Your Complete
Move-In Guide

Everything you need to know before July 19.

Overview

Everything you need to know before your lease starts on August 1.

🔑

August 1 is key pickup dayEveryone is required to pick up their key on August 1 or arrange for someone to pick it up on their behalf. You do NOT have to physically move in on August 1. You just need to pick up your key and complete your Inventory & Condition Form through RentCheck within 72 hours.

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Complete your Inventory & Condition Form through RentCheck within 72 hours of key pickup You'll receive your invitation the morning of August 1. Download the app in advance, walk through your unit, and submit photos of any pre-existing conditions within 72 hours of picking up your key.

✈️

On vacation or studying abroad?You don't have to change your summer plans. Just arrange for a roommate or family member to pick up your key and complete the Inventory & Condition Form through RentCheck on your behalf. You can authorize anyone you trust like a parent, a sibling, or a roommate who's already coming in on August 1.

Who Is This Guide For?

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Moving into a fully vacant homeAll roommates are new and the entire unit has been turned over. The Before You Arrive, Key Pickup Day, and Checklist tabs cover everything you need.

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Moving into a home with existing roommatesSome roommates are staying from last year and you are filling a vacated bedroom. See the Moving Into a Partial tab. There are some important differences in what to expect.

Key Dates & Timeline

Date	What's happening
Before July 15	To guarantee you receive a Fast-Pass for key pickup, you must pay your first month's rent, fees, and security deposit (or set up an Obligo account), complete your Pet Screening profile, and set up your Property Meld account. Download the RentCheck app.
Before August 1	Sign up for your key pickup time slot (we'll send you the sign-up link the week before August 1). Coordinate with your future roommates about what to bring and expectations for shared spaces. Arrange for a proxy to pick up your key if you can't be there in person.
August 1	Keys must be picked up by you or your authorized proxy at The Harbor leasing office (3695 General Pkwy). Bring a photo ID. If sending a proxy, you'll need to email or text the leasing office their name and they'll also need to show a photo ID.
Within 72 hours of August 1	Complete your Inventory & Condition Form through RentCheck. Walk through every room, photograph all pre-existing conditions, and submit. Anything not documented may be your responsibility at move-out. Submit all maintenance requests via Property Meld.
Ongoing	Submit all maintenance requests via Property Meld. Pay rent through your AppFolio tenant portal by the 1st of each month.

Before You Arrive

Everything you need to take care of before picking up your key on August 1.

⏰

Residents who complete all of the following tasks before July 15 will qualify for Fast Pass Key Pickup They get to enter a shorter queue on Key Pickup Day. Last year, the average Fast Pass wait time was less than 5 minutes.

Financial & Admin

Pay your first month's rent + fees

First month's rent
Resident Benefits Package fee ($35.95/month)
Annual utility service fee ($60/year)
One-time admin fee ($150)

If you haven't received resident portal access or a welcome email by July 6, contact the leasing office at leasing@arenagrp.com.

Pay your security deposit or set up an Obligo account

You have two options for a security deposit:

Traditional security deposit: 1.5x your monthly rent, paid upfront through your AppFolio resident portal.
Obligo (deposit alternative): 12-30% of your deposit amount, charged annually. Sign up directly through your AppFolio resident portal. Either way, you're responsible for returning your unit in the same condition you received it.

Complete your Pet Screening profile

Every resident (whether you have a pet or not) is required to complete a Pet Screening profile at arenagroup.petscreening.com. If you're bringing a pet, you'll also need to sign a Pet Agreement and pay the one-time pet fee ($325) before move-in day.

Download the RentCheck app before August 1

Your Inventory & Condition Form invitation will be sent the morning of August 1. Download the RentCheck app on your phone before then so you're ready to go the moment you pick up your key. The app guides you through photographing each room and any pre-existing conditions. You have 72 hours from key pickup to complete and submit it.

Set up Property Meld account

Watch for an invitation email with account setup instructions. If you haven't received it by July 15, contact the leasing office at theharbor@arenagrp.com.

Sign Up for Your August 1 Check-In Time

You'll receive an email invitation from us the week before August 1 with a link to sign up for a key pickup time slot. Please sign up in advance. This helps us keep lines short and moving on a busy day.

✅

Can't be there in person?You can authorize a roommate, parent, or other trusted person to pick up your key on your behalf. They'll need to bring their own photo ID and we will need written permission from you ahead of time authorizing them to pick up your key. Email the leasing office in advance if you're sending a proxy.

