Quick Start Guide¶

Get started quickly - Essential setup and first steps for all users of the Property Management System.

Getting Started by Role¶

Business Users (Property Owners, Managers, Admins)¶

Perfect for those who manage properties and need comprehensive operational tools.

What you'll get: - Complete property portfolio management - Financial tracking and reporting - Tenant relationship management - Maintenance coordination - Performance analytics and insights

Quick Start: 1. Account Setup - Get your organization configured 2. Property Setup - Add your first property 3. Team Setup - Invite staff and assign roles 4. Financial Setup - Configure rent and fee structures

End Users (Tenants, Maintenance, Security Staff)¶

Perfect for day-to-day users who need simple, efficient tools for their specific tasks.

What you'll get: - Role-specific mobile-optimized interface - Task-focused workflows - Real-time communication - Self-service capabilities

Quick Start: 1. Account Activation - Activate your user account 2. Mobile App Setup - Download and configure mobile app 3. Profile Setup - Complete your user profile 4. First Tasks - Start with common activities

Developers (Integration Partners, Technical Teams)¶

Perfect for technical teams building integrations or customizations.

What you'll get: - Comprehensive REST API access - Developer tools and documentation - Integration examples and SDKs - Webhook and real-time capabilities

Quick Start: 1. API Access - Get API keys and authentication setup 2. Development Environment - Set up local development 3. First Integration - Build your first integration 4. Testing & Deployment - Test and go live

Account Setup¶

New Organization Registration¶

Starting a new property management organization? Follow these steps:

Step 1: Organization Registration¶

1. Visit the registration portal
2. Choose your subscription plan:
3. Starter: $25/month (up to 10 units)
4. Professional: $5/unit/month (11-100 units)
5. Enterprise: $3/unit/month (100+ units)
6. Complete organization details:
7. Company name and address
8. Primary contact information
9. Billing and payment setup
10. Regional settings (timezone, currency, language)

Step 2: Administrator Account¶

1. Create your admin account with secure password
2. Set up multi-factor authentication (required for admin roles)
3. Complete administrator profile
4. Verify email and phone number

Step 3: Organization Configuration¶

1. Branding Setup:
2. Upload company logo
3. Customize color scheme
4. Set email templates and signatures
5. Business Rules:
6. Late fee policies and grace periods
7. Maintenance request priorities and SLAs
8. Communication preferences and templates
9. Integration Setup:
10. Payment gateway configuration
11. Accounting system integration
12. Email and SMS service setup

Property Setup¶

Adding Your First Property¶

Basic Property Information¶

1. Property Details:
2. Property name and type (residential, commercial, mixed-use)
3. Complete address with geocoding verification
4. Property description and amenities

5. Total units and building information

6. Property Management:

7. Assign property manager from your team
8. Set property-specific policies and rules
9. Configure maintenance categories and priorities
10. Upload property documents and certificates

Unit Configuration¶

1. Unit Creation:
2. Add individual units with numbers/names
3. Specify unit types (studio, 1BR, 2BR, etc.)
4. Set square footage, bedrooms, bathrooms

5. Add unit-specific amenities and features

6. Rent Setup:

7. Set base rent amounts for each unit type
8. Configure additional fees (parking, storage, pets)
9. Set up rent escalation schedules
10. Define lease terms and renewal policies

Property Services¶

1. Vendor Setup:
2. Add preferred vendors for maintenance categories
3. Set up service contracts and pricing
4. Configure emergency contact information

5. Establish quality control and rating systems

6. Amenity Management:

7. List property amenities and features
8. Set up booking systems for shared amenities
9. Configure access control and usage policies
10. Add maintenance schedules for amenities

👥 Team Setup¶

Adding Team Members¶

User Account Creation¶

1. Invite Team Members:
2. Send email invitations with role assignments
3. Include welcome message and getting started instructions
4. Set temporary passwords and require password reset

5. Configure initial permissions and access levels

6. Role Assignment:

7. Property Manager: Full property operations access
8. Finance Manager: Financial reporting and collections
9. Maintenance Staff: Work order and service management
10. Security Staff: Access control and visitor management
11. Board Members: Governance and community features

Training and Onboarding¶

1. Initial Training:
2. Schedule role-specific training sessions
3. Provide access to video tutorials and documentation
4. Assign mentor or buddy for first week

5. Set up practice environment for learning

6. Ongoing Support:

7. Weekly check-ins for first month
8. Monthly team meetings and updates
9. Quarterly training updates and new feature introductions
10. Annual role review and permission updates

💰 Financial Setup¶

Revenue Configuration¶

Rent Structure Setup¶

1. Base Rent Configuration:
2. Set rent amounts by unit type and size
3. Configure market rate adjustments
4. Set up promotional pricing and discounts

5. Define rent increase policies and schedules

6. Fee Structure:

7. Application fees and security deposits
8. Late fees and payment processing charges
9. Utility charges and common area maintenance
10. Parking, storage, and amenity fees

Payment Processing¶

1. Payment Gateway Setup:
2. Connect Stripe, PayPal, or regional processors
3. Configure accepted payment methods
4. Set up recurring payment schedules

5. Define payment retry and failure handling

6. Collection Policies:

7. Grace periods and late fee application
8. Payment plan options and approval workflows
9. Collection agency integration and escalation
10. Legal action procedures and documentation

Expense Management¶

1. Chart of Accounts:
2. Set up expense categories and subcategories
3. Define budget codes and cost centers
4. Configure approval workflows and limits

