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- Property Management System
- Who it's for
- Multifamily properties
Multifamily properties
In a multifamily portfolio, the unit number alone may be repeated at several properties. Pairing it with the property name helps staff select the right agreement, tenant and inspection. The unit status gives leasing and maintenance a common signal when a space is occupied, reserved or under work.
How Property Management System is set up for you
Property identity
Use property name and unit number together whenever a lease, request or inspection is opened.
Resident context
Link the current tenant party through the lease instead of repeating contact details in every work record.
Assigned work
Put the unit issue, requester and assigned person on the service request so the team knows who owns the next action.
Lease dates
Review starts and ends in the term schedule while tracking notice and ended agreements separately.
In a multifamily portfolio, the unit number alone may be repeated at several properties. Pairing it with the property name helps staff select the right agreement, tenant and inspection. The unit status gives leasing and maintenance a common signal when a space is occupied, reserved or under work.
Choose one building with several units and enter their current statuses. Bring over the active leases and tenant parties, then ask a second staff member to find a particular apartment from the property name and number. Open a service request from a tenant report, assign it to a person in the staff register and follow it through completion. Add an inspection for the same unit and review its condition and evidence alongside the repair record.
A larger portfolio makes naming discipline important. Agree a convention for property names, unit numbers and lease numbers before import. Then review how the team handles an incorrectly selected unit. The correction must leave people able to tell which agreement or observation belonged to which physical space.
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.
- 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.