HMO management software for landlords who run their own shared houses
Gaffy treats each HMO as one property: a repair link every tenant in the house can use, plus a separate link for each room if you want a report to name the room, a maintenance inbox that keeps every report with photos and outcomes, and a document vault that flags gas safety, EICR and EPC expiry dates and stores your licence, fire safety records and inspection reports. It costs £12 a month for up to 5 properties, plus £4 a month for each additional property, priced by property rather than by room. Gaffy doesn't collect or track rent; for per-room rent, pair it with an accounting tool such as Hammock or Landlord Vision, both of which list HMO support [1][2].
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HMO management software has to cope with more of everything: more tenants reporting more repairs, more certificates, and a licence with conditions you have to prove you're meeting. If you self-manage a house in multiple occupation, the paperwork is the part that catches people out. Gaffy is built for the repair and paperwork side of running an HMO.
What makes HMO management different
In England, a property is a house in multiple occupation if at least 3 tenants live there, forming more than 1 household, and share toilet, bathroom or kitchen facilities [3]. A large HMO, with 5 or more tenants forming more than 1 household, needs a mandatory licence from the council [3]. Depending on the area, your council may require a licence for smaller HMOs too [3].
That brings duties on top of the usual landlord ones. The Management of Houses in Multiple Occupation (England) Regulations 2006 require the manager to keep fire escapes clear, maintain fire safety measures, keep common parts and installations in good repair, and display contact details in the property [4]. Licence conditions add more. GOV.UK lists standard conditions such as sending the council an updated gas safety certificate every year and installing and maintaining smoke alarms, and the council can add its own [3]. Renting out an unlicensed HMO can lead to an unlimited fine [3].
The HMO jobs software should handle
| Job | Why it matters in an HMO | Gaffy |
|---|---|---|
| Tenant repair reports | More tenants means more reports, often about shared areas | One repair link for the house; reports with photos |
| Tracking every open job | Shared kitchens and bathrooms wear faster | Maintenance inbox with status and outcome |
| Gas safety, EICR, EPC | Same duties as any let, on a busier property [5][6] | Vault with expiry flags |
| Fire safety records | Alarm tests and fire door checks are often licence conditions | Store records and reports in the vault |
| Licence documents | Licences usually run up to 5 years and have conditions [3] | Store the licence and conditions in the vault |
| Contractor contacts | You'll call trades more often | Contacts next to each property |
| Per-room rent | Several tenancies on one property | Not in Gaffy; use an accounting tool [1][2] |
| Inventory and photos | Rooms turn over more often | Room-by-room inventory; move-in and move-out photos |
HMO management software pricing: why per property matters
Many landlord apps price by tenancy. In an HMO with 6 rooms let separately, that can count as 6. Landlord Vision, for example, counts each tenancy you create, though a joint tenancy counts as one [2]. Hammock prices by property [1].
Gaffy prices by property too. A 6-bed HMO counts as one property, so up to 5 HMOs cost £12 a month in total. Each property after the fifth is £4 a month.
How Gaffy works in a shared house
A link for the house, and one per room if you want it. Send the property's repair link to each tenant, or add a room and send that room's link. Put it in the welcome pack and on the notice you display with your contact details. Whoever spots the problem reports it.
One inbox. Reports about the shared kitchen, a bedroom door or a fire alarm all land in one list, with photos and a timestamp, so you can see what's open across every house.
A vault for the paperwork. Upload the gas safety record, EICR and EPC with expiry dates and Gaffy flags anything expiring. Keep the HMO licence, fire risk assessment, alarm test logs and inspection reports alongside them, so you can produce them if the council asks.
Turnover evidence. Rooms turn over more often in HMOs. A room-by-room inventory and dated move-in and move-out photos help if a deposit is disputed.
If you've got several houses and little time, tell us about them and we'll set them up in Gaffy for you.
What Gaffy doesn't do for HMOs
- No rent collection or per-room rent tracking.
- No tenant referencing.
- No fire risk assessments. We store them; a competent person carries them out.
- No licence applications. Apply to your council.
Managing an HMO yourself: a short checklist
- Check whether your property needs a licence, mandatory or additional [3].
- Read your licence conditions and set reminders for anything recurring.
- Get a gas safety check every 12 months [5] and an EICR at least every 5 years [6].
- Keep fire escapes clear and fire safety measures maintained [4].
- Display your name, address and phone number in the property [4].
- Give every tenant a simple way to report repairs, and keep the record.
For more detail, see our HMO paperwork guide and your council's page in our licensing hub.
HMO repairs: shared areas
Reports about shared kitchens, bathrooms and hallways are easy to lose because no single tenant owns them. The property link, and any room links you add, all land in one list.
Getting started
Add each house, upload its certificates and licence, and send the repair link to every tenant.
People also ask
What is the best HMO management software?
It depends on the job. For per-room rent and accounts, Hammock and Landlord Vision both list HMO support [1][2]. For repairs, certificates and licence paperwork, Gaffy is built for self-managing landlords.
Do I need a licence for my HMO?
If 5 or more people forming more than 1 household live there, you need a mandatory licence in England. Your council may also require one for smaller HMOs [3].
How much does HMO management software cost?
Published prices vary by provider and by whether they count tenancies or properties. Gaffy is £12 a month for up to 5 properties, whatever the number of rooms.
Can I manage an HMO without an agent?
Yes. Many landlords do. You'll need to keep on top of licence conditions, safety checks and repairs yourself.
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FAQ
Can each HMO tenant use the repair link?
Yes. The property link works for every tenant in the house. You can also add a link for each room, so the report names the room.
Do tenants need an account?
No.
Is VAT added?
No.
Sources
- Hammock pricing (ww.usehammock.com/pricing (checked 22 October 2026)
- Landlord Vision pricing and FAQ (ww.landlordvision.co.uk/pricing/ (checked 22 October 2026)
- GOV.UK, House in multiple occupation licence (ww.gov.uk/house-in-multiple-occupation-licence)
- The Management of Houses in Multiple Occupation (England) Regulations 2006 (ww.legislation.gov.uk/uksi/2006/372/contents/made)
- HSE, Gas safety FAQs for landlords (ww.hse.gov.uk/gas/domestic/faqlandlord.htm)
- GOV.UK, Electrical safety standards in the private rented sector (ww.gov.uk/government/publications/electrical-safety-standards-in-the-private-rented-sector-guidance-for-landlords-tenants-and-local-authorities)