Properties & units

To create a property, choose Property → Properties in the sidebar, then New Property. Only Property name is required: if it's empty, Property shows "Give this property a name." and keeps the dialog open.

• Type: Single-family, Multi-family, Apartment, Condo, Townhome, HOA community, Commercial, Mixed-use, Student housing, Senior living or Manufactured housing. New properties are Multi-family, or Commercial when the list is showing Commercial & mixed.
• Street address and City.
• Status: Draft, Active or Vacant. New properties start as Draft.

Choose Create Property. A new property has no units. Add them in bulk with Actions → Add units in the property's editor, or one at a time from Property → Units. Everything else, such as the state, size, owners and rules, is set in the editor.

A property's status is one of Active, Vacant, Maintenance, Draft, Off-market, Inactive or Archived. Set it in the editor's Settings section, or with the Actions menu: Activate, Deactivate (sets Inactive), Archive and Restore (sets Active).

Archiving asks for an optional reason. Archived properties keep their history but drop out of the figures at the top of the list, so use it for a property you sold or stopped managing rather than deleting it.

The type decides two things. Condo, Townhome and HOA community properties carry an association, which adds an Association section to the editor (you can also turn one on for other types). Commercial and Mixed-use properties appear in the list's Commercial & mixed view; every other type is residential.

The figures at the top of Properties leave out archived properties.

• Properties: how many there are, and how many are Active.
• Units: their units, and how many aren't occupied.
• Occupancy: the share of units that are Occupied or on Notice.
• Rent roll: monthly rent. For each property it's the rent on its active leases, or the market rent of its occupied units when it has no active lease.

Narrow the list with the view menu (All properties, Residential, Commercial & mixed, Associations or Archived) and the status filter, or search by name, address, city, state, ZIP code, type and portfolio. Clear resets them all.

Each row shows the property's address, status, type, portfolio, units, occupancy and rent roll. Lists show 25 rows a page; switch to 10, 50 or 100 at the bottom. Click a row to open the property.

A property's editor lists its sections on the right, in groups. Type in Search sections to find one.

• Property: Details, Construction & Systems, Units, Buildings, Amenities, Floor Plans, Photos & Media and Marketing.
• Money: Ledger (every posting tagged to the property), Banking & Accounting, Rent & Market, Rent & Payment Rules, and Leasing & Deposits.
• People: Owners, Management Agreement, Team & Contacts, Preferred Vendors, and Association for association types.
• Operations: Leases, Work Orders and Listings on the property, Maintenance Rules, Assets, Keys & Access, and Meters & Utilities.
• Risk & compliance: Insurance and Compliance.
• Files & history: Documents, Notes, Activity, Custom Fields and Settings.

Text, number and date fields save when you leave the field, and choices save as soon as you pick them. Save Changes at the top saves anything you're still typing, and reads Saved when nothing is waiting. If a save fails, Property shows "Couldn't save that change." and puts the old value back.

Activity records each change, and you can add a note to the timeline there. Custom Fields shows the fields your team defines in Settings → Custom Fields.

A property's rules (due dates, late fees and payment methods, leasing and deposit defaults, maintenance approval limits and management fees) start from your company defaults in Settings → Fees & Policies (see Fees and policies). The editor's Rent & Payment Rules, Leasing & Deposits and Maintenance Rules sections show each rule's current value and where it comes from: Inherited · Company default, or Overridden.

To change a rule for one property, choose Override beside it. That copies the company value into the property so you can edit it. The reset arrow beside an overridden rule drops the override, and the property follows the company default again. A lease can override its property's rules the same way.

The Actions menu at the top of a property's editor holds:

• Add units: creates units in bulk (see "Adding units" on this page).
• Assign owner: links an owner from People → Owners. Owner and Ownership (a percentage above 0 and up to 100) are required. Primary owner (receives statements) starts on, and Owned since starts at today. Leave Owned until blank while they still own it.
• Sync unit count: recounts the property's units and saves the number.
• Activate, Deactivate, Archive and Restore, depending on the current status.
• Duplicate and Delete.

A property has one primary owner: making someone primary takes it from the others. The Owners section adds, edits and removes ownership shares, and its Allocation meter warns when the active shares don't add up to 100%.