⚠️

Moving in late?If you absolutely cannot arrange for someone to pick up your key on August 1, contact us to discuss your situation. Please note: if your key isn't picked up on August 1 and your Inventory & Condition Form through RentCheck isn't completed within 72 hours, we cannot guarantee the condition of your home will be exactly as we left it, particularly in common areas shared with roommates who have already moved in.

Coordinate With Your Future Roommates

Before move-in day, reach out to your roommates. If you don't have their contact info, the leasing office can help connect you. A quick conversation ahead of time makes move-in day much smoother. Things worth sorting out in advance:

Which bedroom you're each taking
What shared items you each plan to bring
Expectations for shared spaces (cleaning, guests, noise)
Move-in timing so you're not all trying to carry boxes through the front door at once

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Need your roommates' contact info?Email theharbor@arenagrp.com and we'll connect you.

Key Pickup Day

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Key pickup is required on August 1August 1 is mandatory key pickup day for all residents. You are not required to move your belongings in on August 1, but your key must be picked up, and your Inventory & Condition Form through RentCheck must be completed within 72 hours. The earlier you complete your inspection, the sooner any issues in your home can be addressed by our team of maintenance and cleaning vendors.

Picking Up Your Key

Leasing office — 3695 General Pkwy

Come at your scheduled check-in time

Bring your photo ID. If you completed all to-dos ahead of time, all we'll need to do is verify your identity and hand you your key. If not, you will have to complete those tasks on the spot with a member of our team which will be a significantly longer process.

Sending a proxy?

Authorize someone to pick up your key for you

If you can't be there in person, a trusted person (roommate, parent, family member) can pick up your key on your behalf. They need to bring their own photo ID and we will need written authorization from you ahead of time. Email leasing@arenagrp.com in advance to arrange this.

Keys included

What you'll receive

Your unit's key fob and your parking permit.

Within 72 hours of key pickup

Complete your Inventory & Condition Form through RentCheck

Open the RentCheck app, walk through every room, photograph all pre-existing conditions, and submit. Anything not documented may be considered your responsibility at move-out. Submit work orders through Property Meld.

Why August 1 Key Pickup Matters for Everyone

In previous years, one roommate would move in on August 1 while another didn't arrive until late August. In that time, the roommate who moved in early had access to the entire home (including vacant bedrooms and common areas) for weeks before their roommates arrived. When the other roommates finally moved in, they sometimes found damage in their bedroom or common areas that happened after we had completed our turn of their room.

By having everyone pick up their key and complete their Inventory & Condition Form through RentCheck on August 1, we ensure that the condition of every bedroom and common area is documented at the same point in time. If anything needs attention, we find out immediately and our team can fix it while our vendors are still available.

Inventory & Condition Form through RentCheck — What You Need to Know

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It's an appYou'll receive your Inventory & Condition Form invitation the morning of August 1. Download the app and have it ready on your phone before then. The app guides you room by room, gives you examples of what to look for, and lets you take photos within the inspection.

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It protects youYour RentCheck submission creates a timestamped, photographic record of your unit's condition on the day you moved in. If there's pre-existing damage, document it in the app. When you move out, this is the reference point for any charges to your security deposit.

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The 72-hour window is a hard deadlineOnce 72 hours from key pickup passes, the window closes. Anything not documented is assumed to have occurred during your tenancy. Do your walkthrough as soon as possible after getting your key.

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How to use it wellGo room by room. Photograph every wall, the floor, inside closets, all appliances, fixtures, and any damage you notice, even if it seems minor. The more thorough you are, the better protected you are.

Submit Maintenance Requests After Your Inventory & Condition Form

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Your Inventory & Condition Form through RentCheck is for documentation. Property Meld is for Maintenance Requests.These are two separate steps, and you may need to do both. Completing your Inventory & Condition Form does not automatically create a work order or alert our team that something needs attention. If something in your home needs to be repaired or cleaned, please submit a work order separately through Property Meld.

✅

Not everything needs a work orderIf you notice minor cosmetic wear that you're fine living with, then you don't need to submit a work order. Just document it in your Inventory & Condition Form through RentCheck and you won't be charged for it at move-out. Work orders are for things you want our team to fix.

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We'll triage by urgency, not by who submitted firstWith hundrerds of residents moving in at the same time, we will prioritize work orders by how urgent they are, not by submission time. A broken air conditioner in a Texas summer will always be addressed before a broken ice machine. Active leaks and AC issues that affect habitability will come before cosmetic repairs or minor appliance issues. Please give our team grace and patience as we work through the most pressing needs first.

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We're thorough, but we're not perfectWe're turning over hundreds of bedrooms during a very short window. We do our best to catch everything, but some things will get missed. If your home isn't quite right when you arrive, please let us know right away. We want you starting your semester in a home you're happy with!

