Property Management Guide
Complete guide to adding, organizing, and managing rental properties in Roomazon. Learn property types, organization, and best practices.
Property Management Guide
Overview
Properties are the foundation of your Roomazon account. This guide covers everything you need to know about adding, editing, and managing your rental properties.
Property Types Supported
Roomazon supports all residential property types:
- Single Family Home - Standalone houses
- Apartment - Individual units in complexes
- Condo - Owned units in shared buildings
- Townhouse - Multi-level attached units
- Duplex - Two-unit properties
- Multi-Family - 3-4 unit buildings
- Other - Any other residential type
Adding a Property
Method 1: Quick Add
- Click Properties in the navigation
- Click Add Property button
-
Fill in required fields:
- Property name
- Street address
- City, State, ZIP
- Property type
- Click Create Property
Method 2: Detailed Add
For complete property records, include:
Property Details:
- Bedrooms (0 or more)
- Bathrooms (decimal increments for half baths)
- Square footage
- Year built (1800 to current year + 2)
- Number of units (default: 1, for multi-family properties)
Financial Information:
- Purchase price
- Purchase date
- Monthly rent (or set per tenant)
Additional Features:
- Parking spaces
- Laundry (in-unit, on-site, none)
- Utilities included
- Pet policy
- Special amenities
Property Organization
Naming Conventions
Choose a naming system that works for you:
- By Address: “123 Main St”
- By Nickname: “Blue House” or “Downtown Condo”
- By Unit: “Oakwood Apts - Unit 2B”
- By Portfolio: “Smith Properties #3”
Multi-Unit Properties
For buildings with multiple units:
- Create one property per unit, OR
- Create one property and use unit numbers in tenant names
Recommended: Separate properties for each unit for better tracking
Editing Properties
Update Basic Information
- Go to Properties
- Click on the property name
- Click Edit Property
- Update any fields
- Click Save Changes
What You Can Edit
- All property details
- Address (updates tenant records)
- Financial information
- Features and amenities
What You Cannot Change
- Property creation date
- Historical payment data
- Tenant associations (must reassign)
Property Status Management
Active Properties
- Visible in all reports
- Can have tenants assigned
- Included in dashboard metrics
Vacant Properties
Properties without current tenants automatically show as vacant. Use this to:
- Track vacancy duration
- Calculate lost rent
- Prioritize filling units
Property Deletion
Properties can be deleted if they have no associated tenants, payments, or expenses. Properties with historical data cannot be deleted to preserve data integrity.
Note: Property archiving feature is planned for future releases.
Property Features & Amenities
Standard Features
Track important property characteristics:
- Parking: Street, driveway, garage, assigned spot
- Laundry: In-unit, hookups, shared, none
- HVAC: Central air, window units, radiator heat
- Flooring: Hardwood, carpet, tile, laminate
- Appliances: Which are included
Custom Notes
Use the notes field for:
- Special instructions
- Maintenance history
- Upcoming improvements
- Property-specific rules
Property Media & Photos
Adding Photos
- Click Add Property or edit existing property
- Use the photo upload section during property creation/editing
- Select photos (10MB max each)
- Live preview shows uploaded images
- Images are automatically associated with the property
Recommended Photos
- Exterior (front view)
- Living spaces
- Kitchen
- Bedrooms
- Bathrooms
- Special features
- Parking area
Media Storage
Each property can store:
- Property photos (interior, exterior, etc.)
- Document files (PDFs, images)
- Property-related media files
Note: Dedicated document management for deeds, insurance policies, and other legal documents is planned for future releases.
Financial Tracking
Purchase Information
Recording purchase details enables:
- ROI calculations
- Appreciation tracking
- Tax basis documentation
- Portfolio performance
Rent Tracking
Set base rent at property level:
- Override per tenant if needed
- Track rent increases over time
- Compare to market rates
Expense Assignment
Link expenses to properties for:
- Property-specific P&L
- Tax preparation
- Maintenance cost tracking
- ROI calculations
Property Analytics
Key Metrics
Track per property:
- Monthly Income: Current month rental income
- YTD Expenses: Year-to-date property expenses
- Occupancy Status: Current tenant occupancy
- Payment Performance: Rent collection status
- Maintenance Issues: Active and resolved issues
Note: Advanced analytics including ROI calculations, cash flow analysis, and occupancy rate trends are planned for future releases.
Performance Tracking
Current property performance features:
- Property dashboard with financial overview
- Tenant payment history and status
- Expense tracking by property
- Maintenance issue management
- Property-specific activity feeds
Note: Comparative analytics and portfolio-wide performance comparisons are planned for future releases.
Best Practices
Complete Records
The more complete your property data:
- Better analytics and insights
- Easier tax preparation
- Professional tenant communications
- Accurate property valuations
Regular Updates
Update property information when:
- Completing improvements
- Changing amenities
- Adjusting rent prices
- Insurance changes
Organization Tips
- Use consistent naming
- Upload current photos
- Keep insurance info updated
- Document all improvements
- Track market rent changes
Common Tasks
Preparing for New Tenant
- Update property photos
- Verify amenities list
- Set current rent price
- Upload fresh paint/repair photos
- Clear any maintenance issues
Year-End Property Review
- Update property values
- Review insurance coverage
- Calculate annual ROI
- Plan next year improvements
- Adjust rent to market
Property Sale Preparation
- Generate property P&L report
- Export payment history
- Document improvements
- Calculate total ROI
- Archive property data
Troubleshooting
Cannot Delete Property
Properties with historical data cannot be deleted. Instead:
- Remove current tenants
- Clear future payments
- Archive property (coming soon)
Wrong Property for Tenant
To move a tenant between properties:
- End current lease
- Create new tenant record
- Reassign payments if needed
Missing Property Features
If you need to track something not available:
- Use the Notes field
- Request feature via support
- Track in expense descriptions
Advanced Features
Current Advanced Features
- Photo Management: Upload and manage property photos during creation/editing
- Property Dashboard: Comprehensive property overview with tabs for tenants, payments, expenses, and maintenance
- Tenant Applications: Built-in tenant application invitation system
- Financial Integration: Automatic linking with payments and expenses
- Subscription Limits: Property count limits based on billing tier
Coming Soon
- Property templates for quick-add similar units
- Market analysis and rent comparison tools
- Preventive maintenance scheduling
- Document management for legal documents
- Advanced analytics and performance comparisons
Related Guides
Last updated: January 2025