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- Property Management System
- Who it's for
- Mixed-use portfolios
Mixed-use portfolios
A portfolio can contain units with different types and sizes while the team still needs the same basic controls: a named space, a linked tenant, dated lease terms, billed charges and accountable service work. The unit type and area give staff context; the lease supplies the actual rent and deposit for each agreement.
How Property Management System is set up for you
Unit context
Record the property, unit type and area so a manager can distinguish spaces before making an occupancy decision.
Agreement review
Check the tenant, unit, dates and rent on each lease instead of assuming every unit follows the same terms.
Charge types
Use rent, utility, service or adjustment on the charge record and keep each amount attached to its lease.
Property work
Route unit service requests to named people and retain dated inspections when condition matters.
A portfolio can contain units with different types and sizes while the team still needs the same basic controls: a named space, a linked tenant, dated lease terms, billed charges and accountable service work. The unit type and area give staff context; the lease supplies the actual rent and deposit for each agreement.
Start with representative units of different types in one property. Enter an agreement for each and review their terms separately. Prepare a rent charge for one unit and a service charge for another, then receive and allocate a tenant payment to the intended charge. Have a reviewer inspect the lease, charge and allocation chain, including the covered dates.
Next, record an inspection and an assigned service request on one of the units. The manager should be able to tell which unit the observation describes, which person inspected it and who is handling the issue. Establish naming and permission rules before widening the portfolio, especially where the same staff work across several properties.
Features to start with
Roles on the team
- Property Manager
- Oversees occupancy, leasing, collections and open property work.
- Lease Reviewer
- Checks the tenant, unit and terms before a lease is made active.
- Collections Officer
- Records tenant payments and applies them to charges.
- Property Coordinator
- Receives tenant issues and arranges work against the right lease or unit.
Set up Property Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.