Overview
Everything you need to master PropertyPro — from your first login to power-user shortcuts. Pick a chapter below or jump straight in.
Getting Started
Get into PropertyPro in under a minute. New workspaces ship with sensible defaults so you can start managing properties on day one.
Read chapterDashboard
The dashboard surfaces everything that needs your attention today — occupancy, overdue invoices, open maintenance tickets, and unread messages.
Read chapterPublic Website
New in 3.0. PropertyPro now serves a public marketing website from the same install — a home page, a searchable properties browser, property and unit detail pages, and a contact page. Everything on it is switchable and editable from Dashboard → Public Site.
Read chapterProperties & Units
Organize buildings, units, amenities, and photos in one place. Every unit gets its own dedicated page with full history.
Read chapterGet into PropertyPro in under a minute. New workspaces ship with sensible defaults so you can start managing properties on day one.
- 1
Open the dashboard
Visit /dashboard from any browser or install PropertyPro as a PWA from the address bar for an app-like experience. As of 3.0 the site root is your public website, not the sign-in page.
- 2
Sign in with your credentials
Use the email and password provided by your workspace admin. Tenants receive their invite from the manager during onboarding, or sign up themselves through your public website. Passwords are a minimum of 8 characters.
- 3
Complete your profile
Add your photo, contact number, and notification preferences from Settings → Profile so teammates can reach you.
- 4
Choose your theme & language
Switch between light and dark mode in the topbar, and change the workspace language from Settings → Preferences.
Pro tip
Bookmark /dashboard or install the PWA — you'll get push notifications and offline access automatically.
Applied through the website and can't sign in?
That's expected. A rental application has to be approved by staff before the account becomes active, and sign-in stays blocked while it's pending or after it's been rejected. The sign-in page says which of the two applies.
Signed out after an upgrade to 3.0?
Also expected, and it happens once. 3.0 rebuilt the sign-in system, so everyone logs back in — with the same password as before. Nobody needs to reset anything.
The dashboard surfaces everything that needs your attention today — occupancy, overdue invoices, open maintenance tickets, and unread messages.
Live KPI cards
Total properties, active tenants, monthly revenue, and pending tasks update in real time.
Revenue & occupancy charts
Compare current month against last month with accurate, drill-downable graphs.
Activity feed
Recent payments, new requests, and system alerts — all in one stream.
Global search
Press / anywhere to jump to a tenant, unit, lease, or invoice.
New in 3.0. PropertyPro now serves a public marketing website from the same install — a home page, a searchable properties browser, property and unit detail pages, and a contact page. Everything on it is switchable and editable from Dashboard → Public Site.
- 1
Decide which pages are live
Public Site → Page switches. A master toggle turns the whole site on or off, and each page (Home, Properties, Property detail, Contact) has its own switch. A page is live only when both are on, and toggles save the moment you flip them.
- 2
Set your brand
Public Site → Brand & navigation. Wordmark, logo, tagline, header links, footer columns, legal links, social icons, and the copyright line — which accepts a {year} token that fills itself in.
- 3
Write the home page
Public Site → Home. Hero headline, sub-heading, background image, the search bar labels, how many featured listings to show (1–24), up to six feature cards, and up to six how-it-works steps.
- 4
Tune the properties and contact pages
Set the browser's heading and empty state, the property-detail units and nearby headings, the booking button label, and the contact page's methods, form copy, and confirmation message.
- 5
Add FAQs
Public Site → FAQ. Up to 12 categories of 20 question-and-answer pairs each, rendered as a filterable accordion on the home page.
Changes go live immediately
The public pages render fresh on every request, and each save clears the cache — so a header or footer edit lands on every page at once. No rebuild, no redeploy.
Switching a page off never deletes anything
Visitors are redirected to sign-in (or the dashboard, if they're signed in) and your copy comes back untouched when you switch it on again. Turn the master switch off entirely and the site root behaves as it did in 2.x.
Images are paths, not uploads
Hero, feature, and how-it-works images are entered as paths with a live preview. Put the file under /public first, then reference it — the editor warns you when a path doesn't load.
