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Tenant Portal Guide

Welcome to PropManager! This guide will help you navigate the tenant portal and make the most of its features.

Table of Contents

Getting Started

Logging In

PropManager uses passwordless authentication for security and convenience:

  1. Visit your property's tenant portal
  2. Enter your email address
  3. Click Send Login Link
  4. Check your email for the magic link
  5. Click the link to log in instantly

Tips:

  • Check your spam folder if you don't see the email
  • Links expire after 15 minutes for security
  • You can request a new link at any time

First-Time Setup

When you first log in:

  1. Verify your contact information
  2. Add a phone number for SMS notifications (optional)
  3. Set your notification preferences
  4. Add a payment method for convenient online payments

Dashboard

Your dashboard provides a quick overview of your account:

At a Glance

  • Current Balance - Total amount due
  • Next Payment Due - Upcoming due date
  • Lease Status - Active, expiring soon, etc.
  • Open Work Orders - Pending maintenance requests

Quick Actions

  • Make a Payment - Pay your rent or outstanding balance
  • Submit Work Order - Request maintenance
  • View Lease - See your lease details
  • Contact Property Manager - Send a message

Recent Activity

  • Payment confirmations
  • Work order updates
  • New messages
  • Rewards earned

Making Payments

Viewing Your Balance

  1. From the dashboard, view your Current Balance
  2. Click View Details to see all invoices
  3. Each invoice shows:
    • Invoice date
    • Due date
    • Line items (rent, fees, etc.)
    • Payment status

Making a One-Time Payment

  1. Click Make a Payment on dashboard
  2. Enter the payment amount or select Pay Full Balance
  3. Choose your payment method:
    • Credit/Debit Card
    • Bank Account (ACH)
    • PayPal
    • Bitcoin (if available)
  4. Review payment details
  5. Click Submit Payment
  6. You'll receive a confirmation email

Adding a Payment Method

  1. Go to Account → Payment Methods
  2. Click Add Payment Method
  3. Choose the type:
    • Card - Enter card number, expiration, CVV
    • Bank Account - Link via Plaid or enter details
  4. Optionally set as default payment method
  5. Click Save

Setting Up AutoPay

Never miss a payment with AutoPay:

  1. Go to Account → AutoPay
  2. Click Enable AutoPay
  3. Select your default payment method
  4. Choose when to pay:
    • On due date - Pay exactly on due date
    • Before due date - Specify days before
  5. Click Save Settings

Viewing Payment History

  1. Go to Payments → History
  2. View all past payments with:
    • Date
    • Amount
    • Payment method
    • Confirmation number
  3. Click any payment to view receipt

Downloading Receipts

  1. Go to payment history
  2. Find the payment
  3. Click Download Receipt
  4. PDF receipt will download

Viewing Your Lease

Lease Overview

  1. Click My Lease in navigation
  2. View your current lease details:
    • Property and unit information
    • Lease dates (start and end)
    • Monthly rent amount
    • Security deposit

Lease Terms

View the terms and conditions of your lease:

  • Pet policy
  • Smoking policy
  • Maximum occupants
  • Parking allocation
  • Subletting rules
  • Insurance requirements

Registered Occupants

See who is listed on your lease:

  • Primary tenant (you)
  • Additional occupants
  • Relationship to primary
  • Co-signers if applicable

Registered Pets

If you have registered pets:

  • Pet name and type
  • Breed information
  • Service animal status

Additional Fees

View any additional monthly fees:

  • Pet rent
  • Parking fees
  • Storage fees
  • Other charges

Signing Your Lease

If your lease requires electronic signature:

  1. You'll receive an email with a signing link
  2. Click the link (valid for 7 days)
  3. Review the full lease document
  4. Draw your signature on the canvas
  5. Type your full name to confirm
  6. Click Submit Signature
  7. You'll receive a confirmation

Note: If your signing link expired, contact your property manager to resend it.

Submitting Work Orders

Creating a Work Order

  1. Click Work Orders → Submit Request
  2. Select the issue category:
    • Plumbing
    • Electrical
    • HVAC
    • Appliances
    • Structural
    • Other
  3. Describe the problem in detail
  4. Set the priority:
    • Emergency - Safety hazard, needs immediate attention
    • High - Major inconvenience, needs quick response
    • Normal - Standard maintenance
    • Low - Minor issue, can wait
  5. Add photos if helpful (recommended)
  6. Specify access instructions if needed
  7. Click Submit

What Happens Next

  1. Property management receives your request
  2. They'll acknowledge and schedule
  3. You'll receive updates via email/SMS
  4. A contractor may contact you
  5. Work is completed and you're notified

Tracking Work Orders

  1. Go to Work Orders → My Requests
  2. View status of all work orders:
    • Submitted - Awaiting review
    • Acknowledged - Being scheduled
    • In Progress - Work underway
    • Pending Parts - Waiting for materials
    • Completed - Work finished
  3. Click any work order for details

Adding Notes

To provide additional information:

