FAQs

Landlords

Tenants

How do I use Rentvault – Landlord
  • Sign up for a Landlord account and create a profile (it is important to provide proof of property ownership- see what documents do I need to provide to become a member).
  • Admin will approve your account and you’ll get an email notifying you of the approval of your account.
  • Choose a membership plan.
  • Click on Stripe Connect and fill out the form. Submit (Without completing this form the Tenants will not be able to make payments with Rentvault).
  • Click on “Add Property” to put up your property for rent.
  • Refer other Landlords and Tenants to join Rentvault, so they are eligible for Rentvault incentives.
  • Click on “Search for Tenants” (this tab allows you to see all the Tenants looking for properties in your community).
  • Click on select property and assign your property to the Tenant. Click on “send invite” to send an invitation to Tenants to view your property.
  • Tenants will get an email; this lets them know you sent them an invite to see your property listing.
  • When the Tenant visits the property and expresses interest in the property you can send a lease agreement on Rentvault.
  • On Rentvault, in the “Search for Tenants” tab, you can view the Tenants profile. Click on “:View” next to the Tenants name to see the Tenants profile (reviews from previous Landlords and get the Tenants contact details).
  • Click on “Tenant Invite” and this will show a list of the tenants you sent invitations to see your property. It will also show a list of the tenants who contacted you about your property. Click on “Send Lease” to send a lease to the tenant you want to rent your property to
  • Print and sign the lease. Lease agreements are in the “forms” tab.
  • After you download a lease agreement, fill it out and send it to the tenant of choice (Note: you can only send a lease to one tenant at a time).
  • When you click send lease in the “Tenant Invite” tab. Input in the start date, end date, security deposit amount and rent amount. Upload signed a lease into Rentvault and click submit. This will send the signed lease to the Tenants Rentvault account
  • After the Tenant has signed the lease agreement the signed agreement will be located in the “Tenant Invite” tab. Clicked Signed Lease button to view the signed lease.
  • Click on the “Rented Property” tab. In the “Rented Property'' tab you can record payments made offline by the Tenant and send payment reminders to the Tenant.
  • If the tenant pays Rent or Security deposit offline In the Action column click on the Payment Action drop down and select “Confirm Paid Deposit” to confirm offline security deposit payment. Click on “Confirm Paid Rent” to confirm offline Rent payment.
  • If the Tenant does not pay Rent or Security Deposit on time. In the “Rented Property” tab, in the Action column, click on Payment Action drop down and select Send Payment Reminder. This will trigger an email to the tenant to remind them to make a payment.
  • The status column in the “Rented Property'' tab, tells if the Tenant is owing and if the lease is ending or has ended.
  • At the end of a lease. Click on the “Rented Property” tab. Click end lease to end the lease with the tenant.
  • After the lease is ended in the “Rented Property” tab click on Review Tenant to give a Reference or Review of the Tenant.
  • Click on Refund Security to send the Tenant a security deposit refund receipt. Here you can write down the reasons for any deduction from the security deposit.
    • Can I upgrade my membership plan?
    Yes. Landlords can upgrade from basic to silver. Once you select the new membership option, you should have immediate access. You will be charged a prorated amount based on the new subscription.
    Can I cancel my membership?
    Rentvault silver and gold membership options are non-refundable. If you cancel your membership, all associated membership features will expire at the end of your billing cycle. You will be reverted back to the basic membership.
    How do I know how much to rent my property for?
    We suggest two options available for you to choose your rental-listing price.
    1. You can check out other properties on Rentvault, within the same community, to estimate what the competition is offering.
    2. You can also ask other Landlords (friends, family or professional contacts) who are renting out their properties for suggestions.
    Can I withdraw an approval to rent that I’ve sent to a Tenant?