Organize buildings, units, amenities, and photos in one place. Every unit gets its own dedicated page with full history.
- 1
Add a property
Go to Properties → New. Enter the address, type (residential / commercial / mixed), and a cover photo.
- 2
Find the address on the map
New in 3.0: start typing in the Search address box and pick a suggestion — street, city, state, ZIP, and country fill themselves in and the location is saved. A small map appears with a draggable pin so you can nudge the exact spot without editing any text.
- 3
Create units inside the property
Open the property and use the Units tab. Add rooms, square footage, rent, and status (vacant / occupied / under maintenance).
- 4
Upload a unit gallery
Each unit supports multiple images — drag & drop into the gallery card to upload in bulk. On the public site these open in a full-screen lightbox with arrow-key navigation.
- 5
Add a video tour
New in 3.0: the property form has a Video Tour field, and each unit can have its own. Paste a YouTube or Vimeo link, or a direct .mp4 / .webm / .mov file URL. Units without their own tour fall back to the building's.
- 6
Define features & amenities
Tag amenities (parking, pool, balcony, AC) so they appear on listings and tenant-facing pages. Pet-friendly amenities also control whether applicants can add pets at checkout.
Status matters
A unit must be marked Vacant before you can attach a new lease — PropertyPro prevents accidental double-bookings.
Properties added before 3.0 aren't on the map yet
They have no saved coordinates, so they show the fallback artwork instead of a real map. Ask your administrator to run the one-time coordinate backfill, or simply re-save each property using the address search.
New in 3.0. Prospective renters can apply for a unit straight from your public website — no phone call, no email thread, no one touching the dashboard. Applications land in Tenants → Applications for you to review.
- 1
A visitor picks a unit
From a property or unit page they set a move-in date, lease term (6, 12, 18, or 24 months), and how many adults, children, and pets. The move-in cost updates live as they change it.
- 2
They see the real numbers before applying
The quote itemizes first month's rent — prorated if they're not moving in on the 1st — plus the security deposit and a pet deposit per animal. Due today reads $0: applying charges nothing.
- 3
They complete the four-step checkout
Contact details, requested lease terms, income and rental history, then screening consent. Applicants without an account get one created from the same form; signed-in visitors just confirm their details.
- 4
You're notified immediately
Every active admin and manager gets an in-app notification and an email with the full application. The applicant gets an acknowledgement carrying an APP- reference number they can quote.
- 5
Review it in the dashboard
Tenants → Applications. The detail page shows a Requested lease card (move-in, term, end date, occupants, pets) and a Quoted at submission card (rent, prorated first month, deposits, due at signing), plus a rent-to-income badge showing whether they meet the 3x guideline.
- 6
Approve to create the lease
Approving an application that came from the public checkout automatically drafts a lease with the requested dates and the quoted rent and deposit. You review and activate it as normal.
Applicants can't sign in until you approve them
A pending or rejected application blocks sign-in by design. The confirmation screen and acknowledgement email both say so, so nobody is left guessing why their new password doesn't work.
PropertyPro guards against the obvious mistakes
A second live application for the same home is refused, a unit let while the form was open reports that clearly, move-in dates are capped at 90 days out, and pets are blocked on listings whose amenities don't allow them.
Not taking applications yet?
Switch Property detail off under Public Site → Page switches. Visitors are redirected instead of reaching the checkout, and your listings stop advertising units you're not ready to lease.
Bring tenants on board in minutes with documents, contact details, and a self-service portal of their own.
- 1
Create a tenant profile
Tenants → New. Enter name, email, phone, and emergency contact. An invite is sent automatically.
- 2
Attach documents during onboarding
Upload IDs, references, and signed agreements right from the create form — no separate trip required.
- 3
Assign to a unit
Pick a vacant unit. The tenant is linked, and the lease workflow starts automatically.
- 4
Tenant Portal
Tenants log in to view their lease, pay rent, raise maintenance requests, and chat with management.
