A Landlord's Guide to using Hemavi

Welcome to our guide for landlords on how to navigate Hemavi, your new platform for room rentals in Sweden's big cities. Whether you're new to Hemavi or just looking to optimize your rental process, this post will walk you through every step — from listing your room and inviting applications to confirming bookings and preparing rental agreements. Click on the links below to jump to the specific section that interests you, and discover how Hemavi can improve your room rental experience.

1. What is Hemavi and is it for me?
2. Create Account and Publish your first Room Ad
3. Inviting Tenants to Apply to your Room (optional)
4. Managing Tenant Applications
5. Preparing for the Online Viewing
6. Securing your Tenant through the Booking System
7. Signing the Rental Agreement
8. The Move-In Process

Hemavi is not just another rental website; it’s a platform designed with a single focus: to help landlords in Sweden in finding ideal roommates. What sets us apart is our commitment to efficiency and support at every turn.

Our platform is tailored specifically for room rentals, which streamlines the entire process. This means you can manage multiple rooms with ease and speed, cutting down the time it usually takes to find the right tenant. We've eliminated the clutter of constant messaging; instead, tenants submit detailed applications for you to review. This allows you to select the most promising tenant for a 1-on-1 digital viewing at your convenience.

Every landlord on Hemavi is paired with a dedicated contact person — your personal guide and helper throughout the rental journey. They're always there, offering assistance and ensuring you never have to navigate the process alone.

Moreover, our secure booking system offers peace of mind. Tenants are required to pay the first month's rent in advance, which means by the time they move in, they've already made a commitment to your room. With Hemavi, you can rest assured that your rooms are not just filled, but filled with confidence.

Getting started with Hemavi is simple. Create your account by signing up with your email, Google, or Facebook credentials. Remember, setting up an account on Hemavi is completely free.

Once you're logged in, select that you're a landlord looking to rent out a room. You'll then be asked to provide some essential information for your profile—however, your email, phone number, and street address remain confidential until a booking is secured.

Next, you'll be guided to create your first room ad. It's worth taking the time to do this well, as a detailed and attractive ad can significantly improve the time of the rental process. Hemavi's room management system is organized to first have you input details about the property—such as the house or apartment where the room is located. Here you can add general information about the property and upload photos of shared spaces.

Following that, you'll list each room available for rent within the property, complete with individual photos, rental prices, and other relevant details. This approach is not only efficient but also convenient if you're offering multiple rooms, saving you time and effort in the long run.

To fast-track the rental of your newly listed room, consider proactively inviting potential tenants to apply. Begin by navigating to the 'Find a Tenant' page. Here, you can apply various filters to narrow down your search based on criteria like age, interests, and desired move-in date.

Once you've identified promising candidates, visit their profiles and click on 'Invite to apply'. If you're managing multiple listings, you'll need to specify which room you're inviting them to apply for. This sends a prompt to the tenants, encouraging them to consider and apply to your room listing—a process we'll look further into in the section below.

Pro-tip: Taking the initiative to invite tenants can significantly decrease the time it takes to find the right match for your room. Being an active landlord not only fills your rooms faster but also attracts tenants who appreciate responsiveness and engagement.

You'll stay on top of any tenant's interest with real-time notifications. Whenever a potential tenant applies for your room, you'll receive a notification via SMS, email and WhatsApp, ensuring you never miss an application.

To review these applications, simply visit the 'My Applications' section on the Hemavi platform. Here, you'll find all active applications neatly organized. Each applicant will have included a personal message, as well as their preferred move-in and move-out dates for your consideration.

For a deeper dive into an applicant's background, click 'View Profile'. This section gives you access to detailed information, including their photo, age, interests, and occupation or area of study, and more.

If an applicant seems promising, move ahead by scheduling an online viewing. Simply select 'Book Viewing' and you'll be guided to our online meeting scheduler. Here, you can propose up to three time slots on your preferred day for the virtual meeting.

Once you set the schedule, the tenant will be prompted to confirm one of the times within 24 hours. Upon confirmation, you'll receive a notification, and a digital meeting link will be sent to you via email and SMS. You can also join the meeting directly through the 'My Applications' page.

Note: Should you need to reschedule or cancel a viewing, reach out to your Hemavi agent or get in touch with us through the chat function or by email for immediate assistance.

It's important that you are at home for the viewing, so that you can display the room and common areas. If possible, include any current tenants in the call. Their presence can offer insight into the living environment and culture of the home.

Always start the meeting with introductions. Share details about yourself such as your profession, interests, and past experiences with tenants. This is the perfect moment to make the potential tenant feel welcome but also to outline what you're looking for in a roommate.

Choose a spot for the call that is well-lit and free from any noise. If you’re using a mobile device and don’t already have the "Google Meet" app, download and test it beforehand to avoid technical delays. Having your camera turned on during the meeting will create a more personal and interactive session.

Have a list of topics ready for discussion, including move-in dates, house rules, cleaning schedules, and guest policies. This helps ensure all key points are covered during your talk.

As you guide the tenant on a virtual viewing of your place, make sure that all areas are clean and tidy. Highlight any unique features of your home, for example proximity to transport, universities, or local amenities, which could appeal to the tenant. Be transparent about any specific house rules or expectations, such as quiet hours or shared chores.

Finally, discuss the financial aspects: rent, lease terms as well as what’s included in the rent. The conversation should last around 15 minutes, and remember, a Hemavi representative will be present to help with the viewing, answer questions, and help with anything related to the booking process.

Following a successful viewing, a tenant may proceed by sending you a booking request. As a landlord, upon receiving a booking request, you have the option to accept and secure the tenant for your room. Accepting the request triggers an immediate charge of the first month's rent from the tenant's account. This transaction not only confirms the tenant's commitment but also ensures your peace of mind, knowing that the financial aspect of the agreement is settled.

For added security and trust, Hemavi safeguards the collected rent until the official move-in date. This policy protects both you and the tenant, ensuring a transparent and secure transition into the rental agreement.

Once you accept a tenant’s booking request, the next step is to finalize the room rental agreement. Hemavi streamlines this process by sending a draft agreement directly to your email. This agreement will contain fields for you to complete, such as rent amount, property address, and any other specifics that you and the tenant have agreed upon.

After reviewing and ensuring all the details reflect your mutual understanding, you can sign the agreement electronically. This step also unlocks the exchange of contact information between you and the tenant, enabling you to coordinate the move-in details directly.

Note: It’s crucial to keep us at Hemavi updated regarding any changes to the move-in date or other significant terms of the agreement.

On the agreed move-in date, Hemavi will reach out to both you and the tenant to ensure everything proceeds smoothly. Once we have confirmation that the tenant has successfully moved in, we will transfer the first month's rent to your account, but no later than 48 hours after the move-in.

Subsequent rent payments are handled directly between you and the tenant. If a security deposit was part of your rental agreement, it should also be paid directly to you by the tenant.

After the move-in has been finalized, we would greatly appreciate it if you could take a moment to leave us a review on Trustpilot. Your feedback not only helps us to improve our services but also assists other landlords in understanding the benefits and experience of using Hemavi for their rental needs.