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- Property Management System
- Data model
The tables behind Property Management System
Property Management System ships with 11 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 11
- Features
- 6
- Change it
- Add fields and tables in Proto
How the model is organised
Portfolio and people
Units identifies rentable spaces, Parties identifies tenants and other contacts, and People identifies staff and contractors through Users.
Leasing
Leases joins a tenant party to a unit with dates, rent, deposit and lifecycle status.
Collections
Charges joins a billed period to a lease. Receipts joins money received to a tenant. Receipt allocations joins receipt amounts to charges.
Property work
Service requests links a unit, requester and assigned person. Tenant maintenance links a reported issue to a lease. Property inspections links dated condition and evidence to a unit and inspector.
Every table, by feature
- Portfolio and people4
- Leases and occupancy4
- Charges and receipts5
- Service requests4
- Tenant maintenance5
- Property inspections4
- Units
Rentable units across managed properties
- Parties
Owners, tenants, applicants and buyers associated with the portfolio
- People
Staff and contractors who perform property operations work
Linked to Users - Users
Users
Linked to Users
- Leases
Lease agreements linking a tenant to a unit with terms and status
Linked to Units, Parties - Units
Rentable units across managed properties
- Parties
Owners, tenants, applicants and buyers associated with the portfolio
- Charges
Period charges billed against a lease
Linked to Leases
- Charges
Period charges billed against a lease
Linked to Leases - Receipts
Payments received from tenants
Linked to Parties - Receipt allocations
Application of receipt amounts against specific charges
Linked to Receipts, Charges - Leases
Lease agreements linking a tenant to a unit with terms and status
Linked to Units, Parties - Parties
Owners, tenants, applicants and buyers associated with the portfolio
- Service requests
Unit service requests raised by tenants and assigned to staff
Linked to Units, Parties, People - Units
Rentable units across managed properties
- Parties
Owners, tenants, applicants and buyers associated with the portfolio
- People
Staff and contractors who perform property operations work
Linked to Users
- Tenant maintenance
Tenant-reported maintenance issues tracked through repair to resolution
Linked to Leases - Leases
Lease agreements linking a tenant to a unit with terms and status
Linked to Units, Parties - Units
Rentable units across managed properties
- Parties
Owners, tenants, applicants and buyers associated with the portfolio
- Service requests
Unit service requests raised by tenants and assigned to staff
Linked to Units, Parties, People
- Property inspections
Unit condition inspections with inspector attribution and evidence
Linked to Units, People - Units
Rentable units across managed properties
- People
Staff and contractors who perform property operations work
Linked to Users - Service requests
Unit service requests raised by tenants and assigned to staff
Linked to Units, Parties, People
Keys and references
A lease uses Unit and Tenant references. Each charge references its lease; each receipt references its tenant party. An allocation references both the receipt and the charge. A service request references the unit, requesting party and assigned person. A tenant maintenance item references a lease, while an inspection references a unit and inspector. Keep these links intact during import so a report can be traced back to the source record.
Migration order
- Identity. Prepare Users, People and Parties so staff and tenant references resolve.
- Spaces. Import Units with property name, unit number and status.
- Agreements. Import Leases after the unit and tenant party exist.
- Collections. Bring in Charges and Receipts, then their receipt allocations once both sides are identifiable.
- Property work. Add service requests, tenant maintenance and property inspections with their linked units, leases and people.
- Review. Follow sample records in both directions and correct links before the team relies on the reports.
Set up Property Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.