Setting Up Your Home — First Week To-Do List

Your Cove Membership

Your lease includes an exclusive membership to The Cove at BearX. Enjoy surfing, floating in the lazy river, tanning, and bring up to two guests for free every time. Head to The Cove with your ID to activate your membership.
Hours: Mon–Wed closed | Thu–Fri: 2–8pm | Sat–Sun: 12–8pm

Stay connected

Follow The Harbor on Instagram for community announcements, resident event info, and giveaways.

Move-In Checklist

Check off each item as you complete it.

Progress0 / 15 complete

⏰ Before August 1

✓
First month's rent + all fees paid through AppFolio portal
✓
Security deposit paid or Obligo account set up through your AppFolio portal
✓
Pet Screening profile completed at arenagroup.petscreening.com (required for all residents, even without a pet)
✓
Property Meld account set up. Watch for an invitation email with setup instructions.
✓
RentCheck app downloaded
✓
Check-in time slot reserved for August 1
✓
Reached out to roommates to coordinate move-in timing and shared items

🔑 August 1 — Key Pickup Day

✓
Photo ID brought to leasing office (3695 General Pkwy) at scheduled check-in time or proxy sent with their ID + your written authorization emailed to theharbor@arenagrp.com ahead of time.
✓
Inventory & Condition Form through RentCheck completed within 72 hours of key pickup
✓
Work orders (if any) submitted through Property Meld for anything that needs attention

📋 Admin — First Week

✓
Damage Liability insurance confirmed — either enrolled via RBP or own policy submitted at insurance.residentforms.com
✓
Signed up with Piñata for Resident Rewards, credit building, and identity protection — link coming soon

🌐 Setup — First Week

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Thermostat set to auto — do not turn off when leaving
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Cove membership activated — bring ID to 350 Deacon Dr. W.

📱 Stay Connected

✓
Follow @theharborbcs on Instagram

Moving Into a "Partial"

Here's what to expect.

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What is a partial move-in?A partial move-in happens when one or more roommates from last year renewed their lease to stay in the home. In other words, you'll be moving into a home that already has people living in it.

What We've Done Before You Arrive

Before you move in, our team has:

Inspected, cleaned, and repaired any damage in your bedroom
Assessed the condition of common areas
Communicated to your roommates already in the home that common areas should be clean and clear for your arrival

⚠️

Common areas may not be perfectYour bedroom will be move-in ready. However, common areas (the kitchen, living room, stairwell) are still being used by residents who already live there. There may be some minor wear, existing decor, or belongings from your roommates.

Communicate With Your Roommates Before You Move In

The most important thing you can do before move-in day is connect with the roommates who already live in your unit. A quick conversation before you arrive prevents frustration on the day of. Things worth covering:

What to bring — ask what's already in the common areas (decor, small appliances, kitchen supplies) so you don't duplicate things or end up without essentials
Move-in timing — let them know when you're arriving so they can make room in common areas and help if needed
Shared space expectations — cleaning routines, quiet hours, guests, etc. It's better to surface these conversations early than after tension builds

💬

Need your roommates' contact info?Email theharbor@arenagrp.com and we'll connect you before move-in day.

Your Inventory & Condition Form through RentCheck Is Especially Important

Because you're moving into a home that's been lived in, your Inventory & Condition Form through RentCheck needs to be very thorough. Open the app, walk through your room and all common areas and photograph anything that isn't in move-in-ready condition. This includes:

Sheetrock damage on common area walls
Existing damage to appliances or fixtures
Any condition in your bedroom that doesn't meet move-in-ready standards

🛡️

Document pre-existing damageAnything you photograph and submit in your Inventory & Condition Form through RentCheck within 72 hours of move-in will not be charged to you at move-out, as long as it's pre-existing damage you didn't cause.

If Something Isn't Right With Your Bedroom

Your bedroom should be clean, repaired, and move-in ready when you arrive. If it isn't, do the following:

Document it in your Inventory & Condition Form through RentCheck immediately
Submit a work order through Property Meld so our maintenance team can address it

We want you to move into a home you're excited about. If something falls short, tell us right away.

Frequently Asked Questions

The questions we hear most from new residents.

Key Pickup & August 1

Yes. Everyone is required to have their key picked up on August 1 — either by you in person or by someone you authorize in writing ahead of time. You are not required to physically move your belongings in on August 1. You just need your key picked up and your Inventory & Condition Form through RentCheck completed within 72 hours.

You don't have to change your summer plans. Just arrange for a trusted person (a roommate, parent, or family member) to pick up your key and complete the Inventory & Condition Form through RentCheck on your behalf. They'll need to bring their own photo ID and we will need a written note from you authorizing the pickup. Email theharbor@arenagrp.com in advance to let us know who to expect.

