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CIRO tenant portal: requests, documents and messages in one overviewCIRO tenant portal: requests, documents and messages in one overview

Tenants report damage in the tenant portal

Your tenant takes a photo of the dripping faucet, adds a short description and sends the report. You see it with the photo and the apartment, and the tenant can follow the repair status in the portal.

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You can click through this preview: tenants, transactions, statements
www.ciro.immo/tenants
Tenants
All tenants and tenancies in one list
Tenants
All tenants and tenancies in one list
Free
for your tenants, included in every CIRO plan
Web app
on the home screen, no app store
Per tenant
you decide which documents they see

The portal from the tenant side

Messages, documents, statements and the overview, as your tenant sees them after signing in.

Damage report and messages in the portalDamage report and messages in the portal

Report damage and send messages. Under "Messages", the tenant creates a ticket, describes the problem in their own words, say a window that sticks, and attaches photos. CIRO sets the urgency. In the same section they write to you, and the message lands in CIRO in the same thread as their WhatsApp messages, emails and SMS.

Documents

Statements

Overview

Report damage and send messages. Under "Messages", the tenant creates a ticket, describes the problem in their own words, say a window that sticks, and attaches photos. CIRO sets the urgency. In the same section they write to you, and the message lands in CIRO in the same thread as their WhatsApp messages, emails and SMS.

Messages
Documents
Statements
Overview

All your tenants need is a browser

Your tenant signs in through the link in your invitation, on a computer or a phone. In the portal they report damage, download their lease, read the utility bill statement and message you. Every report and every message reaches you in CIRO, filed under the right tenant and apartment.Updated: 10/27/2026

Payment status without asking

As soon as you record the October rent as received, or CIRO finds it in your bank account and matches it, it shows as paid on your tenant's overview. Next to it they see when the next rent is due. Whether their transfer has arrived, they can check there themselves.

A tenant sees in the CIRO portal which rent payments have been recorded as receivedA tenant sees in the CIRO portal which rent payments have been recorded as received
Record of every tenant case in the CIRO portalRecord of every tenant case in the CIRO portal

A year later, the date is still there

CIRO keeps every case with the tenant and the unit: the request and its status, each message with a timestamp, photos and attachments. If a tenant asks a year later when they reported the damp patch on the ceiling, the date is in the history, along with the day it was repaired.

Alina Weber's tenancy in the portal

Lindenstraße 12, apartment 2. Ms. Weber uses the portal from the day you invite her, and she can still read her own documents after she moves out.

Move-in

Invitation

You set up the tenancy in CIRO and invite Ms. Weber by email. She signs in with her personal link and finds her lease and handover report there. On her phone, she adds the portal to her home screen as a web app.

Email invitation with a personal link
Lease and handover report in the portal
Web app on the phone, no app store

Email

with Ms. Weber's access link

Web app

on her home screen

Move-in – InvitationMove-in – Invitation
Invitation to [email protected]
Lease shared
Start for free

From the lease to the payment status

as soon as you share them in the portal

24/7

access: the lease and house rules, ready to download

Damage reports

The report reaches you with photos and a description. When you set it to "In progress" or "Done", your tenant sees that in the portal.

Payment status

Your tenant can see for themselves whether you have recorded the October rent as received.

Features for your tenants

  • Report damage
  • Download documents
  • Check request status
  • Send you messages

Your tenants' access

5 sections

Overview, Messages (including damage reports), Documents, Statements and Appointments

Each tenant sees only their own tenancies

7 days

is how long the personal link in your invitation stays valid

The invitation arrives by email with a personal access link

4 channels

portal, WhatsApp, SMS and email share one thread

When your tenant writes in the portal, the message sits next to their emails in CIRO

A damage report in the portal is a notice of defect

When your tenant reported damage often decides a dispute about rent reduction and damages. What the law requires and what the portal records.

Contents

Why does the timing of a damage report matter?

If a defect appears in the flat, your tenant must report it to you without undue delay (§ 536c (1) BGB). If they report it too late and you therefore cannot fix it in time, they may neither reduce the rent nor claim damages for that period. They are liable themselves for the damage caused by the late report (§ 536c (2) BGB). If they report the dripping pipe under the sink only after six weeks and the floor beneath has swollen by then, that follow-on damage is theirs to bear.

For you, the report starts the time in which you should act. The rent reduction applies automatically for as long as the defect impairs the flat (§ 536 (1) BGB). How long it runs therefore depends on how quickly the defect is fixed.

What the portal records

Every report in the portal carries a date and time. CIRO stores it with the tenant and the unit, together with the photos, the processing status and your replies. If your tenant asks a year later when they reported the damp patch on the ceiling, the date is in the history, as is the day you set the report to "Done".

That helps both sides. Your tenant can prove they reported in time, and you can show when you responded. If a tenant calls instead of using the portal, you add the call to the request as a note. Then the call is in the history as well.

What does your tenant see in the portal?

The portal has five areas: overview, messages, documents, statements and appointments. Your tenant only sees their own tenancies; documents of other tenants in the building stay hidden from them.

AreaWhat your tenant sees or does thereWhat it means for you
Overviewtheir unit, open requests with their status, their next appointments and which rents are booked as paidThe payment status follows your booking or the match with your bank account.
Messagesreport damage with a description and photos, and write to youThe report appears in CIRO under the tenant and the unit; CIRO sets the urgency.
Documentsdownload the lease, handover report and house rulesYou decide per tenant which documents they see.
Statementsread the utility bill statement as a PDFYou send the finished statement from CIRO to the portal.

You invite your tenant by email, and the personal link is valid for seven days. When the tenancy ends, their access to the unit's current data ends; they can still read their lease and their statements. The portal is free for your tenants and included in every CIRO plan.

Updated: 10/27/2026

GDPR-compliant

Built for German tenancy law

Encrypted data storage

German company

Frequently asked questions

Yes, CIRO is free for your tenants, permanently. They see their documents, utility bill statements and their messages with you, with no registration or monthly fee. You only pay for your CIRO plan, and tenant access is included in every plan from Basic to Pro.

Open the tenant profile in CIRO and click "Invite". Your tenant gets an email with a personal access link. The portal runs in the browser, and on a phone your tenant can add it to the home screen as a web app, with no app store download. On your dashboard you can see who has activated their access and resend the invite if needed.

Only the documents you share, usually the lease, handover report, house rules and current utility bill statements. You can change sharing at any time, per tenant or for everyone. Your tenant can't see internal notes or documents from other tenancies.

Your tenant goes to "Messages" in the portal, clicks "Create ticket", describes the issue and can upload a photo. CIRO turns it into a request with priority, apartment and tenant, which appears on your dashboard right away. Photos, the description and every follow-up question about that damage then sit in that one request.

Yes. If a tenant is invited to several of your properties, they see all of them in one overview. If they move into another of your units, their old statements stay available without them having to create a second account.

When the tenancy ends, your former tenant loses access to the apartment's current data. They can still read their own files with no time limit: their lease, their statements and the reports they sent themselves. That way they can still get the final utility bill statement months later, for example for their tax return.

Start with your apartments

Use CIRO Smart free for 60 days. After that, your account becomes read-only until you choose a plan.

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  • Servers in the EU

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