Help Page
User's Guide To...
Dashboard
Dashboard
Dashboard is the landing page after you have logged into the system. It provide a general overview and status of your properties and tenants.
- Occupany - display the percentage of units out of total units that have an active lease. It is there to remind you to fill your vacant units
- Open Inquiry - display a list of open inquiries that needs your attention
- Open Request - display a list of open requests that needs your attention
- Open Application- display a list of open applications that needs your attention
- Due Rent - display display a list of unpaid invoices that needs your attention
Recent Work History
This section allow you to see the past 30 action you have performed. This way you will remember what you did last time you were here if you have not logged in for a while. Action history prior to that will be removed.
Property
The Property tab convers all management and marketing related features tied to your rental property and units. You can add property, units, and market them. It will also allow you to see an overall picture related to that property or unit.
Property
This is where you manage all your property. Add a property and then add units associated with that property. Unit is the smallest entity in the property section and tenants can only be assigned to units, not properties. For example, if you have a single family house, then add a property and add a unit to it. However if you have an apartment with 50 units, add a property and then add 50 units to that property.
Add Property
- Property name - name of the property to be display
- Type - type of the property
- Owner - owner of property (must be in the contact list)
- Street - address of the property (do not include Apt # or Suite #, provide it when you add units)
- City - city of the property
- State/Province - state/province of the property
- Zip - zip code of the property
- Country/Region - country/region of the property
- Nearby Point of Interest - point of interests near the property (multiple poi allowed)
An interactive map will appear once property name, street, city, state, zip, and country are provided to be used for nearby point of interest
Add Unit
Once you have a property, you can add unit to that property by clicking on the "add unit" link near the property name.
- Unit name - name of the unit to be display
- Unit Address - list only the apartment/suite/etc number(ie Apt 123, Ste 321, Unit A). Do not enter the complete address of the location!!!
- Web Address - URL of the unit website.
- Theme - Theme of the unit website
- Type - Specify the bedroom and bathroom
- Rent - Rent amount for the unit
- Unit Size - Square footage of the unit
- Deposit - Deposit requirement
- Min Lease Term - Minimum Duration of the Lease
- Status - Specify availablility
- Pets - Whether Pets is allowed
- Smoking - Whether Soking is allowed
- Header - A tag line for the unit
- Description - Description of the unit
- Amenities - create a list of amenities
- Youtube Bideo - Upload a video of your unit and include it here. It will become part of your unit website.
- Photos - Upload photos of the unit here
Marketing
Marketing section allows you to advertise your property and track responses of those marketing efforts. TenantHost automatically creates a rental unit web site for each rental unit you have. You can find publishing tools for your rental unit by clicking on the publish link next to the rental unit you want to promote. In the publish page you will see "Preview and Pring Flyer" and craigs list post buttons. "Preview and Pring Flyer" button allow you to print a printable single page flyer with your printer,On the other hand, "Start Craigslist Post" button will assist you in posting your ads into craigslist. Select your craigslist region and housing category before clicking on the button. The "highlight all and copy to clipboard" button will copy our specially designed craigslist rental advertising template for you to paste it on craigslist.The tool will remember the region and housing category this property belongs to for your next post.
Application Setting
You can decide who can or cannot submit online rental application by password protecting it. For example, if you only want people who have contacted you or have visit the property to apply, password protect the application form and then hand out the password only to those you want them apply. This will help you filter you applicants.
Task
The Task tab contains features that will handle most of your rental management activity. TenantHost helps you organize your todo list, rental inquiries, maintenance requests, and online rental applications.
Task List
TenantHost understands our users are busy individuals. That's why we have created the tasks list & reminder feature to help you organize and track your property management related activities. Adding an activity require the following field to be supplied :
- Task - Name of the task to be complete
- Due Date - When this task should be done by
- Recurrence - Whether this task should repeat every so often
- Redminder - Whether TenantHost should remind you this task and when
- Email - Email will be sent to the email address you have registered with us.
- SMS Text Messaging - An SMS messaging will be sent to your cell phone. (You cell phone carrier may charge you for sms messaging)
Inquiry
Inquiries are received when a prospective tenant submit to the Contact Now section of your rental unit web site. You may respond to the inquiries in many ways including calling, emailing, or use our form to reply to the prospect. If the rental application is locked or you want the prospect to reach you, you use the check boxes to attach those information in your reply message.
Request
Request are received when an existing tenant submit a maintenance request from the tenant login page. User may also initiate a request by using add request.
Add New Request
User may create request to help track activity related to a rental unit.
