Getting started

Use this guide to begin your journey.

Adding an Asset

Content Tags: Adding a property unit, address, GPS, owner, and banking information.

 

A property unit in PropertySage is the leasable space at a property location.  A single-familty house is one property unit; multi-family duplex is two property units; a 20 unit apartment is 20 property units. 

 

1.  From the left-side menu bar, select Properties to expand the options and then select New.

2.  Complete the data entry form.  Data fields with an asterisk (*), such as Name*, require an entry before saving. 

 

Basic Information

  • Name: Enter the property name.  For suggestions with property Name, see our suggestions at the end of the page (hyperlink to anchor).

  • Type: Select the Property Type.  For multi-family, such as a duplex or a condo, enter each unit as a property.

  • Status: Defaulted to Active.  (For a property that you no longer manage, change the Status to Archived.)

  • Description: Enter a text description for the property.  You will use the description as a quick reference and in Work Orders to vendors.  For example, 2 beds, 2 baths, 1042 SF row home in Cherry Creek.

  • Tags: Enter key words to quickly describe the property unit.  Tags are included in search results. To enter multiple tags, press Enter after each tag.  Examples of property tags include Mix Use, Cherry Creek School District, Remodeled.

  •  Comments: Enter your Comments or notes for the property.  Comments are intended for your internal use.

 

Address

  • Street Line 1: Enter the street number and name as registered with the post office

  • Street Line 2: Optional

  • City

  • State: Select from drop-down

  • Postal Code

  • Country: Defaulted to United States of America

 

Coordinates.  Optionally, enter the GPS Coordinates of the property.  GPS Coordinates are helpful for driving directions to a remote property or a new neighborhood where the street names may not be available yet.

  • Latitude

  • Longitude

 

3.  Select Save upon completion.

 

Now that the property unit has been created, you can add details or Attributes of property, such as number of bathrooms, bedrooms, floor size, and other information. 

 

 

Tips:

  • The property Name is how the property displays throughout PropertySage and in all property dropdowns.  The Name can be changed so do not worry too much.  With many properties, the dropdown list can get long and is sorted numerically and then alphabetically.  Commonly, the Name is the property address or neighborhood/community name plus address.  For example, 1600 Pennsylvania Avenue or Congress Park – 1313 Steele St, Apt 700.

  • To get a GPS coordinate, right-click on the location pin drop in Google Maps and select What’s Here? The GPS coordinates will appear in a pop-up or side-menu.

  • Associations, such as Associated Contacts or Associated Documents, can be made in multiple places.  A Contact can be associated to a Property or vice-versa, a Property to a Contact.  Similarly, for Documents and other records.

Adding a property’s attributes and other information

 

If you have just finished adding a new property unit, skip to step 3.

 

1.  From the menu bar on the left, select Properties to expand the options and then select Active. 

 

2.  Select View/Edit icon () for the desired property.

 

3.  To add/edit Attributes, select Edit in the Attributes section.

 

Building Information

  • Bathrooms

  • Bedrooms

  • Size

  • Year Built

 

 

Financial Information

For users wanting to calculate a property’s investment return, cap rate, or other financial information, use these data fields.

 

  • Purchase Date

  • Purchase Price

  • Total Investment

 

 

4.  Select Save upon completion.

 

 

 

 

Adding an Associated Lease, Contact, or Document to a Property Unit

 

Associations allows you to link different records together in various combinations.  For example, a property unit can have several Contact Associations: one or more property owner, one or more tenant, various maintenance vendors, and property-related documents.

 

1.  To add/edit an association, select Add in the desired Associated section.

2.  Complete the date entry form.  For details on each association type, please follow the links below.

               

  • Associated Leases

  • Associated Contacts

  • Associated Documents

 

3.  Select Save upon completion.

 

 

 

 

 

Adding a Contact, such as an owner or tenant:

1.  From the left-side menu bar, select Contacts to expand the options and then select New Contact.

 

 

2.  Complete the entry form.  Fields with an asterisk (*) require an entry before saving.

  • Company: Select if this contact is a person or a company.  A person contact may be a tenant, property owner, or staff member.  A company contact maybe a vendor where you do not know the individual person(s).

 

Person Contact

  • Last Name

  • First Name

  • Middle Name

  • Type: Select the Contact Type

  • Status: Defaulted to Active.  (For a contact that is no longer Active, change the Status to Archived.)

  • Tags: Enter key words to quickly describe the contact.  Tags are included in search results. To enter multiple tags, press Enter after each tag.  Examples of contact tags include Office Assistant, Roommate, Domestic Partner, CPA, Painter, Dry Wall, Electrical,

  • Comments

 

 

Company Contact

  • Company Name

  • Initial

  • Type: Select the Contact Type

  • Status: Defaulted to Active.  (For a contact that is no longer Active, change the Status to Archived.)

  • Tags: Enter key words to quickly describe the contact.  Tags are included in search results. To enter multiple tags, press Enter after each tag.  Examples of contact tags include Office Assistant, Roommate, Domestic Partner, CPA, Painter, Dry Wall, Electrical,

  • Comments

 

 

 

 

 

3.  The [Contact] Type assigns different security roles.  For staff, select Staff.

4.  Select Save when complete.

 

Tips:

Tags can be used to create a grouping.  For example, group your Vendor contacts using the company name as the Tag.

Press Enter after each Tag to create multiple Tags.

 

The security roles can be viewed and changed under Configuration > Security Roles by the account administrator.