(Last updated: January 5, 2021)

As a Property Administrator of ButterflyMX, you have the ability to manage your tenant list. You can easily add, remove, or update tenant data at any time.

If you use property management software (PMS) such as Entrata, ReaPage, Yardi, or RentManager, you can automate resident management through our PMS integrations. By integrating your PMS with ButterflyMX, resident data will automatically sync from your PMS to your ButterflyMX intercom.

If your building’s ButterflyMX is not integrated with your property management system, you can either do a bulk import or add tenants manually. In this post, we walk you through how to manually add tenants.


How to Manually Add Tenants into your ButterflyMX System

  1. Log in to your Property Management Dashboard
  2. Click ‘Tenants’ from the left-hand menu
  3. Click the ‘Add Tenant’ button
  4. Enter the tenant’s email address
  5. Enter tenant’s information
  6. Assign tenant to their unit
  7. Choose a display name
  8. The system will generate a PIN for the tenant
  9. Check off SMS and email notifications and save


Step 1: Log in to the Property Management Dashboard

Log in to your Property Management Dashboard on a computer.

Log into the Property Management Dashboard to manually add tenants


Step 2: Click ‘Tenants’ from the left-hand menu

Navigate to the menu on the left-hand side of the page and click ‘Tenants’.


How to manually add tenants


Step 3: Click the ‘Add Tenant’ Button

Once in the ‘Tenant’ section, click on ‘Add Tenant’ on the top left of the page.


Add tenants into the ButterflyMX system


Step 4: Enter the tenant’s email address

Now enter the tenant’s email. This is an important piece of information, as we need this to send the tenant a registration email so they can begin using the video intercom.

Once you have entered the tenant’s email address, click ‘Submit.’


Enter the tenant's email address to add them into the ButterflyMX system


Step 5: Enter the tenant’s information

Now, you will fill in basic information including the tenant’s first name, last name, and phone number. If a tenant has a home phone, you can put that in the ‘phone number’ box and put their cell phone number in the ‘cell phone’ box. If they only have a cell phone number, that number can go in both boxes.


Step 6: Assign the tenant to their unit

Next, you will assign that tenant to their respective unit. Check the ‘Units’ section before adding a tenant to the system manually. Make sure that their unit exists in the ‘Units’ section of the Property Management Dashboard.

Assign a tenant to their unit to add them to the ButterflyMX system


Step 7: Choose a display name

The newly added tenant’s display name will default to the building’s setting. Your display name strategy is how your tenants’ names appear in the intercom directory.

If their display name is going to be what you have set for the whole building, you can leave that there. If that specific tenant wants their name to appear as something else, you can choose another option by clicking on the drop-down under ‘advanced options’.

Additionally, in the ‘advanced options’ section, you have the ability to select a date in which the tenant will be activated in the system. If a tenant doesn’t move in for another month, you can choose to activate their name on that date.

You also have the option to check ‘Display only on search’ which means the tenant will not show up in the directory unless specifically searched for.

Choose a display name for the manually added tenant


Step 8: The system will generate a PIN for the tenant

For buildings that have door PINs enabled, you will see that the ‘PIN enabled’ box is already checked off. From here, you can skip the ‘Door Release Pin’ box, as after you save, the system will automatically generate a four-digit PIN for that tenant.

The tenant can use this PIN to gain access to the building if, for example, their phone has died. The tenant can change this PIN at any time in the mobile app.


Step 9. Check off SMS and email notifications and save

Lastly, check off ‘SMS notifications,’ ‘email notifications,’ and click ‘save’.

Now you have successfully added a tenant to the ButterflyMX system and they will appear in the intercom directory.

Pooja Sharma


Pooja Sharma

Living in Chicago, I've experienced the power proptech has to simplify and better my lifestyle. Smart homes will be the new standard and future of real estate. Fly the W!

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