Duplicate makes a copy named "(copy)" that starts as Draft. Delete appears only if your role includes Delete records. Property asks you to confirm, and a deleted property can't be restored from Property. The same Duplicate and Delete are in each row's ⋯ menu on the list, along with Edit.

To add one unit, choose Property → Units, then New Unit. Only Unit label is required. Pick its Property, and optionally a Unit type, which fills in that type's bedrooms, bathrooms, size, market rent, deposit and floor plan. New units start as Vacant.

To add many at once, open a property (or a building) and choose Actions → Add units. The dialog has three steps:

1. Numbering: How many units (1 to 200, 10 to start), Start number (101 to start), an optional Label prefix and Label suffix, Increment by, Floor and, from a property, the Building. Labels are prefix, number and suffix, like A-101.
2. Specs: an optional unit type, then bedrooms and bathrooms (1 each to start), square feet, market rent, deposit and Initial status (Vacant to start).
3. Review: the labels Property will create. Choose Create Units.

Labels that already exist on the property are skipped, and the property's unit count updates to match. Adding units from a building requires the building to belong to a property first.

A unit's status is one of these:

• Occupied and Notice: someone lives there; Notice means they're leaving. Both count as occupied.
• Vacant: empty. Its ready status (Not ready, In progress or Ready) says whether it can be shown.
• Make-ready: being turned for the next resident.
• Down: offline, with a reason such as Renovation, Damage, Pest treatment, Legal hold or Code violation.
• Non-revenue: used as a model, office, storage, employee unit or guest suite.
• Draft: not set up yet.

Non-revenue units are left out of occupancy and rent roll everywhere they're added up. Most status changes come from the unit's Actions menu or from leasing and maintenance work, and you can also set the status in the editor's Revenue Status or Settings section.

The figures at the top of Units count every unit across your properties.

• Units: the total, with how many are offline or non-revenue.
• Occupancy: Occupied and Notice units as a share of revenue units.
• Vacant: Vacant and Make-ready revenue units, with the average days they've been empty.
• Market rent roll: market rent across revenue units, and the rent on their live leases each month.

The view menu offers All units, Vacant & make-ready, Occupied, Offline & non-revenue and Furnished / mid-term. Search matches the unit label, occupant, floor and property.

Each row shows the unit's property and size, its status, and either the occupant and lease end date or when it's available and how long it's been vacant. The last column shows market rent and the leased rent.

A unit's Actions menu shows what fits its status:

• Change market rent: a new rent above zero, an effective date and a reason. The change is kept in the unit's rent history under Rent & Pricing.
• Mark ready: sets the unit Vacant and Ready. Mark vacant clears the occupant; ended leases stay in its occupancy history.
• Start turn: creates a unit turn in Maintenance → Unit Turns and sets the unit to Make-ready. A turn name and target ready date are required.
• Create listing, New work order and Schedule inspection: create that record for the unit in its own area.
• Apply unit type specs: copies the unit type's bedrooms, bathrooms, deposit, size and floor plan, and its market rent if the unit has none.
• Take offline (down) and Bring back online, which returns the unit as Make-ready.
• Make non-revenue and Return to revenue, which sets it Vacant.

Units, buildings and properties keep lists of the physical things you manage. Each list has its own add button, and every entry can be edited or removed.

• Smart-lock Codes (on a unit): a label, a six-digit code Property generates (edit it if your lock needs a set code), who it's for (Lease, Showing, Vendor or Staff), valid dates and a status of Active, Expired or Revoked. An Active code past its end date shows as Expired. Property stores the code; it doesn't program the lock.
• Keys: a key tag, type, copies, who holds it and when it's due back, with a status of In office, Checked out, Lost or Retired.
• Meters: the utility, meter and account numbers, provider, last reading and who it's billed to (Tenant, Owner, RUBS allocation or Included in rent).
• Assets: appliances and equipment with brand, model, serial number, warranty and service dates, and a status of In service, Needs repair or Retired.

A unit's Access & Instructions section holds entry instructions for residents and vendors, lockbox, gate and alarm codes, and its permission-to-enter rule.

Property → Buildings holds the buildings and blocks within your properties. Choose New Building: only Building name is required. Pick its Property, a Block code, a Structure (Low-rise, Mid-rise, High-rise, Townhome, Garden, Detached or Podium) and a Status (Active, Under construction or Draft; Active to start).