Contact the leasing office as soon as possible to discuss your situation. Please understand that if your key isn't picked up on August 1 and your Inventory & Condition Form through RentCheck isn't completed within 72 hours, we cannot guarantee the condition of your home will be exactly as we left it, particularly in common areas shared with roommates who have moved in. We strongly encourage arranging a proxy rather than completing your inspection late.

In previous years, one roommate would move in on August 1 while another didn't arrive until late August. In that time, the roommate who moved in early had access to vacant bedrooms and common areas for weeks. When the other roommates finally arrived, they sometimes found damage in their room or common areas that occurred after our team had completed the turn. By having everyone pick up their key and complete their Inventory & Condition Form through RentCheck at the same time, every space is documented simultaneously. Any issues can be addressed immediately while our vendors are on-site on August 1.

You'll receive an email invitation the week before August 1 with a link to schedule your check-in time slot. If you're sending a proxy, they can come at your scheduled time. Just let us know in advance.

A valid photo ID. If you're sending a proxy, they need their own photo ID and written authorization from you. Make sure all required payments are completed before you come in (see the "Before You Arrive" tab for details).

The Inventory & Condition Form is the most important document you sign besides your lease. It's a digital inspection completed through the RentCheck app that creates a timestamped, photographic record of your unit's condition when you moved in. Your Inventory & Condition Form invitation will be sent the morning of August 1. After picking up your key, walk through every room using the RentCheck app, photograph every wall, floor, appliance, and any pre-existing conditions, and submit within 72 hours. The 72-hour window is a hard deadline. Anything not documented may be considered your responsibility at move-out.

Payments & Deposits

Pay through your AppFolio resident portal. Rent is due by the 1st of each month.

Yes. You can use Flex to split your rent into two payments. Sign up, connect a payment method, choose your schedule, and Flex pays your rent in full to the property. You pay Flex back later in the month.

Obligo is an alternative to paying a traditional security deposit upfront. Instead of paying 1.5x your rent in cash, you pay 12-30% of that amount annually. Obligo is fully integrated with AppFolio — sign up directly through your AppFolio resident portal. Either way, you're responsible for returning your unit in the condition you received it. If there are charges after move-out, Obligo covers them on your behalf and collects from you.

Setup & Utilities

Head to The Cove any time during their business hours with your photo ID to activate your membership. Hours: Mon–Wed Closed | Thu–Fri 2–8pm | Sat–Sun 12–8pm.

You'll receive an email invitation with instructions on how to create your account after August 1. If you haven't received your invitation by August 15, contact the leasing office at theharbor@arenagrp.com.

Your Unit

Your unit comes fully furnished. Here's what's included:

Living area: couch, chair, end table, coffee table, barstools, media console, and a 65" Smart TV mounted to the wall.

Kitchen: stainless-steel double-door refrigerator, oven/stove, microwave, dishwasher, washing machine, and dryer.

Conroe floor plans: dining table and four dining room chairs.

Bedroom: full-size bed frame, premium memory foam mattress, desk, desk chair, and a small chest of drawers.

Letters: All paper mail is held at the leasing office. Stop by the office periodically to check with our staff if you have any letters, similar to how you'd check a traditional mailbox.

Packages: We use Parcel Pending, which automatically sends you a text message as soon as a package arrives for you.

Maintenance & Policies

Submit maintenance requests through Property Meld. For after-hours emergencies, call (979) 243-5124.

Yes. Insurance is required, but it's included in your Resident Benefits Package ($35.95/month). You're automatically enrolled in a policy from an A-rated carrier with $100,000 liability coverage. If you'd prefer your own policy, submit proof of coverage at insurance.residentforms.com and your RBP fee will be adjusted to $32.95.

Yes. All residents are required to complete a Pet Screening profile at arenagroup.petscreening.com regardless of whether you have a pet. If you are bringing a pet, you'll also need to sign a Pet Agreement and pay the pet fee ($325 one-time + $25/month) before move-in day.

The Harbor uses a trash valet service that picks up your trash right outside your unit's door every evening. To take advantage of this amenity, please follow these rules:

Place your trash in the provided container outside your door between 3–5pm. Collection starts promptly at 5pm — trash placed out after this time may be missed.
Always place tied trash bags in your container. No loose trash — this protects the hallways from spills, stains, and critters.
Do not overfill bags. They must be transportable without ripping or leaking.
Use blue bags for recycling only.
Always break down all cardboard boxes before placing them out.
Bring your trash container back inside your unit by 9am the next morning.