Your templates, not ours

Settings → Tenancy. Upload your own PDF or Word documents with merge fields, and WorkHub fills in the tenant, company number, office, floor, rent and dates. A signing pack can hold up to five documents.

This matters more than it sounds. Software that imposes its own contract template is asking you to change your legal paperwork to suit a tool, which no operator with a solicitor on retainer is going to do.

The landlord signature has to be witnessed first

Settings → Tenancy → Landlord Signature Witness.

You sign once, and a witness confirms they watched you do it. The witness needs to be an adult who was actually present — it does not need to be a solicitor.

Until that section is completed, WorkHub will not issue tenant signing links at all. This is deliberate, and worth knowing before the day you need to send a contract: an executed agreement with an unwitnessed landlord signature is a problem discovered at exactly the wrong moment, so it is blocked at the start instead.

Re-witness handles a changed signature or a new signatory.

Building a contract

Lifecycle → New Contract. Choose the company and contact, the office, the term, the rent and the deposit. Contract Keys — configured in settings — controls which keys the form offers once an office is chosen, so the agreement lists the right ones without anyone typing them.

The floor comes from the office, which is one reason the building floor list is worth setting up properly at the start.

Signing, including remotely

Send the link and the tenant signs in a browser. No account, no app, no printing.

Where your templates require the tenant's signature to be witnessed, the flow moves to a witness step after they sign: they hand the device to their witness, who signs on the same screen. The witness type is recorded from a defined list — a solicitor, a notary public, a company director, a staff member, an independent third party, a commissioner for oaths, or a justice of the peace.

That this works for someone signing at their own desk is the point. A flow that assumes everyone is stood at your reception cannot witness a remote signature at all.

The executed pack is stored against the tenancy with the signatures, the witness record and the timestamps.

Renewals, before they become urgent

Lifecycle lists every tenancy with its end date, notice period and status. Filter by how far out the end date is — Any end date, or ending within 3, 6 or 12 months. Three months is the working view for most operators: far enough out to have the conversation, close enough to be real.

Reminders fire ahead of both the end date and the notice deadline. The notice deadline usually matters more. Miss the end date and you have an awkward conversation; miss the notice deadline and the term rolls whether you intended it to or not.

Renewal types

  • Fixed term — a new end date
  • Auto-Renew Rolling — month-to-month until either side gives notice
  • Notice given — the clock is running to a known exit

Renewing rebuilds the contract from the same templates with the updated term and rent, and it goes out for signature the same way, witness step included.

Move-out

When a tenancy ends the record is the checklist: outstanding invoices, open tickets against that tenant, the deposit, and the keys still issued. The tenancy shows Keys Issued, so an outstanding key is visible *before* you return the deposit — which is the only moment you have leverage to get it back.

Tenancies hang off the company record in the tenant CRM, and invoices raised against them post as rent through the Xero integration, separately from room hire.