Full-Service Property Management Company System
Property managers running portfolios for multiple owners: leasing, maintenance, and collections.
Every property unit as a living file moving from vacancy to leasing, then collection and renewal, with maintenance and expense tracking per property.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every unit in the portfolio is managed as a card moving through its full cycle: it starts in “Vacant” when it falls empty, moves to “Listed” as soon as it is published and viewings begin, then to “Leased” once the contract is signed and the key handed over. During the contract, the card passes through “Maintenance” whenever a fault is reported, returning to “Leased” after the repair; ninety days before the contract ends it moves to “Renewal” to negotiate with the tenant, then either returns to Leased with a new contract or moves to “Move-out” for unit handover, inspection, and a fresh start as Vacant.
Dues is the portfolio's financial ledger: monthly rents due on each contract, what has been collected and what is late, and maintenance expenses and commissions charged to the property they were spent on — so the portfolio manager knows each property's net income and collection rate without going back to the owner's books. Chat is the fast fault-report channel: a leak report from a tenant or scheduling a viewing, while Announcements is used for official date notices to tenants, such as payment dates, building-wide maintenance works, and move-out notices.
The three roles work together on the same card: the leasing agent moves the unit from “Listed” to “Leased” and records the tenant's details, the collections accountant watches the “Leased” column and posts payments in Dues and flags late payers, and the maintenance coordinator receives reports from Chat and opens a card in “Maintenance” until it is closed. The portfolio manager looks at the board in the morning and sees occupancy, arrears, and open reports at a glance, and submits a monthly report to each owner on their property.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Portfolio Manager
Oversees the whole board and the occupancy and collection rates, approves new lease contracts, and submits monthly reports to owners on their properties' performance.
Leasing Agent
Manages units in the “Vacant” and “Listed” columns: coordinates viewings, negotiates with tenants, and moves the card to “Leased” after contract signing and handover.
Maintenance Coordinator
Receives fault reports from Chat and opens their cards in “Maintenance”, assigns technicians, and follows the repair until the card is closed and the unit restored.
Collections Accountant
Posts due and collected rents in Dues for each property, follows late payers and escalates claims, and charges maintenance expenses to their properties.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Portfolio Management System»
From today, every unit we manage is a card on this board moving from “Vacant” to “Renewal” or “Move-out”, and every riyal in or out is posted in Dues against its property. First step: register the vacant units and the active contracts in full this week so the picture is complete. Urgent tenant reports go in Chat, and official notices to them are published here in Announcements.
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