Shared apartments need clear labels
“Living room” and “Bedroom 2” mean more than a collection of filenames. Start by agreeing on descriptive room names and exact spots. If rooms are numbered differently in the lease or management portal, write down the relationship so everyone can understand it later. Avoid using a roommate’s full name as the only identifying label.
Record your private room and the common areas you can access with permission. An image can document visible condition. It does not establish an individual roommate’s responsibility, change a lease or determine how a shared charge should be split.
Keep the lease arrangement outside the photo record
Student housing may use individual or joint arrangements and different rules for bedrooms and common spaces. Read the actual documents rather than assuming that every student apartment works the same way. Keep the lease, any room-assignment information and written instructions separately. This Beta does not accept lease PDFs.
For location-specific rights or a disagreement, consult your campus housing office where relevant or official state tenant resources. The photo checklist is a way to preserve information, not advice about your particular contractual responsibility.
Walk shared areas before everyone unpacks
With permission, take a wide view of accessible common areas and then record visible marks. Include floor edges, counters, cabinet faces and shared appliance interiors when safe to do so. Make a note of anything that was already covered or could not be checked.
Keep other people, identity documents, schedules, mail and access codes out of the frame. A room can be documented without exposing a roommate’s personal details. The move-in checklist gives a consistent route so one person is not left guessing which area was missed.
Save your own copy of agreed information
If roommates exchange condition notes or agree on a shared checklist, keep the version you actually received. Do not write that everyone agreed unless they did. Label an unconfirmed personal observation as your own. Preserve any real written acknowledgment outside the app.
Tenacove accounts are individual. The current Beta has no shared workspace, invitation, roommate permission system or automatic synchronization between different accounts. Signing in to the same account on another device is different from giving another person access. Do not share account credentials as a workaround.
Record turnover as a new event
When a roommate leaves or arrives, take new photos of accessible areas with permission and record the actual date. Explain what changed in occupancy and what is simply an observation. A later photo should not be labeled as the new roommate’s move-in condition if you did not inspect that space at the time.
For maintenance between turnovers, connect the first observation to the work-order reference and later visible condition. Keep messages intact. The during-lease maintenance workflow can be used without deciding who caused a problem.
Prepare for staggered move-out
One person may leave while others remain. Document the parts you can access at your actual departure, note areas still occupied and preserve key-handoff instructions. A photo of a clean bedroom cannot describe a shared kitchen that was outside the frame. Avoid implying the entire apartment was inspected if only part of it was available.
Match the room and spot labels used earlier, then follow the move-out photo route. Keep any management inspection report as a separate source. Different lease terms and local rules can affect next steps, so a photo comparison cannot by itself decide a shared cleaning charge.
Leave with a readable record
Before access ends, export your own photos and notes, open the ZIP and check the originals. Put relevant lease documents, actual messages and invoices in a separate folder beside the archive. Do not assume the download contains files the app never accepted.
Review what you share with roommates or management. Originals may include metadata and private details. Keep an untouched backup, and use the export check to make sure the record still makes sense outside the app.