    Yes, as long as you have not accepted the security deposit. Rentvault encourages Landlords to meet commitments to renting a place to prospective Tenants. If the property is no longer available for rent, then Rentvault encourages you to communicate that with the prospective Tenant. After the lease has been signed and the security deposit is paid, the Landlord should proceed as per the lease agreement, or terminate lease agreement in small claims court or the Queen’s Bench.
    What do I do after I’ve found a good Tenant on Rentvault and want to rent (lease) my property to them?
    On “Search for Tenants” tab, after you have reviewed Tenant references on Rentvault and the Tenant has viewed the rental property. Download the lease on Rentvault, input in the information needed on the lease. Sign the lease and send it to the Tenant on Rentvault. Enter the start, end date, security deposit and rent amount on Rentvault. Send the prospective Tenant a signed lease. The Tenant will receive the lease, they can sign and upload the lease agreement on Rentvault. Tenants can pay rent on Rentvault and security deposit on Rentvault. If payments are made offline, the Landlord can record offline payments.
    How do I match my property with a Tenant?
    Tenant creates an account on Rentvault. Landlord signs into their account and goes to the “Search for Tenants” tab. Search for all tenants on Rentvault or filter the search based on where the Landlords property is located. There is a drop down tab next to assign property. You can assign a property to the tenant. Doing this will send an invite for tenants to view their property. Landlords must have added their property in the add property tab, for a property to show up in the assigned property drop down tab.
    I have a tenant who has a roommate. What should I do?
    In the “Search for Tenants” tab, you can add a main tenant. In the “Tenant invite” tab, there is an add button next to the tenants name. This method can be used to add a roommate to the property. Then send the lease to the main tenant. The added tenant is considered the sub tenant. The lease goes to the main tenant, who can have the sub tenant sign the lease. The sub tenant is still bound by the lease if they sign the lease. The sub tenant has the ability to pay rent and security deposit, they just don’t get the lease.
    Does having a sub tenant mean the sub tenant is not responsible to fulfill the commitments of the lease?
    Being a sub tenant on Rentvault does not mean the sub tenant is relieved of responsibility on the lease. If the sub tenants sign the lease they are just as responsible to comply with the lease. It is the landlords responsibility to check and ensure the lease they get has all parties on it and is signed.
    A tenant wants to leave but the other tenant wants to stay in the property. What should I do?
    Tenants can click end lease and select the tenant who is leaving and select the tenant that is staying. The landlord can also go to tenant invite, find the sub tenant and click update lease. This lease would go to whomever the landlord selected as the main tenant.
    How do I refund the security deposit or rent?
    All monetary refund payments from the landlord can be paid offline from Rentvault. On Rentvault, the landlord can click the Refund security button under Review tenant in the “Rented Property'' tab. The “Refund Security'' button allows the landlord to send a receipt of the security deposit to the tenant. The landlord can record any deducted amounts and the reason for the deduction. The main and sub tenants get this refund receipt sent to them. Rent monetary refunds have to be handled offline. Rentvault doesn’t interfere in the contractual relationship between the landlord and the tenant.
    What do I do if the tenant did not pay rent?
    If the rent or security deposit is past due. The landlord can manually send a reminder to the tenant that the rent is late. Landlord goes to the “Rented property'' tab in the landlord account. In the action column under the payment action drop down select send payment reminder, to send a reminder to the tenant to pay rent. If the tenant doesn’t pay the rent, the landlord can go to small claims court or the queen's bench to end the lease. The landlord can now click end lease in the rented property tab. After the landlord ends the lease, please give a review of the tenant, so other landlords are aware of who they are getting.
    Why did the Refund Security button not appear?
    The refund security button will not show up if the lease is not ended, i.e. if the lease was ended with one person, but there are more people in the property the refund security button will not show up till the lease is ended with every tenant attached to the lease. The refund security button shows up next to the name of the main tenant, but the refund receipt goes to all remaining tenants in the lease
    Why does Rentvault want to verify I am a Landlord?