Employment details are mostly optional now
Within the employment section only Employer is required — position, income, and start date can be left blank, which makes bulk imports and quick entry far less painful. The move-in date is no longer capped to a ±5-year window either.
Re-leasing to a past tenant
A terminated tenant can be moved back into the pipeline (under review, approved, or inactive) instead of being a dead end. The status dropdown now only offers transitions that will actually be accepted.
Generate, send, sign, renew, or terminate leases. Every change is versioned and auditable.
- 1
Draft a lease
Open a tenant or unit and click New Lease. Choose start/end dates, monthly rent, deposit, and recurring fees.
- 2
Send for review
PropertyPro generates a printable PDF you can share with the tenant via email or the portal.
- 3
Activate
Once signed, mark the lease Active. Recurring invoices are scheduled from the start date.
- 4
Renew or terminate
Use Renew to extend with new terms, or Terminate to close it cleanly with a final settlement. As of 3.0 any lease that hasn't already ended can be terminated — active, expired, pending, or pending-signature — from one dialog available on the leases table, the card grid, and the detail page.
- 5
Edit at any point in the lease's life
New in 3.0: leases are no longer editable only as drafts. Property, unit, and tenant lock once the lease claims a unit, and rent and dates lock only once invoices have actually been issued — scheduled-but-unbilled invoices no longer freeze a lease. The edit screen tells you exactly what's locked and why.
Reminders run for you
PropertyPro emails tenants 30 days before lease expiry — no manual chasing required.
Termination dates are flexible
Backdate a move-out that already happened, end an overrun lease past its printed end date, or schedule a future one. Future dates schedule the termination on active leases; every other status takes effect immediately.
Deleting a lease needs its own permission
Ended leases can now be deleted, taking their invoices, settled payments, deposit, and documents with them (soft-deleted and stamped, so an audit can still tell them apart). Live leases still refuse deletion — terminate first. Deleting requires the lease_delete permission, which managers don't get by default in 3.0.
Tenants raise requests, you assign work orders, inspectors verify the fix. Nothing falls through the cracks.
- 1
Tenant raises a request
From the tenant portal, the resident describes the issue, attaches photos, and picks a priority.
- 2
Triage from the admin queue
Open Maintenance → Requests. Assign a technician, set due date, and convert to a work order.
- 3
Schedule an inspection
Use the Inspections module to plan recurring or on-demand checks. Inspectors complete a checklist on mobile.
- 4
Close the loop
Mark resolved, attach proof photos, and the tenant is notified automatically.
Status rules are consistent everywhere now
In 3.0 the detail page, the row menu, and bulk actions all follow the same rules. Completing a request requires it to be in progress — the detail page used to allow completing straight from Submitted with nobody assigned — and finishing a job from anywhere now releases the unit from maintenance status.
The list handles large portfolios
Search, filters, sorting, and pagination now run on the server rather than loading every request into your browser. Summary cards count the whole dataset, not just the rows on screen, and the Overdue card, filter, and per-row day count finally agree with each other.
Emergency escalation works again
Escalations previously failed with a server error, always reported level 1, and discarded their history. That's fixed — escalation now records its level and log properly, and is refused on completed or cancelled requests and once level 3 is reached.
Bill tenants, accept online payments via Stripe, track expenses, and reconcile deposits without spreadsheets.
Auto-generated invoices
Recurring rent and one-off charges are created from the lease schedule.
Online payments
Tenants pay via Stripe. Status updates reflect in the dashboard within seconds.
Manual reconciliation
Record cash, bank transfers, or cheques against any invoice with full audit trail.
Finance reports
Monthly P&L, outstanding balances, and per-property income — exportable as PDF or CSV.
Stripe webhook required
Make sure your Stripe webhook URL is configured in Settings → Integrations so payment statuses sync correctly.
Stay in sync with tenants, your team, and the people browsing your website — built-in chat, broadcasts, a combined Updates feed, and an inbox for messages from your public contact form.
Real-time chat
1-on-1 and group threads, powered by Server-Sent Events for instant delivery.