- Property - Select the property that the request is for
- Unit - Select the Unit within the property that the request is for. (A dropdown will appear once property is selected)
- Tenant - Select the Tenant that the request is for. (A dropdown will appear once unit is selected)
- Title - Pick a title for the request
- Category - Specify what type of request it is
- Priority - Specify urgency of the request
- Status - Specify status of the request
- Description - Provide more detail about the request
- Image - Upload image related to the request. (ie. image of the damaged property)
View and Respond Request
Respond to the request to communicate with the Tenant who submitted the request.
- Reply - Append replies to this maintenance request
- Image - Upload updated image related to the request. (ie. image of the fixed property)
- Priority - Update urgency of the request
- Status - Update status of the request
Review Application
Applications are received when prospective tenant submit online application through your unit web site. This section allows you to review the application, take notes of the application, and then process the application. You may want to document the reason an application is rejected in case an audit was requested by the Office of Fair Housing and Equal Opportunity.
- Open - The application has not been processed
- Processing - The application has been reviewed and is processing
- Rejected - The application is rejected.
- Accepted - The applicant is approved
- Accepted and Add Tenant - The applicant is appproved and take me to the add tenant page immediately
Please note that only accepted application will appear in the tenant auto fill drop down in the add tenant page
Tenant
The tenant section allows you to add tenant, lease, and generate invoices for the lease.
Add Tenant
Add a tenant by clicking on the add tenant button. You can optionally import the tenant information by importing data from the tenant's online application if the tenant had filled one out.
Add Lease
Once you have a tenant added, you can add lease to that tenant. When adding lease, you can choose to generate invoices for that lease. The invoices will be generated based on how often rent is due. If you choose not to generate lease, you will have to create the invoice manually.
- Start date - Enter the date the lease starts
- End date - Enter the date the lease ends
- Deposit - Enter the Deposit collected
- Rent - Specify the amount of rent per rent due period
- Rent Due - Specify the frequency rent is collected. If monthly select date of the month, If weekly, specify date of the week.
- Late fee - Specify late fee to add to invoice if payment was late.
- Generate Invoice - Select this if you want invoice to be automatically generated for the lease.
- Lease - Enter your lease term here so that Tenant can view lease from Tenant login section
Finance
Finance tab organize and track all finance related activity
Finance
View your financial reports or enter transactions into your general ledger in this section. Transaction are recoreded per unit basis. To record a transaction, click on "view unit ledger". You can see the create new ledger form on top.
- Date - The date the transaction took place
- Category - Whether the transaction is income or expense and what kind.
- Description - A short description explaining the transaction
- Amount - How much the transaction was for
- Receipt - If expense, scan a copy of the receipt as backup. (size less than size 200kb)
Financial report of both unit and property are available. Click on "View Unit Finance" to see the financial picture of the unit or click on "View Property Finance" to see the aggregated view of all units under that property.
Invoice
Instead of seeing invoices group by Tenant, this section has an aggregated view of all invoices in chronological order. You can
- Mark an invoice as paid - Your Tenant will confirm that his payment has been received. Our system will also not send payment reminder for paid invoice.
- Record Payment - Record the transaction in your general ledger to track your finance
- Edit Invoice - Edit invoice to change amount due or due date
- Remove - Remove invoice if payment waived or no longer needed.
Contact
Contact is essentially an address book for you to store all your property management related contacts..
- Name - Enter name of the person
- Email - Enter email address of the person
- Office Phone - Enter office phone number of the person
- Mobile Phone - Enter mobile phone number of the person
- Fax - Enter fax number of the person
- Description - Enter description of what the person does
- Street - Enter street of the person's address
- City - Enter city of the person's address
- State/Province - Enter state/Province of the person's addresst
- Postal Code - Enter postal code of the person's address
- Country - Enter country of the person's address
Community
Community is where you can make new friend and share your experience. We will have more community features soon to allow more ways of interactions.
Forum
The forum is a place to discuss about any real estate related topic with other user. Our forum uses Textism input format so that they don't need to know html. See http://www.textism.com/tools/textile/ for more detail on formatting your posts.
- To start a topic, go into the forum that topic belongs, and click on "New Topic" link in the bottom. Enter the title and body for the topic.
- To reply to a topic, go into the topic, click on "reply to topic" link in the bottom, enter the text you want to post.
- To edit a response, hover your mouse just below your icon, click on "edit" link, edit the text you want to replace.
Member
Member section display all our members' profile along with their introduction. You can send members private messages from the member page.