    This is protection for Landlords and Tenants. Tenant reference is controlled to ensure only prospective Landlords can provide references to Tenants. It protects Landlords, because you are assured that only Landlords are providing Tenant references.
    Is there a membership fee?
    There is no annual fee for small business owners. Rentvault has 3 membership options, basic, silver and gold membership options. Please ensure you understand what is offered in the different membership options. You can search to make sure Tenants are on Rentvault, before paying for membership, because the fee is non- refundable.
    Do I require written consent from a Tenant to give a reference on Rentvault?
    Yes, privacy laws require written consent of the applicant to give out personal/private information. Rentvault lease forms have the consent clause. Creating an account on Rentvault also provides consent for the Landlords and Tenants to provide ratings or references of each other. Rentvault is committed to protecting user privacy and will report all matters for police investigation where information has been misused or obtained under false pretences.
    Why was there no record found on my prospective Tenant?
    The following are reasons why there could be no record on a prospective Tenant:
  • Prospective Tenants have not lived in a rented property by themselves.
  • Prospective Tenant is an immigrant or just arrived in Canada and has not yet gained Canadian rental experience.
  • Prospective Tenant has been incarcerated for a long period of time
  • You entered the wrong personal information for the prospective Tenants
  • Prospective Tenant has provided you with false information. Review government issued identification to verify the provided information on identity
  • Prospective Tenant does not have an account on Rentvault
    • What are your days and hours of operation?
    Monday to Friday: 8:00am to 4:30pm (MDT). Saturday and Sunday: closed
    Can I obtain rental forms from this website?
    Yes. Rentvault has a ‘Forms” tab which contains the lease agreement, rental application form, notices to Landlords and notices to Tenants.
    How do I pay?
    Rentvault requires an online payment for membership options. You can pay by visa or MasterCard. Rent and security deposit payments can also be paid offline, bank transfers and credit cards. Payments on Rentvault are recorded on Rentvault payment history for the landlords and tenants. Offline payments must be noted by landlords to be recorded in payment history.
    How do I report Tenant pay habits?
    Rentvault has a history of Tenants paying a habit if the Tenant pays rent by Rentvault. On the “Rented Property” tab, landlords under the action column – Payment Action drop down, can confirm paid deposit or confirm paid rent.
    I have login problems. How should I proceed?
    Contact Rentvault: support@Rentvault.ca
    How accurate is your data?
    Rentvault sells information from rental communities, property managers and Landlords in Canada. Rentvault does not verify or guarantee the accuracy of the information. If any of the data is incorrect, contact the landlord or tenant to correct the information.
    Which documents should I provide to become a member - To create a Landlord account:
  • Landlords must provide: proof of ownership for the rental property (current property tax record or the current insurance policy for the rental property).
  • Realtors must provide: a signed copy of the listing or management agreement between you and the rental property owner and proof of ownership of rental property.
  • Property manager must provide: a signed copy of the listing or management agreement between you and the rental property owner and proof of ownership of rental property.
    • What documents do I need to send if I am looking for a prospective Tenant on behalf of a friend or family member?
    1. Proof of ownership for each rental property; either a current copy of the insurance policy showing the name of the owner and the rental property address or a current copy of the property tax notice showing the name of the owner and the rental property address.
    2. A document stating that you have permission to perform Tenant screening or that you are in charge of managing the rental property on behalf of the owner. This document should list your name and address, the owner's name and address and the rental property address.
    I'm not receiving the forgotten password email. What is going on?
    It is an automatic email that might be blocked by your email service. Please check your spam/junk/archive/social/promotional/all mail folder. If it is not there either, please contact us and we will help you gain access to your account.
    The reset password is not working.
    Please ensure both your email and password match the info within the email. If you are having any difficulties, please contact us and we will help you gain access to your account
    How do I update my account info (email)?