Inquiries inbox (new in 3.0)
Messages from the public contact form land in Inbox → Inquiries with an INQ- reference. Search, filter by status and topic, and reply without leaving the dashboard.
Updates: one feed (new in 3.0)
Announcements and Notifications are now a single Updates entry with a combined unread badge and a tab for each. Your old bookmarks still work — they redirect to the matching tab.
Announcements
Broadcast to all tenants of a property or building — now the Announcements tab inside Updates.
Support tickets
Open a ticket directly with the PropertyPro team for product-level help.
Replies go out as real email
Answering an inquiry emails the prospect with their original message quoted underneath, and sets reply-to to your own address so their answer comes back to you personally. Every reply is kept on the record with its author and timestamp.
The Inquiries badge is a to-do list, not an unread count
Opening an inquiry marks it read and moves it from New to In progress on its own, so the sidebar number means "nobody has picked this up yet". Replying to a closed inquiry reopens it as Replied; one marked Spam stays Spam.
Email needs SMTP configured
Without SMTP set up under Settings → Email, inquiries are still stored and still badge the sidebar, but acknowledgements and staff alerts never send, and a reply is filed with an "Email failed" badge instead of being lost.
Drill into occupancy, revenue, maintenance turnaround, and tenant satisfaction. Export anything in two clicks.
Property performance
Per-building revenue, vacancy rate, and ROI over any time range.
Maintenance metrics
Average time-to-resolve, top issue categories, and technician workload.
Financial reports
Income statements, ageing receivables, and tax-ready summaries.
Export anywhere
Every report exports to PDF, CSV, or Excel — share with accountants without copy-paste.
Manage team members, set granular permissions, switch language, and personalize the look of your dashboard.
Team & roles
Built-in roles are Admin, Manager, and Tenant. New in 3.0: Manager and Tenant are editable, so you can decide locally what a manager may do. Admin stays locked — it's the recovery role. Build anything else as a custom role.
Delete rights are separate now
New in 3.0: deleting leases, tenants, payments, documents, properties, or users each needs its own permission, and none of them come along with the matching edit right. The built-in Manager ships without them — grant them deliberately.
Public site access
The public_site_management permission controls who can edit your website. Admins have it, and existing custom admin roles that hold system settings keep access unchanged.
Sign-in security
Passwords are now a minimum of 8 characters. Changing a password — or an admin resetting one — signs that account out everywhere else, and repeated failed sign-ins are rate limited.
Multi-language
Switch the entire UI between supported languages — your tenants get their own language too.
Dark mode
Toggle in the topbar. Respects your system preference by default — including the operating system's reduce-motion setting, which 3.0 now honours across the app.
Custom roles can't borrow a built-in name
Names like super_admin, landlord, owner, or property_manager are reserved. Before 3.0 a role named this way was created but silently granted the full built-in permission set while the screen showed only what you picked — worth re-checking any custom roles made on an older version.
Managers lost delete rights on upgrade
This is intentional, not a bug. If your managers need to delete leases, tenants, or payments, edit the built-in Manager role and grant the specific delete permissions you want them to have.
Install PropertyPro to your home screen for an app-like experience with offline access and push notifications.
- 1
Install the PWA
On Chrome/Edge, click the install icon in the address bar. On iOS Safari, tap Share → Add to Home Screen.
- 2
Enable push notifications
Allow notifications when prompted to receive instant alerts for payments, requests, and chats.
- 3
Work offline
Recently viewed pages remain accessible without a connection — changes sync once you're back online.
Tenant-friendly
Encourage tenants to install the PWA so they get instant payment reminders and chat replies.
A few shortcuts and habits that will make you fly through PropertyPro every day.
Press / to search
Global search jumps to any tenant, unit, lease, or invoice in one keystroke.
Duplicate leases
Use the Duplicate action on any lease to spin up a similar one — saves typing for portfolio rollouts.
Use roles religiously
Don't share admin accounts. Create per-person roles so audit trails stay meaningful.
Need help? Open a ticket
Use the in-app support module — we typically respond within one business day.