Properties, blocks, floors and units with keys and access cards
Keep every building down to the unit: blocks, floors, unit type, areas, asking rent, features, keys and access cards. Each unit shows whether it is vacant, reserved, let or under notice, worked out from its leases.
PLANSEvery plan
The problem it solves
- Your list of flats and shops lives in a spreadsheet that nobody trusts, so a unit is offered twice or forgotten.
- Nobody knows who holds the spare key, the parking remote or access card 0042.
- Whether a unit is free is a question for the person who wrote the last lease.
- Occupancy for a building is counted by hand at the end of the month.
How it works
- Add the property: name, code, kind, the property manager, address and map position. Kinds: Residential, Commercial, Mixed Use, Mall / Retail, Industrial / Warehouses, Short Stay, Co-working, Villa Community and Land.
- List its blocks or towers and their floors, the owners' association and the emergency phone.
- Add each unit under its property, block and floor, with a code that is also the unit's QR label for the Staff app.
- Fill in the unit type, bedrooms and bathrooms, furnishing, view, areas, permitted use, features, the asking rent and the market rent.
- List the keys, cards, remotes, fobs and codes of the unit, how many there are and who holds each one.
- From then on the unit's status follows its leases, stays and blocked times by itself, and the property counts its units, let, vacant and occupancy.
Everything it does
Property
- Kind: Residential, Commercial, Mixed Use, Mall / Retail, Industrial / Warehouses, Short Stay, Co-working, Villa Community or Land
- Code, Entity, branch, property manager, year built, photo, address with latitude and longitude
- Amenities and a description shown on listings and to tenants
- Owners' association (RWA or building management company) and emergency phone
- Total area; lettable area, number of units, let, vacant and occupancy worked out from the units
- Occupancy counts units let or under notice out of the units that can be let; common areas are left out
Unit
- Unit type: Flat / Apartment, Villa, House / Townhouse, Studio, Room. Office, Shop, Kiosk, Warehouse, Industrial Unit, Land / Plot, Parking Bay, Storage, Desk, Cabin / Private Office, Other
- Common Area tick for a lobby, lift or plant room: never let, but it can carry meters, assets and shared costs
- Bedrooms, bathrooms, furnishing (Unfurnished, Semi-furnished, Furnished), view, parking bays included, permitted use, features
- Area plus carpet, built-up and gross area, in the Entity's area unit
- Asking rent a month or a year, market rent for reports and reviews, pricing class
- Floor plan file, a video or 360-degree link, an internal note for the team only
Keys and access cards
- One line per key, access card, remote, fob, code or other item, with how many
- Who holds it: In the Office, With the Tenant, With the Owner, With a Vendor or Lost, and the person
- Keys are counted again in move-in and move-out checks
Status from leases
- Vacant, Not Ready, Reserved, Let, Notice Given, Owner Use, Renovation, Blocked, Common Area
- Never typed: refreshed every hour and whenever a lease, a notice or a blocked time changes
- A blocked time on the unit (works, own use, a hold) shows as Renovation, Owner Use, Reserved or Blocked
- Not Ready while make-ready tasks after a tenant are open
- Rentals button: every lease, stay or membership the unit has had
Lists
- Units filters: Vacant, Let, Notice Given, