ButterflyMX: How to Add, Move Out, or Edit a Tenant

What you need

• A ButterflyMX property admin login. If saving fails, ButterflyMX says to check that you have Community Admin permission for the property.
• A computer and browser. ButterflyMX recommends Chrome or Firefox for troubleshooting.
• The tenant's email address, first and last name, phone number, and unit.
• If you use a fob, card, or PIN for that person, know which ones they hold.

If your building syncs with property management software such as Entrata, RealPage, Yardi, or RentManager, tenants may already be added and removed automatically. The manual steps below are for buildings that don't use that sync.

Add a tenant

1. Log in to the ButterflyMX OS on a computer.
2. Click Tenants in the left menu. (Some pages call this the Directory.)
3. Search first. If the person lived in the building before, or the email or phone is already in the system, their details fill in as you type. Use that profile instead of making a duplicate.
4. Click Add Tenant (top left).
5. Enter the email, first name, last name, phone number, and unit. The unit can be typed in manually if it isn't in the drop-down.
6. Set the options you need:
   • Information: choose an activation date if they aren't moving in today.
   • Presentation: choose how their name shows in the intercom directory. New tenants use the building default. You can type a different display name. You can also choose Display only on search.
   • Entry methods: methods turned on for the building are turned on for the tenant. If Door PINs are on, the system makes a six-digit PIN when you save.
7. Click Save. If the building is live and they're moving in now, they get a registration email to set up the app.

Move a tenant out

1. Open the tenant list (Tenants or Directory, depending on your dashboard).
2. Find the person and click the three dots next to their name. (In commercial buildings the menu sits under an Actions header.)
3. Choose Move Out. Some commercial buildings show Remove instead.
4. Confirm the move-out date and click Confirm. A future date means they stay active until that date. Use today's date for immediate removal.
5. Check that the profile now shows Moved Out. Refresh the page if it doesn't.
6. If they stay in the list, remove any fobs, cards, or PINs assigned to them from their profile, then try again.

Edit a tenant or move them to a new unit

To edit details: open the person from the list, click Edit, change what you need, and Save. Edit is in the actions menu, and it's also at the top right once you open the person.

To move them to another unit: open the person's profile, click the three dots, choose Move Unit, pick the new unit from the dropdown, and click Confirm. Use Move Unit instead of adding them as a new tenant.

To resend a registration email: click the three dots next to the tenant and choose Send registration email. It sends the registration email to that person again.

To change a tenant's email address: ButterflyMX says only property managers can change or approve email updates. The manager requests the change. In most cases that goes through ButterflyMX Support, or call PAX and we'll help you send it.

Commercial buildings

Commercial buildings work a little differently. In an office building, ButterflyMX describes company and business-unit setups, with a front desk contact per company, and the screens may not match the steps above. To add or delete an administrator, ButterflyMX says to contact your ButterflyMX client success manager. That's true for residential buildings too. It's ButterflyMX's client success manager, not PAX. If you don't know who your ButterflyMX contact is, call PAX.

What the vendor guide skips

The help pages tell you where to click. They don't tell you how to run turnover in a managed building.

• Tie move-out to the lease date, not the day you remember. Set the move-out date in advance when you know it, and check it on the day.
• Removing a tenant from the list doesn't remove a fob or card by itself. ButterflyMX says to remove assigned fobs, cards, and PINs. Walk through what the person held: building door fob, mailroom, garage, amenity rooms. Your access control system may be separate from the intercom.
• Shared PINs and passed-around fobs. If a unit shared a PIN with roommates, a contractor, or a dog walker, those people keep getting in after the tenant leaves. Reset what they used.
• Keep a simple turnover log: who left, who arrived, date, and what was removed. Keep records of moved-out tenants for at least 30 days, as ButterflyMX recommends.
• Do a monthly check. Compare the tenant list to your rent roll. Our monthly walkthrough guide includes a quick access check.

If you'd rather not do it yourself

If tenant turnover is eating your week, the sync with your management software isn't behaving, or the panel shows the wrong name, call PAX at (855) 440-5353 or email info@paxsecurity.com. You can also reach us through https://paxsecurity.com/contact-us.

Sources

• ButterflyMX Help Center, How to Manually Add Residents/Tenants to the ButterflyMX OS: https://help.butterflymx.com/hc/en-us/articles/35345422685460-How-to-Manually-Add-Residents-Tenants-to-the-ButterflyMX-OS
• ButterflyMX Help Center, Troubleshooting Common Issues When Adding and Managing Residents: https://help.butterflymx.com/hc/en-us/articles/44411481447188-Troubleshooting-Common-Issues-When-Adding-and-Managing-Residents
• ButterflyMX Help Center, Commercial Directory Training Guide: https://help.butterflymx.com/hc/en-us/articles/54564230767124-Commercial-Directory-Training-Guide
• ButterflyMX Help Center, How to Change Your ButterflyMX Email as a Resident: https://help.butterflymx.com/hc/en-us/articles/35345515781268-How-to-Change-Your-ButterflyMX-Email-as-a-Resident
• ButterflyMX Help Center, How to Manage Property Settings and Set Display Name Strategy as a Property Admin: https://help.butterflymx.com/hc/en-us/articles/54796627045524-How-to-Manage-Property-Settings-and-Set-Display-Name-Strategy-for-the-Property-as-a-Property-Admin
• Accessed 2026-10-31 and 2026-11-02.