Leases

3 August 14, 2025

Introduction

FacilityBot now includes a Leases module that allows facility managers to track and manage tenancy-related agreements. This feature is especially useful for managing lease contracts with tenants, owners, or other stakeholders.

With the Leases feature, users can:

  • Track lease details (such as lease numbers and associated assets)
  • Attach supporting documents (e.g., PDFs of lease agreements)
  • Set up automated renewal reminders
  • Customize lease fields to suit their operational needs
  • Import lease data via CSV/Excel

To use the Leases feature:

  • Log in to the FacilityBot Web Portal. Navigate to Features → Leases.

From here, you can view all existing leases or begin configuring and creating new ones.

Customizing Lease Fields

You can add custom fields to track additional lease-related data. These can be text fields or date fields.

To customize fields:

  • Go to Features → Leases.
  • Click on the three-dot menu at the top right. Select Manage Leases.
  • In the configuration page, click + Add Field. Choose the field type (Text or Date), and name it accordingly.
  • Use the pencil icon to edit the field name or the bin icon to delete it. Click Save once done.

Creating a New Lease

To manually add a lease entry:

  • Go to Features → Leases.
  • Click +New on the far right.
  • Fill in the lease details:
    • Lease description, lease number, lease rate
    • Upload the lease document (PDF)
    • Link to an asset, customer, or add a location tag and lease labels
  • To receive automated renewal alerts:
    • Toggle Enable Renewal Reminders
  • Enter the renewal date. Add email addresses for recipients of the reminder. Select one or more days before the renewal date to trigger the alert.Once all fields are completed, click Submit to save the lease.

Importing Leases via CSV/Excel

Facility managers can import lease records in bulk through a CSV or Excel file.

To import:

  • Click the three-dot menu in the Leases module. Select Import CSV.
  • Download the template file and follow the provided formatting tips.
  • Once your file is ready, upload it using the provided file upload button. FacilityBot will automatically process and populate the lease records.

Viewing Lease Data

The Lease Statistics aggregate the lease information.

To view lease data:

  • Go to Features → Leases. Click View Lease Data.
  • This data can be filtered by Date Range and who it is assigned to.

The Leases feature empowers facility managers to streamline the tracking and administration of lease agreements across multiple locations or tenants. Custom fields, document uploads, and automated reminders help ensure nothing is overlooked—making lease management more efficient, transparent, and reliable.