Property Management System¶

Complete documentation for an enterprise-grade SaaS platform that transforms property management through unified digital workflows, real-time insights, and automated operations.

What This System Does¶

A comprehensive property management platform that connects all stakeholders (administrators, property managers, owners, tenants, maintenance staff) through unified digital workflows. Built with modern microservices architecture for scalability and maintainability.

Technology Stack¶

Streamlined Documentation Structure¶

This documentation is organized into 3 focused sections for optimal navigation and comprehensive coverage:

Requirements - What Business Stakeholders Need to Know¶

Everything business stakeholders need to understand the system's purpose, capabilities, and operational requirements.

Implementation - How Developers Build It¶

Complete technical specifications and implementation guidance for development teams.

Guides - How Everyone Uses It¶

Practical, role-specific guidance for getting started and maximizing system value.

Quick Start Paths¶

Business Stakeholders¶

Start here to understand the complete business case and operational requirements.

1. Business Overview - Vision, market strategy, and success metrics
2. User Roles & Permissions - Complete stakeholder ecosystem
3. Feature Specifications - Comprehensive system capabilities
4. Workflow Requirements - Business processes and user journeys

Developers & Technical Teams¶

Start here for complete technical implementation guidance.

1. System Architecture - Microservices design and infrastructure
2. Database Design - Complete data model and schemas
3. API Specifications - REST APIs and integration patterns
4. Development Guide - Setup, standards, and deployment
5. Security Implementation - Authentication, authorization, compliance

All Users¶

Start here for practical guidance on using the system effectively.

1. Quick Start Guide - Get started quickly based on your role
2. Business User Guide - For property managers, owners, admins
3. End User Guide - For tenants, maintenance, security staff
4. Developer Guide - For API integration and customization

Key User Roles¶

Core Capabilities¶

Multi-Tenant SaaS Platform¶

• Complete tenant isolation with organization-level data segregation
• Subscription-based pricing with feature access control
• Custom branding for each organization
• Scalable infrastructure supporting 1 to 1000+ properties

Property & Asset Management¶

• Property lifecycle management from creation to disposal
• Unit management with detailed tracking and analytics
• Staff assignment with role-based permissions
• Document management with secure storage and access

Financial Operations¶

• Automated billing with customizable rent and fee schedules
• Payment processing supporting multiple methods and gateways
• Expense tracking with categorization and approval workflows
• Financial reporting with real-time insights and analytics

Maintenance & Operations¶

• Digital work orders with priority and category management
• Vendor coordination with performance tracking
• Preventive maintenance scheduling and asset lifecycle planning
• Mobile-first interface for field staff

Communication Hub¶

• Real-time notifications across email, SMS, and push channels
• In-app messaging between stakeholders
• Announcement system for property-wide communications
• Document sharing with version control and permissions

System Architecture¶

graph TB
    subgraph "Frontend Applications"
        Web[Web Application]
        Mobile[Mobile Apps]
        Admin[Admin Portal]
    end

    subgraph "API Gateway"
        Gateway[YARP Gateway]
        Auth[Authentication]
        RateLimit[Rate Limiting]
    end

    subgraph "Microservices"
        Identity[Identity Service]
        Org[Organization Service]
        Property[Property Service]
        Finance[Financial Service]
        Maintenance[Maintenance Service]
        Communication[Communication Service]
    end

    subgraph "Data Layer"
        PostgreSQL[(PostgreSQL)]
        Redis[(Redis)]
        MessageQueue[RabbitMQ]
    end

    Web --> Gateway
    Mobile --> Gateway
    Admin --> Gateway
    Gateway --> Auth
    Gateway --> Identity
    Gateway --> Org
    Gateway --> Property
    Gateway --> Finance
    Gateway --> Maintenance
    Gateway --> Communication

    Identity --> PostgreSQL
    Org --> PostgreSQL
    Property --> PostgreSQL
    Finance --> PostgreSQL
    Maintenance --> PostgreSQL
    Communication --> PostgreSQL

    Identity --> Redis
    Org --> Redis
    Property --> Redis
    Finance --> Redis
    Maintenance --> Redis
    Communication --> Redis

Platform Support¶

• Web Application: Responsive web interface for desktop and mobile
• Mobile Applications: Native iOS and Android applications
• Admin Portal: Dedicated web interface for administrative functions

Success Metrics¶

Operational KPIs¶

• Maintenance Response Time: < 4 hours for urgent, < 24 hours for standard
• Rent Collection Rate: > 95% on-time payments
• Tenant Satisfaction: > 4.5/5 rating
• Occupancy Rate: > 95% average

Financial KPIs¶

• Revenue Growth: 15% year-over-year increase
• Cost Reduction: 30% decrease in operational expenses
• Profit Margin: > 25% net operating income
• Cash Flow: Positive monthly cash flow

User Adoption KPIs¶

• Active Users: > 80% monthly active users
• Feature Usage: > 70% adoption of core features
• Mobile Usage: > 60% of interactions via mobile
• Support Tickets: < 5% of users require support

Business Workflows¶

Core Processes¶

1. Tenant Onboarding: Application → Screening → Lease → Move-in
2. Rent Collection: Billing → Payment → Reconciliation → Reporting
3. Maintenance Management: Request → Assessment → Assignment → Completion
4. Financial Operations: Budgeting → Expense Tracking → Reporting → Analysis
5. Communication: Announcements → Notifications → Messaging → Feedback

Automation Opportunities¶

• Rent Reminders: Automated payment notifications and late fee calculations
• Maintenance Scheduling: Preventive maintenance alerts and vendor coordination
• Financial Reporting: Automated monthly statements and performance dashboards
• Communication: Bulk messaging and personalized notifications

Market Positioning¶

Target Markets¶

• India: Housing Societies, Apartment Complexes, Individual Property Owners
• Canada: Condominiums, Multi-family Properties, Commercial Real Estate

Customer Segments¶

1. Small Property Managers (1-50 units): Simple, cost-effective solution
2. Mid-Size Companies (50-500 units): Professional features with scalability
3. Large Enterprises (500+ units): Enterprise-grade capabilities with customization
4. Property Owners: Direct management tools with professional oversight

Getting Started¶

For Business Stakeholders¶

Start with the Business Overview to understand the complete business vision, then explore specific areas based on your role and interests.

For Developers¶

Begin with the Architecture Overview to understand the system design, then proceed to Development Setup to get your environment ready.