5. Set up recurring expense schedules

6. Vendor Payment Setup:

7. Vendor registration and W-9 collection
8. Payment terms and approval processes
9. Invoice processing and approval workflows
10. 1099 generation and tax reporting

📱 Mobile App Setup¶

Mobile App Installation¶

Download and Installation¶

1. iOS Users: Download from App Store
2. Search "Property Management System"
3. Verify publisher: Property Management Team
4. Install and allow necessary permissions

5. Enable push notifications for alerts

6. Android Users: Download from Google Play

7. Search "Property Management System"
8. Verify publisher and read reviews
9. Install and grant required permissions
10. Configure notification preferences

Mobile App Configuration¶

1. Login and Authentication:
2. Use organization code provided by admin
3. Enter email and password credentials
4. Set up biometric authentication (Face ID, Touch ID, fingerprint)

5. Configure PIN backup for device security

6. Personalization:

7. Select preferred language and region
8. Configure notification preferences by type
9. Set up quick actions for frequent tasks
10. Customize dashboard layout and widgets

Mobile Features by Role¶

Tenants¶

• Quick Pay: One-tap rent payment
• Maintenance Requests: Photo submission and tracking
• Community: Neighbor communication and events
• Visitor Management: Guest registration and access codes

Maintenance Staff¶

• Work Orders: Offline access and photo documentation
• GPS Navigation: Route optimization to properties
• Time Tracking: Clock in/out with location verification
• Inventory: Parts ordering and usage tracking

Property Managers¶

• Dashboard: Key metrics and alerts
• Emergency Response: Priority incident management
• Communication: Bulk messaging and announcements
• Financial: Real-time revenue and expense tracking

🔐 Account Activation¶

For New Users¶

Email Activation Process¶

1. Check Email: Look for activation email from system
2. Click Activation Link: Must be completed within 24 hours
3. Set Secure Password:
4. Minimum 12 characters
5. Include uppercase, lowercase, numbers, and symbols
6. Cannot reuse last 5 passwords
7. Complete Profile: Add personal information and preferences

Multi-Factor Authentication Setup¶

1. Choose MFA Method:
2. TOTP app (Google Authenticator, Authy)
3. SMS text message backup
4. Hardware security key (advanced users)
5. Scan QR Code: Using your authenticator app
6. Verify Setup: Enter test code to confirm configuration
7. Save Backup Codes: Store securely for account recovery

Profile Completion¶

1. Personal Information:
2. Full name and preferred display name
3. Phone numbers (primary and backup)
4. Emergency contact information

5. Communication preferences

6. Role-Specific Information:

7. Tenants: Lease details, emergency contacts, vehicle information
8. Staff: Certifications, specializations, availability schedules
9. Vendors: Service categories, insurance information, licensing

🛠️ API Access¶

Developer Account Setup¶

API Key Generation¶

1. Developer Portal Access:
2. Log in to organization admin account
3. Navigate to Developer Settings
4. Create new API application

5. Define scope and permissions

6. API Key Configuration:

7. Generate production and testing keys
8. Set rate limits and usage quotas
9. Configure webhook endpoints
10. Download SDK and documentation

Authentication Setup¶

1. OAuth 2.0 Configuration:
2. Client ID and secret generation
3. Redirect URI configuration
4. Scope definition and permissions

5. Token refresh and expiration handling

6. JWT Implementation:

7. Public key download for signature verification
8. Token validation and parsing
9. Claims processing and role extraction
10. Error handling and token refresh

⚡ First Tasks¶

Common First Tasks by Role¶

Property Managers¶

1. Week 1: Complete property and unit setup
2. Week 2: Add existing tenants and lease information
3. Week 3: Set up vendor relationships and maintenance schedules
4. Week 4: Generate first financial reports and analyze performance

Tenants¶

1. Day 1: Set up payment method and pay first rent
2. Week 1: Submit any existing maintenance requests
3. Week 2: Explore community features and connect with neighbors
4. Month 1: Participate in first community event or meeting

Maintenance Staff¶

1. Day 1: Download mobile app and complete first work order
2. Week 1: Set up tool and parts inventory tracking
3. Week 2: Complete preventive maintenance tasks
4. Month 1: Achieve target quality ratings and response times

📞 Getting Help¶

Support Resources¶

Self-Service Options¶

• Knowledge Base: Searchable help articles and tutorials
• Video Library: Role-specific training videos and walkthroughs
• Community Forums: User community for questions and best practices
• Documentation: Complete user guides and technical documentation

Direct Support¶

• Live Chat: Available 9 AM - 6 PM local time
• Email Support: Response within 24 hours
• Phone Support: Emergency and urgent issues (Enterprise plans)
• Screen Sharing: For complex issues and training sessions

Training Options¶

• Webinar Series: Weekly training sessions on different topics
• Custom Training: On-site or virtual training for teams
• Certification Programs: Professional certification for power users
• Best Practice Consulting: Optimization and process improvement

Success Checklist¶

Week 1 Goals¶

• Account setup and team member invitations sent
• First property and units configured
• Payment processing tested and verified
• Mobile apps installed and configured for key users

Month 1 Goals¶

• All properties and units fully configured
• Complete tenant data migration and onboarding
• Vendor relationships established and first work orders completed
• Financial reports generated and reviewed

Month 3 Goals¶

• Full operational workflow adoption by all users
• Performance metrics meeting or exceeding targets
• Advanced features deployed (analytics, automation)
• ROI analysis completed and optimization opportunities identified