manager with name, phone, and email.
• Financials: square footage, cost per square foot, monthly lease cost, cost escalation model, and (for leases with an escalation model) the full estimated cost projection table.
• Documents: every document link with its label and URL.
• Notes: every note attached to the lease, with timestamps and authors.

Lease Summary Report

The Lease Summary report, available under Reports, shows every lease in your company in a single exportable view. It includes every active and inactive lease across the locations you have access to, with computed fields like remaining term, monthly cost, and cost per square foot.

Columns

The report includes the following columns:

• Lease Name, Lease Number, Lease ID.
• Location, City, State.
• Status: green LED for Active, red for Inactive. Early-terminated leases show as Inactive with 0 remaining term.
• Lease Start, Lease End, Remaining Term (formatted as Xy Xm).
• Area, Monthly Cost, Cost/SF. Leases with no annual cost will show $0 rather than appearing empty.
• Broker, Landlord, Building Manager, Office Manager: contact name columns, hidden by default. Use the Column Visibility button to show them.
• Documents: count of document links on the lease.

Filters and Aggregations

The filter bar supports Search, Office, State, City, and Lease Status. Filters narrow the visible rows in real time, and the footer aggregations recalculate to match the current filtered set:

• Lease count
• Total area
• Total monthly cost
• Average cost per square foot

Export and Print

The report toolbar includes Excel, CSV, and PDF exports, a Refresh button, a Print button, and the Column Visibility picker. Exports respect the current filter state.