Property Management System Guide

Section 01

Account, approval, and suite access

Provider users register into a partner workspace, verify their email address, and use the suite that matches their operation.

• Partner registration and verification Create the provider profile, complete the partner request, verify the email address, and wait for approval where approval is required before publishing or managing listings.
• Suite-aware navigation Booking Management focuses on short-stay bookings and calendar tools, Rentals focuses on long-term listings and tenant intake, and Property Management focuses on tenant operations, billing, maintenance, and owner reporting.
• Premium access controls Premium areas such as tenants, meters, payments ledger, invoice management, maintenance, and bulk notifications remain tied to the provider account status and selected suite.

Section 02

Properties, rooms, and marketplace visibility

The portfolio starts with properties, then rooms or units, then the marketing choices that decide what the public can see.

• Property records Add each building or site from Properties, including address and booking type details, so rooms can be grouped, filtered, and reported correctly.
• Rooms and units Capture room number, room type, property type, beds, bathrooms, rent or booking price, furnishing, rental status, description, and availability from Rooms & Units.
• Marketplace visibility settings Use provider settings to hide or show all provider properties and units on the marketplace, then use the individual room page to market only selected rooms when needed.
• Photo requirement for marketed units A room or unit must have photos before it can be made visible on the marketplace. Upload room images from the unit page or the provider photo tools before marketing it.

Section 03

Marketing, bookings, calendars, and reviews

Short-stay and rental listings use public marketplace pages, review signals, photos, availability, and calendar tools to convert demand.

• Public marketplace listings Published providers and visible rooms appear in public search experiences where guests can filter, inspect photos, review room information, and start booking or enquiry flows.
• Booking management Booking providers can review bookings, update booking details, cancel or end bookings, and configure default check-in and check-out times from settings.
• Calendar sync and blocks Use Calendar Sync to import availability from external calendars, export OPLANLA availability, sync on demand, regenerate export tokens, and block dates that should not be booked.
• Reviews and trust details Add Google Reviews links, ratings, review counts, room facilities, descriptions, and guest-facing details so listing cards and room pages have stronger trust signals.

Section 04

Enquiries and applicant onboarding

Rental demand can move from enquiry, to document request, to potential tenant, and then to an active tenant profile.

• Enquiries Review incoming rental enquiries, inspect the requested room, respond to the applicant, and mark promising enquiries as potential tenants.
• Document requests Ask applicants to upload required documents, then review identity, proof-of-address, banking, payslip, and supporting files before approving or rejecting the pack.
• Tenant conversion Approved applicants can be moved into the tenant workflow, or providers can create tenants manually and assign them to available rooms.

Section 05

Tenant operations and communication

The tenant book keeps live tenant details, room assignments, messages, renewal actions, and availability changes together.

• Tenant records Create and edit tenant profiles, assign rooms, record stay start dates and stay length, resend account details, and filter tenants by room, name, debt status, or start date.
• Room occupancy actions Open a room page to inspect tenant details, mark a room available when the tenant leaves, renew a tenant, or generate a unit invoice where the suite allows it.
• Messages and bulk notifications Use direct Messages for tenant conversations and Bulk Notifications to send one notice to tenant groups for reminders, updates, or operational announcements.

Section 06

Charges, invoices, and payments

Financial tools connect rent, utility charges, invoices, proof of payment, provider bank details, and collection reporting.

• Payment details Add provider bank or payment details so invoices and tenant payment instructions point to the correct collection account.
• Charges and rent generation Create manual rent, utility, penalty, or other charges, configure rent due day settings, and bulk-generate monthly rent for occupied rooms.
• Invoice management Generate invoices from charges, open invoice records, download invoice PDFs, and use invoice settings to control dates and billing behaviour.
• Payment verification The payments ledger shows tenant payment records, pending proof uploads, and verification tools. Verified payments update charge and invoice status, including partial-payment progress.

Section 07

Meters, utilities, and Motla imports

Utility billing starts with clean meter setup and saved rates, then imports readings for preview and dispatch.

• Meter setup Create electricity and water meters, link them to the correct room, confirm meter serial numbers, set multipliers, and keep meter types accurate.
• Rates and formulas Configure fixed amount billing, flat measured usage, inclined block tiers, fixed fees, minimum charges, VAT, daily fees, free allowances, and due dates.
• Motla import workflow Upload Motla CSV or TXT readings, review baseline rows, duplicates, unmatched meters, negative usage, missing rooms, missing rates, and final calculated utility amounts before dispatching.
• Tenant utility outputs Dispatched utility charges appear in provider charges and tenant billing, while tenants can download utility reports and use the utility calculator where available.

