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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

  1. Click Properties in the navigation
  2. Click Add Property button
  3. Fill in required fields:
    • Property name
    • Street address
    • City, State, ZIP
    • Property type
  4. 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:

  1. Create one property per unit, OR
  2. Create one property and use unit numbers in tenant names

Recommended: Separate properties for each unit for better tracking

Editing Properties

Update Basic Information

  1. Go to Properties
  2. Click on the property name
  3. Click Edit Property
  4. Update any fields
  5. 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

  1. Click Add Property or edit existing property
  2. Use the photo upload section during property creation/editing
  3. Select photos (10MB max each)
  4. Live preview shows uploaded images
  5. 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

  1. Use consistent naming
  2. Upload current photos
  3. Keep insurance info updated
  4. Document all improvements
  5. Track market rent changes

Common Tasks

Preparing for New Tenant

  1. Update property photos
  2. Verify amenities list
  3. Set current rent price
  4. Upload fresh paint/repair photos
  5. Clear any maintenance issues

Year-End Property Review

  1. Update property values
  2. Review insurance coverage
  3. Calculate annual ROI
  4. Plan next year improvements
  5. Adjust rent to market

Property Sale Preparation

  1. Generate property P&L report
  2. Export payment history
  3. Document improvements
  4. Calculate total ROI
  5. 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:

  1. End current lease
  2. Create new tenant record
  3. 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

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Last updated: January 2025