    Once you are in your Rentvault account, select the Profile tab to update all your info
    How do I use Rentvault - Tenant
  • Sign up for a Tenant account
  • Create a profile. Put in the basic information, Landlord references and your Rental Preferences Note: it is important to constantly update your rental preferences. Landlords with available properties in the areas of your preference will contact you about their properties
  • When a Tenant account is created, your availability is automatically set to looking for properties to rent, so that Landlords can contact you about their available properties. You can manually turn off your availability on your profile tab if you are not looking for a place to rent.
  • Click on “Search for Properties” to view all the available property listings on Rentvault
  • When you view the property click on Contact Landlord to get the landlord's contact information, to book a time to see the property.
  • Refer other Landlords and Tenants to join the Rentvault platform to be eligible for Rentvault incentives
  • Click on the “Rental applications” tab to see invitations from Landlords to view their property.
  • The star rating on the top corner of the property page is the review of the property listing by previous Tenants who have rented this property from the Landlord.
  • Click on View profile to see a cumulative review of all the landlords properties on Rentvault.
  • After visiting the available rental property and you’ve agreed to rent it, ask the Landlord to send the lease agreement on Rentvault (when they send the lease on Rentvault a copy of the signed lease is saved on your Rentvault “Rental Applications” tab).
  • In the “Rental applications tab” you will be able to receive the lease agreement sent by prospective Landlords.
  • In the actions column, download Lease, sign and click on Upload Lease and Pay Deposit, to upload your signed lease to the landlord.
  • Click on upload lease. After you have uploaded the Lease agreement you will be able to click Pay Security Deposit. Note: Pay Security Deposit is disabled till you upload the signed lease agreement.
  • Click on the “Pay Rent” tab to Pay Rent on Rentvault. You can select one time payment if you want to log into Rentvault periodically to pay Rent. If you click preauthorized payments, on the due date your card will be charged your Rent payment.
  • The forms tab has the Tenant forms that can be sent to the Landlord as needed.
    • How do I let Landlords know that I am looking for a place to rent?
    When you create an account on Rentvault it automatically sets you as looking for a place to Rent. You can set your availability to rent, by clicking on the “Profile” tab. Under “Looking to Rent '' the toggle button, if it is blue then that means you are letting Landlords know that you are looking to rent and landlords can contact you. If it is grey then that means you are not looking to rent and Landlords cannot contact you.
    What are your days and hours of operation?
    Monday to Friday: 8:00am to 4:30pm (MDT). Saturday and Sunday: closed
    Can I obtain rental forms from this website?
    Yes. Rentvault has notices for Landlords.
    How do I pay?
    Rentvault requires an online payment for membership options. You can pay by visa or MasterCard. Rent and security deposit payments can also be paid offline and credit cards. Credit card payments are recorded on Rentvault payment history for the landlords and tenants. Offline payments must be noted by landlords to be recorded in payment history.
    Is it safe to pay using my bank account or credit card information on Rentvault?
    Yes. Rentvault uses a North American payment provider, stripe to process your credit card payments. Rentvault does not have access or store your bank or credit card information. Rentvault uses stripe because stripe is certified to PCI Service Provider Level 1, the most stringent level of certification available in the payments industry.
    How do I leave a review for my Landlord?
    At the end of your lease, you can provide a review of your rental experience with your Landlord under the “Review Landlord” tab. The landlord's name will only show up after the rental term is completed at the lease end date or ended by the landlord.
    I received an Invitation to View a Property from a landlord, does this mean I have to see the property?
    No, you have the autonomy to book a time with the landlord of your choosing. If you do not want to, or if you are not interested in the property, then click on the “Rental Applications” tab. Click View property under the Action column. You can decline the landlord’s invitation or choose to not contact the landlord about a time to view the property in person. You are under no obligation or contract after a landlord reaches out to you about their property for Rent.
    I am getting too many emails. What can I do to restrict the emails I get?
    Sign into your account. Click on your name at the top right of the screen. In the drop down you will see email preferences, here you can choose the emails you want to receive or elect to not have any emails from Rentvault. If you change your mind and want the emails, you can come back here and select your preferences. Also, in the emails you get from Rentvault, there will be an unsubscribe button at the bottom of the email.
