Everything you need to find a client, add or change their information, and keep their file moving, all in the portal. Written for Chantal, Danielle, and anyone helping manage properties. Keep this page handy.
Sign in with your own email and password. Chantal, use your fresh-and-fit email. Danielle and Tina, use the email your invite came to.
You'll land on the Property Management Dashboard with a small Manager badge next to the title. That's your home base.
First time? Your invite email has a link. Click it, type a password, tap the little eye to see it so you can save it, and that's your login from then on. No need to check your email again.
2 Your dashboard, at a glance
The dashboard lists every client, not just yours. Across the top are quick counts (Total, Drafts, Submitted, In Progress, Active). Below that is the client list.
Under each property name you'll see little red or amber tags for anything missing, like No WiFi passwordNo photosGov ID missing. Those are your to-do list for that client.
Use the Full Dashboard and Owner View links (top right of the list) to switch views. The Manager view is the one you'll live in.
3 Find a client
Use the Search by address or owner name box at the top of the list. Type any part of a name or address.
Or narrow the list with the Active (working list) and All Stages dropdowns.
Tick Blockers only to see just the clients who are stuck waiting on something.
4 See what a client still needs
The Progress column shows a score out of 10 and a plain-language Missing: list, for example "Missing: Pricing, Banking, Check-in method." That list is the source of truth for what's outstanding. If it says nothing's missing, they're complete.
Always trust the Missing: list over your memory. If it's listed there, it still needs to be added. If it's not, it's done.
5 Open a client's file and add information
Find the client, then click the blue Edit button on their row (or click the property name to view first).
The file opens as a set of tabs across the top: Property Basics, Bedrooms & Layout, Amenities, Photos, Pricing & Policies, Description, Review & Submit.
Click the tab that holds what you're adding (the next section tells you which is which), fill in the fields, and move on. A red star means a field is required.
Scroll down and click Save. That's it, the change is in.
Never leave a guess. If you don't have the real value, like a door code or a stall number, don't make one up. Leave it and mark the client as waiting on the owner (next section) so we can chase it.
6 Where does each thing go? quick map
When you open a client's file, here's which tab holds what:
Tab
What lives there
Property Basics
Owner name & contact, address, unit, building, city licence number, provincial number, GST, strata plan/lot, which platforms they want
Bedrooms & Layout
Bedrooms, bathrooms, guests, the bed setup per room, WiFi name & password, parking type and stall number(s)
Amenities
What the place offers (most are pre-checked for known buildings)
Headline, description, directions, check-in & check-out instructions (pre-filled for Aqua and Caban)
Review & Submit
Banking / payout details, government ID, place of birth
Not sure where something goes? Open the client, look at the Missing: list, and it names the exact item. Then find the tab above that matches it.
7 Mark who you're waiting on
Every row has a Waiting dropdown. Set it to say whether the ball is in the client's court or ours.
On the client's row, open the Waiting dropdown.
Choose Waiting on owner when you've asked them for something and are waiting, or Waiting on us when it's our turn.
This is what protects you. If banking sits at "waiting on owner" for a week, the record shows the day you asked and that they haven't sent it. It's proof the delay wasn't on us.
8 Everything is logged automatically
You don't have to write down who did what. Every time a piece of information is added or changed, the portal records who added it and the date, on its own. Banking, photos, IDs, WiFi, access codes, stall numbers, and the rest are all time-stamped with the person who entered them.
This is exactly why we want everything to go through the portal instead of texts and emails. If it's in the portal, it's dated and attributed. If it's in a text, it isn't.
9 The three golden rules
Everything through the portal. If a client sends info by text or email, log it into their file so it's dated and saved. The portal is the record.
Never guess a blank. A missing door code or stall number gets left blank and marked waiting on the owner, not filled with a guess.
Trust the Missing list. It's the honest picture of what's done and what isn't. Work from it, not from memory.
10 Getting help
Stuck on any screen? Tap the round Ogo button in the bottom-right corner. It can point you to the right spot and has quick buttons to text or email Andy directly.
Help to this guide is built right into the admin, too. Look for the orange 📖 Guide button on your dashboard, the ? next to the search box, and the 📖 Where does each thing go? link that appears when you open a client's file. They all bring you back here.