  1. Open the work order
  2. Scroll to Notes section
  3. Type your message
  4. Click Add Note

Work Order Tips

  • Be specific about the problem location
  • Describe when the issue started
  • Note any temporary fixes you've tried
  • Include your availability for access
  • Upload clear photos showing the issue

Documents

Viewing Documents

Access your important documents:

  1. Go to Documents
  2. Browse by category:
    • Lease documents
    • Signed agreements
    • Move-in checklist
    • Property rules
    • Notices
  3. Click any document to view

Downloading Documents

  1. Find the document
  2. Click Download or the download icon
  3. PDF will download to your device

Document Types

Category Contents
Lease Original lease, amendments, renewals
Signed Documents you've signed electronically
Property Rules, regulations, community guidelines
Financial Payment receipts, statements
Notices Communications from management

Messages

Viewing Messages

  1. Click Messages in navigation
  2. View your inbox with:
    • Message subject
    • Sender
    • Date received
    • Read/unread status

Reading a Message

  1. Click the message to open
  2. View full content
  3. See any attachments
  4. Reply if needed

Sending a Message

  1. Click New Message
  2. Select recipient (property manager)
  3. Enter subject
  4. Write your message
  5. Attach files if needed
  6. Click Send

Message Tips

  • Use clear subject lines
  • Be specific about your request
  • Include relevant details (unit number, dates, etc.)
  • Check for responses regularly

Rewards Program

PropManager may offer a tenant rewards program. Check if your property participates.

How Rewards Work

Earn rewards by:

  • Paying on time - Build payment streaks
  • Prepaying rent - Get bonuses for advance payments
  • Referring tenants - Earn referral bonuses (if offered)

Streak Rewards

Build consecutive on-time payment streaks:

Streak Typical Reward
3 months $25 credit
6 months $50 credit
12 months $100 credit

Actual amounts set by your property manager.

Prepayment Bonuses

Pay multiple months ahead to earn:

Prepayment Typical Bonus
2 months $15 credit
3 months $30 credit
6 months $75 credit

Viewing Your Rewards

  1. Go to Rewards in navigation
  2. See:
    • Current points/credit balance
    • Current streak count
    • Reward history
    • Available rewards

Using Rewards

Rewards are typically applied as credits toward:

  • Future rent payments
  • Late fees (if applicable)
  • Other charges

Contact your property manager for specific reward redemption options.

Notification Preferences

Managing Notifications

  1. Go to Account → Notifications
  2. Configure preferences for each notification type:

Notification Types

Notification Description
Payment Reminders Upcoming payment due dates
Payment Confirmations Successful payment receipts
Invoice Ready New invoice available
Work Order Updates Maintenance request status changes
Lease Reminders Expiration and renewal notices
General Announcements Property-wide communications
Weather Alerts Severe weather notifications

Delivery Channels

Choose how you receive each notification:

  • Email - Delivered to your registered email
  • SMS - Text message (requires phone number)
  • In-App - Notification in the portal
  • All - Receive via all channels
  • None - Disable this notification type

Setting Preferences

  1. Find the notification type
  2. Select delivery channel(s)
  3. Click Save Preferences

Account Settings

Updating Contact Information

  1. Go to Account → Profile
  2. Update:
    • Email address
    • Phone number
    • Emergency contact
  3. Click Save Changes

Changing Email

  1. Enter new email address
  2. You'll receive a verification email
  3. Click the verification link
  4. New email is confirmed

Adding Phone Number

  1. Enter your mobile number
  2. Click Verify
  3. Enter the code sent via SMS
  4. Phone number is verified

Security

Your account security is important:

  • Magic link login means no password to steal
  • Sessions expire after inactivity
  • Log out when using shared devices
  • Keep your email account secure

Frequently Asked Questions

Payments

Q: When is my rent due? A: Check your lease or dashboard for your specific due date, typically the 1st of the month.

Q: Can I pay with cash? A: Cash payments are typically not accepted online. Contact your property manager for alternatives.

Q: What if my payment fails? A: You'll receive a notification. Try again with a different payment method or contact your property manager.

Q: Can I split my rent payment? A: Some properties allow partial payments. Check with your property manager.

Work Orders

Q: What qualifies as an emergency? A: Safety hazards (fire, flood, gas leak), no heat in winter, no water, security issues.

Q: How long will repairs take? A: Response times vary by priority. Emergencies: immediate. Normal: 1-5 business days.

Q: Can I be present during repairs? A: You can request to be present. Include your availability in the work order.

Lease

Q: When should I renew my lease? A: Contact your property manager 60-90 days before expiration to discuss renewal.

Q: Can I add a roommate? A: Additional occupants must be approved. Contact your property manager.

Q: What happens if I break my lease? A: Review your lease terms for early termination conditions and fees.

Getting Help

  • Emergency Maintenance - Use the emergency work order option
  • General Questions - Send a message to property management
  • Payment Issues - Contact your property manager
  • Portal Problems - Try refreshing or use a different browser

Thank you for being a valued resident!