Portfolio and people

The unit register gives the team a shared name for every rentable space. A unit number and property name let a coordinator distinguish similar apartments across buildings. Unit type and area give leasing staff useful context, while the status tells them whether the space is available, reserved, occupied or being maintained. When a tenant calls, the team should identify the unit before creating work or changing an agreement.

Parties contains the people associated with the portfolio. The party type distinguishes an owner, tenant, applicant or buyer. Name, email and phone support the ordinary follow-up needed during leasing and property operations. A tenant on a lease is a linked party, so the same contact can be found from the agreement and from the receipt record.

• Units. Property Manager keeps the property name, unit number and current occupancy status clear enough for a colleague to identify the space.
• Parties. Leasing and collections use the same named tenant when they review an agreement or a received payment.
• People. Staff and contractors have a person record; assigned service requests and inspections can point to the person doing the work.

Agree how unit numbers distinguish spaces within each property and when a unit moves between available, reserved, occupied and maintenance. Establish who may correct a property name or tenant contact after it has been used on a lease. Decide how staff records correspond to user accounts, and who keeps inactive staff from receiving new assignments. The People record has an active indicator, which should be part of that review.

A manager should also decide how owner and buyer contacts are handled alongside tenants. Party type provides the distinction, while the linked lease and receipt records identify where an actual tenancy and payment sit. That keeps a general contact list from being mistaken for a list of current occupants.

Take a unit called 2B at a named property. Enter its unit details, record a tenant party, then open a lease and confirm that it points back to exactly that unit and person. From the tenant record, review the receipts attributed to the same person. From the unit, review any service requests and inspection history. Have another staff member find the space from its property name and unit number without relying on a free-text explanation.

Then mark the unit under maintenance and check how it appears in the availability list. The operational question is whether someone preparing a lease can see the current status before promising the unit to an applicant.

• Unit availability — Find available, reserved and maintenance spaces by property and unit number.
• Tenant directory — Look up a tenant’s contact details before reviewing a lease or receipt.
• My staff record — Check the person record connected to a signed-in staff member.

Follow lease review once a unit and tenant are identified. Implementation sets the unit naming and ownership rules before the first operating cycle.