A building's Actions menu has Add units, which puts the new units in that building, Mark under construction, and the same Activate, Deactivate, Archive and Restore as a property. Its editor adds Floors, for each level's use, units and area, and Inspections & Compliance for elevator, fire, boiler and other inspections.

The figures at the top count buildings (with how many are under construction), floors, units with their monthly rent roll and occupancy. Archived buildings are left out.

Property → Portfolios groups properties so you can manage and report on them together. Choose New Portfolio: only Portfolio name is required. You can add a Manager, a Region, an Accent color (Emerald to start) and a Status (Active or Draft; Active to start).

To fill a portfolio, open it and choose Actions → Add properties, select at least one property, then Add to Portfolio. A property belongs to one portfolio at a time, so adding one that's already elsewhere moves it. Remove a property with the × beside it in the portfolio's Properties section.

A portfolio's Overview rolls up figures across its properties, and its editor adds Targets & Reporting, plus the owners and work orders across its properties. The list's figures count portfolios and regions, properties assigned to a portfolio, occupancy and monthly rent roll.

Floor plans and unit types are reusable templates you link to units. A floor plan is a layout with its drawing; a unit type is a set of specs and pricing. For both, choose New Floor Plan or New Unit Type, and only the name is required.

• Floor Plans: upload the drawing (an image or a PDF) under Plan File, and set pricing, features and marketing copy. Starting rent left blank uses the lowest rent among its units. Linked shows the units and properties using the plan. Statuses are Active, Draft and Archived. The views include With availability and Missing drawing.
• Unit Types: layout, market rent and range, deposit, features, default charges and amenities. Statuses are Active, Inactive and Draft. The views include With availability and No units.

To reprice every unit of a type, choose Actions → Push rent to units in the unit type, pick Vacant & make-ready units only or All assigned units, and finish. Each unit's market rent changes to the type's rent and the change goes into its rent history. The type needs a market rent first.

Property → Amenities is your library of amenities, attached to properties and units. Choose New Amenity: only Amenity name is required. Categories are Community, Unit, Building, Outdoor, Fitness, Parking, Security, Utilities and Accessibility. Statuses are Active, Temporarily closed, Inactive and Draft.

To take reservations, choose Actions → Enable booking, then set Booking Rules: whether it Requires staff approval, how many bookings can overlap, slot length, the longest booking, how far ahead and with how much notice, bookings per resident a month, fees, deposits, guests and open hours for each weekday.

You record reservations for residents with New Reservation in the amenity's Reservations section. Resident name, date, start and end are required, and Property checks the booking rules, closures and overlapping bookings before saving. With approval required, a reservation starts as Requested until you choose Approve or Decline; otherwise it's Approved straight away. Cancel cancels an upcoming approved booking.

Close temporarily asks for a reason and date, marks the amenity closed and blocks that date. Reopen sets it Active again.

To see every booking in one place, switch Amenities from Library to Calendar at the top of the screen. The calendar shows a month at a time, with arrows to move between months. Show Everything, only Reservations or only Events.

The figures at the top count approved bookings this month, requests awaiting approval, events scheduled this month and booking fees. Approve or decline requests from the calendar too.

New Reservation books any bookable amenity that isn't Inactive. New Event adds a community event: Event name, Date, Starts and Ends are required, and you can add a location, an amenity, a property, a capacity and a description.

Every property, unit, building, floor plan and unit type has a Photos & Media section. Upload images there, set one as the cover with the star, or delete one with the trash icon. Property compresses each uploaded image, aiming for 500 KB or less and at most 2,000 pixels on a side.

Property → Media Library holds all of these together, plus files you add on their own. Choose New Media: only Asset name is required. Pick a Kind (Photo, Video, 360° tour, Floor plan or Document; Photo to start) and a Status (Published, Draft or Archived; Published to start). Then in its editor:

• File: upload or replace the file.
• Details: alt text, caption, tags and display order (lower shows first).
• Placement: attach it to a property, unit or building, or leave it Unassigned (library).
• Usage, Publishing and Rights & Licensing: where it appears, its status, channels and dates, and its ownership and license.

The views include Unassigned and Missing alt text, and the figures count assets, unassigned assets, photos missing alt text and the library's total size.