AI inspections for TenantCloud

Overview

A TenantCloud inspection is a structured record of what somebody typed and photographed, not a judgement about what changed. It holds a section per real room, up to fifteen condition records in each, a Good, Fair or Damaged grade on every record, notes, up to ten photos and a short clip. What it cannot do is look at the move-in photo of Bedroom 2 and the move-out photo of Bedroom 2 and tell you which marks are new. RapidEye reads the photos, the clips, the property, the unit and the dates out of TenantCloud, then returns a finding per condition: what it is, where it is, how bad it is, and the two photos that prove it.

How it works with TenantCloud

TenantCloud already gives the photos a place to live and a name. The integration follows that structure rather than replacing it.

• The move-in inspection. This is the baseline, and it is usually the tenant's work. RapidEye grades it as it arrives: which rooms are thin, which record has a photo of a wall and nothing else, which section was marked Good with no image at all. You find out on day one, not eleven months later.
• The move-out inspection. Each record is read against the same spot at move-in. A scuff that was there in January is not raised again; a burn on the counter that was not is, with both photos, both dates and a severity.
• Records graded Fair or Damaged. TenantCloud offers to open a maintenance request from these. RapidEye reads the photos behind the grade and says what the damage actually is, so the request you create describes a cracked vanity rather than "bathroom, damaged".
• Maintenance request photos. A request carries its own photos and a longer clip, from a tenant, from you, or from a service pro. RapidEye reads the before and the after on the same unit and tells you whether the thing in the photo is fixed.
• Everything between the two moves. Mid-lease drive-bys, a make-ready walk, a renewal check. Any photo tied to the unit joins the same timeline, so the unit has a condition history rather than two snapshots a year apart.

A finding names the unit, the room, the spot, the type of issue, a severity, the earlier and later photos, and a suggested next step, and it lands in the RapidEye dashboard, with an inbox or Slack channel if you want it there. Whether it becomes a maintenance request, a deposit deduction or nothing is your call in TenantCloud. If your team captures something else, video walkthroughs, a 3D scan, an inspection form of your own design, that is a setup conversation, not a limitation: RapidEye reads whatever documentation you already produce and reports against the standard you care about.

How to connect TenantCloud to RapidEye

1. Your TenantCloud account, with the units and leases in it. Inspection sections follow the real room count of the property, so the room names RapidEye reports on are the ones your team already uses.
2. Photos on the condition records. TenantCloud takes up to ten photos and a five-second clip per record, and up to ten photos with a longer clip on a maintenance request. If a unit has no inspection history yet, RapidEye sends a capture link that opens on any phone, no app, walking the same room list so the baseline exists from the first visit.
3. An invite as a team member. In TenantCloud, Settings, then Team management, then Roles and permissions. View access is enough. The modal has the details.

What a TenantCloud inspection actually holds

Checked against TenantCloud's help centre, September 2026.

TenantCloud is rental management software for landlords and small property management companies, and its Move-in/Move-out Inspection tool is unusually well specified for its tier: the limits are published rather than discovered by hitting an error. According to TenantCloud's help centre documentation (tenantcloud.com), an inspection report reflects the exact number of rooms in the property and names the sections accordingly, Bedroom 1, Bedroom 2, and so on; each section takes up to fifteen condition records, and each record takes notes, a grade, up to ten photos and a video of up to five seconds.

Every figure above is published by TenantCloud in its inspections documentation. The grade is the one field a person decides.

The division of labour is the part worth reading twice. TenantCloud documents that in most cases the move-in inspection is conducted by the tenant while the move-out inspection is conducted by the landlord, which puts your baseline in the hands of the person who has the least reason to record a pre-existing flaw carefully and the most reason to look thorough. That is a sensible default for a self-serve product and it is genuinely more forward than most of the tier. It also means the quality of the baseline is worth checking before you need it.

The lifecycle of an inspection, and where it locks

1. Requested PendingYou pick the property, the lease and one responsible tenant, choose which sections are required, and set an expiration date, ten days out by default. Results are shared with all roommates on the lease.
2. Filled in by the tenantRecords are added section by section, with a grade and any photos. Anything marked Fair or Damaged can be turned into a maintenance request from inside the form.
3. Signed ReadySigning shares the report with everyone on the lease and, per TenantCloud's documentation, it can no longer be edited or removed. Reports are stored in File Manager and cannot be deleted.
4. Move-out created automatically PendingWhen the move-in is signed, a move-out inspection is created under the property manager's name in Pending status. You can delete it if you do not want it.
5. Not filled in before the date ExpiredAn expired inspection can be removed from the tenant's profile. No baseline exists for that unit, and nothing tells you until move-out.

The locking is a feature, not a flaw: an evidence record that can be edited after signature is worth very little in a deposit dispute. It does mean the photos taken that week are the photos you will argue from years later, which is exactly why they deserve a read while there is still time to ask for more.

Does TenantCloud compare the two inspections for you?

It puts them side by side. TenantCloud's inspections product page says you can compare move-in and move-out reports side by side, and its help centre describes comparing the move-out to the details provided in the previous move-in. Both are true and both are useful. What no article describes is the software reading the images: nothing in the documentation grades a photo, measures a mark against an earlier one, or tells you that the stain in the move-out photo of Bedroom 2 is not in the move-in photo of Bedroom 2. That judgement is a person's, made in a browser tab, at the end of a turn, from memory. That is the part RapidEye takes on, and it does it on every record in the account rather than the ones somebody had time to open.

TenantCloud integration FAQ