Section 08

Maintenance and support workflow

Maintenance tools move tenant-reported issues from request, to assigned work, to completion tracking.

• Jobs Jobs contain new maintenance requests reported by tenants or users, including issue details and photos where supplied.
• Tickets Assign a maintenance user to a job to create an active ticket, then track the ticket until the assigned work is completed.
• Maintenance users Create and manage technician or artisan users who can receive tickets and update maintenance progress.

Section 09

Reports, branding, settings, and notifications

Provider reporting and settings help keep the operating workspace accurate and ready for tenant-facing communication.

• Performance and payment reports Use Reports to monitor collections, unpaid charges, charge breakdowns, occupancy, maintenance status, and provider performance, then export PDF or CSV reports.
• Commission tracking Set property manager commission percentages in settings so paid collections can calculate the manager commission summary for reporting periods.
• Tenant branding Property-management providers can configure tenant document and email branding so tenant-facing PDFs, statements, and messages reflect the right provider identity.
• Notifications and profile settings Dashboard badges surface new enquiries, document uploads, messages, pending payments, completed maintenance, and other events. Profile, appearance, review, rent due, booking time, and marketplace settings keep the workspace current.

Section 01

Account access and dashboard

The tenant dashboard is the home base for stay details, current balances, utility usage, and next actions.

• Login and verification Tenants can sign in, verify their email address where required, reset forgotten passwords, and use the navigation to reach dashboard, billing, documents, maintenance, messages, reports, and settings.
• Stay summary The dashboard shows room assignment, stay duration, contract progress, projected end date, current balance, and quick access to payment and maintenance actions.
• Notifications Unread counts and alerts help tenants notice new provider messages, billing updates, document requests, and maintenance progress.

Section 02

Marketplace, bookings, and enquiries

Tenants and guests can discover marketed listings, inspect rooms, submit enquiries, and complete booking-related actions.

• Search and listing discovery Use public marketplace pages to browse visible providers, rooms, rentals, photos, facilities, prices, availability, reviews, and provider contact signals.
• Room and rental pages Open a room page to inspect images, room details, property information, rules, ratings, Google review links where supplied, and available booking or enquiry actions.
• Booking and enquiry flow Guests can request bookings or submit rental enquiries, while captured referral and discount details can be applied where the provider and platform flow supports them.

Section 03

Documents and onboarding

Document uploads let tenants and applicants send the provider the files needed for approval or record keeping.

• Upload required files Upload identity, banking, proof-of-address, payslip, and supporting documents from the tenant document area when requested by the provider.
• Replace rejected or expired files If a provider rejects a document or asks for a newer copy, upload the replacement without restarting the whole tenant process.
• Keep records current Use the document area as the tenant record pack so providers can review the latest documents before onboarding or renewal decisions.

Section 04

Billing, payments, and statements

Tenant billing combines rent, utilities, penalties, other charges, online payment options, proof uploads, and downloadable records.

• Review monthly charges Open Billing to view rent, utilities, penalties, and other charges, including what is unpaid, partly paid, paid, or awaiting provider verification.
• Pay charges Use available payment options such as online checkout, Payfast where enabled, or provider bank details, then upload proof of payment when the flow requires verification.
• Track payment progress The tenant and room views show charge and payment progress so tenants can see how much of the current month has been paid and what remains outstanding.
• Download records Download room statements and invoice-related PDFs when a tenant needs proof of billing, payment history, or account records.

Section 05

Utilities and consumption

Utility tools help tenants understand provider-billed electricity and water charges.

• Utility charges Provider-dispatched meter readings create utility charges that appear in Billing beside rent and other tenant account items.
• Utility calculator Use the utility calculator to estimate what a planned amount may buy or what expected electricity or water usage may cost under the saved provider rates.
• Utility report PDF Download utility reports when a tenant needs a monthly consumption record or a supporting document for a billing query.

Section 06

Maintenance, messages, and settings

Tenant support tools keep repair requests, provider conversations, and personal preferences in one place.

• Report maintenance Create maintenance requests with a category, title, description, and optional photos so the provider can review and assign the issue.
• Track support progress Open maintenance records to follow request progress and see whether a provider or maintenance user has moved the issue forward.
• Message the provider Use Messages to keep tenant-provider conversations in the portal instead of scattered across separate apps.
• Tenant settings Use tenant settings and profile areas to keep personal account details, access preferences, and portal information current.