Portfolio and parties

Property Manager needs a recognizable unit and an existing tenant or buyer before preparing an agreement. Keep the property name with the unit number so neighboring spaces are easy to distinguish. Unit type and floor area give the team useful context when reviewing a lease or a reservation. Stable record links keep the agreement attached to the intended space when a display label changes.

The unit’s status shows its current operating position. Available, Reserved, Occupied and Maintenance help the manager direct attention. Read that position alongside the actual lease dates and buyer bookings before discussing a new commitment. A future agreement and a maintenance issue can both matter to the next decision about the same unit.

• Unit identity. Property Manager checks the property and unit labels against the source register. Preserve the existing identity during corrections so leases, service work and buyer reservations still lead to the same space.
• Party identity. Check the person’s or organization’s name with available contact details before adding a record. Owner, Tenant, Applicant and Buyer distinguish the capacity used in the property operation. Agree how the team will handle a party with more than one business relationship.
• Agreement context. Property Coordinator reads the unit and party information while capturing operational work. Property Manager checks existing lease terms and booking outcomes before changing the unit’s position or preparing another agreement.

Agree how the source register distinguishes properties with similar names and units with the same number. Choose a consistent label that the operating team can recognize. Import references through stable source identities, then compare the linked unit on an actual lease with the original register before accepting the migration.

Agree who corrects party contact details and how the team checks an existing tenant before creating another identity. Property Manager manages these records. Property Coordinator reads their context when capturing service requests and bookings. Ask Finance Officer to review the tenant identity used on a receipt so collection work follows the same party as the agreement.

Use an illustrative unit, B-204 at Riverside Court, and a tenant already in the party register. Property Manager selects the existing unit and tenant for a draft lease. Compare the selected space and the agreed dates with the source agreement. Correct a display label, then confirm that the draft still points to the same records.

Next, Property Coordinator raises a service issue for B-204 and reviews a buyer reservation involving that unit. Ask Property Manager to explain the current unit position from the linked work. The handoff is ready when the team can identify the space, find the relevant agreement and name the person responsible for the next decision. Reconcile any duplicate identities before adding further transactions.

• Unit Availability Board — Compare units by property and their current availability or maintenance position.
• Tenant Directory — Find the existing tenant and contact details before preparing an agreement or receipt.

Continue to lease review and activation. Use the data model to reconcile the reference links during import.