Help & Documentation

Getting Started

The Rental Management System is designed to streamline property administration. From the Home page, you can see a quick summary of your portfolio and recent activity.

Property Management

Manage your real estate assets here. Each property has its own unique ID and configuration.

• Adding Properties: Use "Add Property" to define a new unit. You specify the short address (display name), full address, and property type.
• Ownership: Define landlord names and ownership percentages. Landlord names are pulled globally from Settings.
• Rooms & Features: Define specific rooms to enable detailed inspection reports later.
• Records: Click the "Records" button on any property card to view all generated PDFs (Leases, Notices, etc.) associated with that unit.

Tenant Directory

Track current and potential tenants. Tenants can be linked to properties for auto-populating forms.

• Status Tracking: Mark tenants as "Potential" or "Confirmed". Confirmed tenants will appear in dropdowns for Lease generation and Notices of Entry.
• Details: Store essential contact info, including email and phone numbers, which are used throughout the application.

Lease Agreements

Generate professional lease agreements using customizable templates.

• Generation: Select a property and confirmed tenants. The system automatically pulls property data and tenant info to fill the form.
• Templates: Manage your lease wording in the Templates section. You can use placeholders like ##TENANT1NAME## or ##PROPERTYADDRESS## to automate the text.
• Clause Library: Build a library of standard clauses (e.g., Pet Policy, Smoking Rules) to quickly insert into your agreements.

Expenses & Tax Tracking

Keep your finances organized for tax season.

• Expense Dashboard: Track repairs, insurance, utilities, and more. Link them to specific properties or distribute costs across multiple units.
• Receipt Uploads: You can upload and store photos of your receipts directly with each expense entry.
• Mileage Tracking: Enter the distance traveled for property visits. The system uses your global "Mileage Rate" from Settings to calculate tax-deductible costs.
• Tax Reports: Generate annual summaries broken down by T776 categories (Advertising, Insurance, Maintenance, etc.).

Notices of Entry

Formally notify tenants of upcoming inspections or repairs.

• Fast Generation: Pick a property, select the tenants, and choose a reason (Inspection, Appraisal, etc.).
• Delivery: Once generated as a PDF, the notice is saved to the property's record folder for future reference.

Maintenance & Reminders

Stay on top of seasonal tasks and property upkeep.

• Recurring Tasks: Set reminders for annual furnace checks, smoke detector testing, or seasonal maintenance.
• Alerts: Upcoming or overdue tasks are highlighted on the Dashboard and in the dedicated Maintenance section.

Settings & Data Protection

Configure your global identity and protect your data.

• Landlord Identity: Set your names, addresses, and email signatures. These are used in all generated PDF documents.
• Backups:
  • Local Backups: Create and download full database backups to your computer.
  • NAS Storage: If configured on a NAS, the system handles data persistence automatically.
  • Migration: You can restore data from previous backups to move between environments.
• Feature Flags: Enable or disable specific modules (e.g., Tax Reports, Clause Library) based on your needs.