    I went to see a landlord’s property and I liked it. What is next?
    Ask the landlord during the scheduled appointment to click on “Tenant Invite” and send you a Lease. In the landlord Account there are free leases under the “Forms” tab. They can download a lease and send it to you on Rentvault. You click on the “Rental Applications” tab in the tenant account and you can download the lease he sends you, read, sign and upload the lease to the landlord and pay your security deposit in the “Rental Applications” tab to secure the property.
    I paid my deposit offline but I see no record of my payment?
    Ask your landlord to record offline payments, so you have your payment history up to date in your account.
    Do I have to upload and sign a Lease on Rentvault?
    Your landlord does not have to use the Lease on Rentvault, but for Rentvault to recognize the landlord’s property is Rented, you need to upload a signed lease and pay the security deposit. We recommend you do this on Rentvault, as Rentvault provides you with a copy of your signed lease for your records.
    What is the processing fee on Rentvault?
    This is the fee charged by the payment-processing provider to process credit card or bank card payments
    How do I get a refund on my security deposit or rent payment?
    Tenants must contact landlords for a refund. Rent and security deposit payments are routed to the landlord’s bank account. Thus, Rentvault cannot guarantee or provide you with a refund. Please contact your landlord or contact the small claims court for advice on how to get a refund.
    Can I get a refund of my processing fee?
    No. Rentvault submits to the terms and policies of the payment-processing provider, stripe. As per stripe policies, the processing fees on the original payment will not be returned in case of a refund. So if your landlord grants you a refund, it will not include the processing fee.
    I have login problems. How should I proceed?
    Contact Rentvault: support@Rentvault.ca
    How accurate is your data on the Landlord?
    Rentvault provides information from other tenants who have lived in the Landlords property. Rentvault does not verify or guarantee the accuracy of the information. If any of the data is incorrect, contact Rentvault on how to correct the inaccurate information
    I'm not receiving the forgotten password email. What is going on?
    It is an automatic email that might be blocked by your email service. Please check your spam/junk folder. If it is not there either, please contact us and we will help you gain access to your account.
    The reset password is not working.
    Please ensure both your email and password match the info within the email. If you are having any difficulties, please contact us and we will help you gain access to your account.
    How do I update my account information (email)?
    Once you are in your Rentvault account, select the profile tab to update all your personal information.
    How do I find a place to rent?
    You can search the Rentvault homepage and filter the property you want. Then log into your account click on the “Search for Property” tab and find the property you can. When you find a property, click on Contact landlord to schedule a time to view the property. You can also set your Rental preferences in the “Profile” tab and get contacted by landlords with properties meeting your Preferences.
    Who is a sub tenant?
    A sub tenant has the same rights as a main tenant. The sub-tenant initially gets the view property button show up on their rental application tab but did not get the email from the landlord about the property. The view property button disappears and under action in the “Rental Applications” tab there is nothing. They also don’t receive the lease from the landlord. It is important that the sub tenant should sign the lease agreement. After the lease is signed the lease is contractually binding to the sub tenant.
    Who is the main tenant?
    The main tenant has the same rights as the main tenant. The main tenant gets an email from the landlord to view the property as well as the view property button in the “Rental Applications” tab. The main tenant gets the lease sent to them. The main tenant should have all the roommates or sub tenants, sign the lease, or are solely responsible to meet the lease requirements.
    Why did I not get a lease?
    If you had the view property tab in the “Rental Applications” tab and the ad title and landlord as still present but in the action tab it is blank. That means that the landlord added you as the roommate to the lease or the sub tenant to the lease. If you do not see any invite to view property or lease from a landlord, that means the landlord did not send you anything from their property, but you can still contact the landlord about the property you are interested in. If there is a property you like, contact the landlord and book a time to see the property.