See which units are free

If your business rents out rooms or units, Mesy shows which ones are free on any date. A unit becomes let (rented out) when you add it to a won deal with tenancy dates. Your admin needs to set up units first.

Check which units are free on a date

Start from your Units list:

1. In the sidebar, open your Units list (or whatever your business calls it).
2. In the Unit availability panel above the list, pick a date in Free on.
3. Under Show, pick Vacant.

The panel lists every vacant unit on that date. Click a unit’s name to open its record. A record is one entry in Mesy, such as one unit or one deal.

Show also has All units, Let and Not configured. A let unit reads Let · free on and the date it’s next free. If a new tenancy starts the day the old one ends, the date shown is when the new tenancy ends.

A line above the list counts the vacant and let units shown, for example “3 vacant · 5 let · visible units only”. Units you aren’t allowed to see don’t appear and aren’t counted.

The panel shows 100 units at a time. The list isn’t in name order, so page through with Next and Previous. With more than 100 units, the line adds “on this page” and counts only that page.

The Free on box starts on today’s date in UTC, which is 8 hours behind Singapore. Before 8am, it shows yesterday’s date. Change it if you need today.

See the units in one building

Your admin can link each unit to its building. In the Spaces leasing template (a ready-made setup for rentals), buildings are called Properties. Each building’s record then lists its own units:

1. Open a building’s record, such as a Property in Spaces leasing.
2. On the Details tab, go to the Unit availability panel.

The panel lists that building’s units. Use Free on and Show the same way as on your Units list.

A unit’s own record shows the panel too, for that one unit. You also see it when you open a unit or a building in the side panel.

Let a unit to a tenant

A deal is a record that moves through your pipeline. Your pipeline is the list of stages from first enquiry to signed. The won stage is the one that means the tenant has signed, such as Signed in Spaces leasing. To let a unit:

1. Open the deal.
2. Fill in its tenancy start and end dates. In Spaces leasing these fields are Tenancy start and Tenancy end.
3. On the Details tab, go to the Products section. Units go here, next to any products you sell.
4. If you see a Catalog type box, pick your units list in it.
5. In the box that reads “Add a unit…”, type the unit’s name. The box names your list, so if your business calls them rooms it reads “Add a room…”.
6. Pick the unit from the list.
7. Move the deal to your won stage. In Spaces leasing that stage is Signed.

In the Unit availability panel, pick a Free on date inside the tenancy. The unit reads Let · free on and the tenancy end date. Before the tenancy starts, it still reads Vacant.

A unit is let on a day when two things are true. It’s on a deal you’ve won. The deal’s tenancy dates include that day. On every other day it’s vacant. You don’t need to mark a unit as let yourself.

The tenancy end date is the first free day. A tenancy from 1 March to 1 September keeps the unit let until 31 August. The next tenant can start on 1 September.

A deal you haven’t won yet doesn’t make a unit let. Two open deals can include the same unit while you’re still talking to both tenants.

You can add a unit to a deal only once. For the rest of the Products section, see Products and line items.

Set up units (admins)

Your admin sets this up on the Schema tab of Admin. In the Semantic Role box of your units list, they pick Unit. On your deals list, they choose the date fields for move-in (Tenancy start) and move-out (Tenancy end (free on this date)). The deals list’s pipeline also needs a won stage.

They can also pick a Unit parent relation. This is the link field that points each unit to its building, so a building’s record lists its units. The steps are in Design your data.

The Spaces leasing template comes with all of this set up. In that template, your units are in the Units list and your deals are called Tenancy enquiries.

If something doesn’t work

• A deal you moved to the won stage on the board jumps back with no message. This happens whether you dragged it or used the stage menu on a phone. Open the deal and change its stage there to see why.
• “This unit is already let during these dates” means another won deal has this unit for dates that overlap. Change the dates or pick another unit.
• “Won unit tenancies require valid start and end dates” means the deal has a unit but is missing a date. Fill in both dates, then move it to the won stage again. If your deals list has no tenancy date fields, ask your admin to set them up first.
• “Won unit tenancies require a start date before the exclusive end date” means the end date is on or before the start date. Set the end date after the start date.
• “A unit line must have quantity one” or “A unit must appear once per opportunity with quantity one” means the unit’s quantity isn’t 1, or it’s on the deal twice. Set the quantity to 1, or remove the extra line.
• A unit that reads Tenancy dates not configured means Mesy can’t tell whether it’s free. Ask your admin to set the tenancy start and end dates for your deals list, and to make sure its pipeline has a won stage. If the unit is on a deal from another deals list, that list needs them too.
• “No visible units match this view.” means nothing matches the date and filter you picked. Set Show to All units.
• No Unit availability panel? Check you’re on the Details tab and not editing the record. Otherwise your admin hasn’t set up units yet, or this record isn’t a unit or a building.