Move-Out and Termination
BETA

PMS Integration automatically manages resident access throughout their lifecycle – from move-in to move-out and unit transfers.
When a resident’s lease ends or is terminated in your PMS, Zentra automatically handles access revocation based on your configuration. This section explains the move-out process and available options.

How Move-Out is Detected

During sync, Zentra detects move-outs when:
  • Resident status changes to “Terminated,” “Vacated,” or similar
  • Resident no longer appears in the PMS data
Access is not automatically revoked until after the lease ends and the next PMS sync (automatic or manual) confirms the status change. The lease end date displayed in Zentra is informational only – there is no grace period. To guarantee access is revoked promptly, run a manual sync after the lease ends – this is especially important for offline or wireless locks that cannot receive a compile in real time.

Move-Out Handling Options

During setup (or later, in Integration Settings ) you configured the
Deactivate Former Residents
 toggle. You have two options:
Deactivate Former Residents: Enabled
Access is revoked as soon as the move-out is detected during sync.
Best for:
 Properties requiring immediate access termination upon status change.
Deactivate Former Residents: Disabled
Move-outs still appear in the Sync queue’s
Move-outs
 tab, but they remain pending until you approve them:
  • Access remains active until you apply the queued changes
  • You can skip individual records while you gather more information
Best for:
 Properties requiring review before terminating access.
If you disable Deactivate Former Residents
, you must monitor the Sync queue and apply the move-outs you approve. Residents will not automatically lose access.

What Happens on Move-Out

When a move-out is processed:
  1. All access (unit, common areas, amenities) is revoked
  2. The resident profile is deactivated in Zentra
  3. Historical data is preserved for audit purposes

Returning Residents

If a former resident returns (reappears in your PMS):
  • They are NOT automatically reimported
  • A queue item is created for review
  • This prevents accidental reactivation of former residents
Returning residents always require manual review, even if auto-processing is enabled. This is a safety measure.

Manual Deactivation Process

When
Deactivate Former Residents
 is disabled, process move-outs through the Sync queue:
  1. Open the Sync queue and switch to the
    Move-outs
     tab
  2. Review each resident and leave them pending (Skip) or ready to apply
  3. Click
    Apply Changes
     to deactivate every move-out you approved
Move-outs do not take effect until you click
Apply Changes
. Build a routine to clear the queue so access is revoked promptly.

Configuring Move-Out Behavior

To change how move-outs are handled:
  1. Navigate to
    Settings > PMS Integrations
    .
  2. Click
    Settings
    .
  3. Toggle
    Deactivate Former Residents
     on or off.
  4. Click
    Save
    .
Changes apply to future move-outs only.