1. Initial Setup

Changing Your Password

• Log In:

  • Go to
    https://crm.propspace.com/login
    and log in with your credentials.

• Access Profile Settings:

  • Click on your username in the top right corner and select Profile.

• Change Password:

  • Click on Change Password

  • Enter your current password

  • Enter and confirm your new password
    
    

• Save Changes:

  • Click Save to update your password.

Creating New Users

• Navigate to User Management:

  • Go to Admin → Users → User Management

• Add New User:

  • Click on the Add New User button.
    
    

• Please note:

  • After clicking on New User, you will be redirected to the Broker screen to complete the user creation.

  • Once the user is created, switch to Property Management to view the new user.

• Enter User Details:

  • Fill in the user’s details including Name, Email, and Role.

• Set Permissions:

  • Assign the appropriate permissions based on the user's role.

• Save User:

  • Click Save to create the new user.

Setting Up the System to Your Liking

• Configure User Permissions:

  • Go to Admin → Users → Roles.

  • Select a role and customise the permissions for different modules and actions.

• System Settings:

  • Go to Admin → Settings.

  • Configure various settings such as email templates, notification preferences, and integrations according to your business needs.

2. Creating and Publishing Properties

Adding a New Project

• Navigate to Projects:

  • Go to the Properties section from the main menu and select Projects.

• Create New Project:

  • Click on the New Project button.

  • Fill in all required fields, such as project name, location, and relevant dates.

• Add Landlord Information:

  • Click on Add or Select Landlord to link a landlord to the project.

• Upload Images and Documents:

  • Attach images and relevant documents to the project entry.

• Save the Project:

  • Click Save to add the project to your system.
    
    

Adding a New Unit

• Navigate to Units:

  • Go to the Properties section from the main menu and select Units.

• Create New Unit:

  • Click the New Unit button.

  • Fill in all mandatory fields such as category, number of bedrooms, and location.
    
    

• Add Landlord Information:

  • Click on Add or Select Landlord to link a landlord to the unit.

• Upload Images:

  • Upload photographs of the unit.

• Save the Unit:

  • Click Save to finalise the entry.
    
    

3. Lease Management

Creating a New Lease

• Navigate to Leases:

  • Access the Leases screen from the main menu.

• Initiate New Lease:

  • Click the New Lease button.
    
    

• Enter Lease Details:

  • Fill in all required fields, including unit selection, tenant details, and lease terms such as start and end dates, lease amount, payment frequency, and mode.

• Enter Financial Details:

  • Input management fees, renewal fees, deposit amounts, and commissions.

• Upload Documents:

  • Attach necessary documents such as tenant and owner IDs, lease agreements, and proof of payments.

• Set Reminders:

  • Set reminders for key lease dates to ensure timely notifications.

• Save the Lease:

  • Confirm all details and click Save Lease.

Renewing a Lease

• Identify Expiring Lease:

  • Navigate to the Expiring Leases tab to find leases nearing their end.
    
    

• Process Renewal:

  • Update lease terms as necessary and confirm the renewal.

• Confirm Renewal:

  • Click Action → Renew Lease to finalise the updated contract.

  • Once the action is completed, the system will generate a new lease with the next consecutive reference number.
    
    

4. Financial Management

Handling Transactions

• Navigate to General Ledger:

  • Go to the Accounts → General Ledger tab within the system.
    
    

• Create Transaction:

  • Click on New Transaction to create the transaction for the Lease
    
    OR

  • Click on Accounts within the lease record, then select Add Transaction.
    
    

• Add Quick Account for Leases:

  • Select Add Quick Account.

  • Enter details such as account purpose, payment amounts, and schedules.
    
    

Generating Invoices for Rent Payments

• Choose a Lease:

  • Select Generate Invoice for the rent payment due.

Generating Financial Statements

• Access Financial Statements:

  • Navigate to the Financial Statements tab.

  • Select the type of statement needed, such as Profit and Loss or Balance Sheet.

• Create Profit and Loss Statements:

  • Generate a P&L statement to review income versus expenses over a specified period.

• Download or Share Statements:

  • Opt to download or directly share the financial statements with stakeholders.

5. Work Orders

Creating a New Work Order

• Navigate to Work Orders:

  • Access the Work Orders tab from the main menu.

• Initiate New Work Order:

  • Click on the New Work Order button.

  • Fill in the required details including service type, property, and vendor.

• Assign and Schedule:

  • Assign the work order to a vendor.

  • Set a date for completion.

• Save and Monitor:

  • Save the work order.

  • Monitor its progress through updates or status changes.

Managing Work Order Status

• Review and Update Status:

  • Regularly check the status of work orders.

  • Update them from 'Scheduled' to 'Completed' or 'Cancelled' as necessary.

• Communicate with Tenants and Vendors:

  • Use the system to send updates or receive notifications about changes in work order status.

6. Portal Management

Tenant Portal Access

• Granting Access:

  • Navigate to the Tenants section.

  • Select a tenant to grant portal access.

• Manage Permissions and Functions:

  • Customise what tenants can view and do within their portal, such as making payments or submitting service requests.

Landlord Portal Access

• Activate Access for Landlords:

  • Go to the Landlords section.

  • Activate portal access for selected landlords.

• Customise Information Accessibility:

  • Determine the extent of information and controls available to landlords through their portal.

7. Reports and Insights

Generating Reports

• Access Report Features:

  • Navigate to the Reports section from the main menu.

• Select Type of Report:

  • Choose from various report types such as financial summaries, tenant occupancy, or maintenance logs.

• Customise and Generate Reports:

  • Use filters to tailor reports by date range, property, or other criteria.

• Review and Use Insights:

  • Analyse the generated reports to identify trends, spot potential issues, and make adjustments to strategies.

8. System Administration

User and Access Management

• Manage User Profiles:

  • Access the Users section.

  • Add, modify, or deactivate user accounts.

• Assign Roles and Permissions:

  • Define roles for each user.

  • Assign appropriate permissions based on their job functions.

Settings and Customization

• Configure System Settings:

  • Navigate to the Settings menu.

  • Adjust system configurations such as notifications, data backup preferences, and other operational parameters.

• Customise Templates and Forms:

  • Modify document templates and forms used in leases, reports, and communications.

Adding and Managing Vendors

• Vendor Management:

  • Use the Vendors tab to add and manage information about service providers and suppliers.

9. Document Management

Uploading and Managing Documents

• Access Document Storage:

  • Navigate to the Documents section within the system.

• Upload Documents:

  • Use the upload feature to add new documents such as contracts, maintenance records, and compliance certificates.

• Set Permissions and Access:

  • Configure who can view, edit, or delete documents based on their roles within the organisation.

Creating and Using Templates

• Template Customisation:

  • Modify existing templates or create new ones for common documents like leases, notices, and reports.

• Implement Templates:

  • Apply these templates when generating new documents from the system.

This Quick Start Guide provides the essential steps for getting started with PropSpace Manager. For more detailed instructions and advanced features, please refer to our support team at support@propspace.com.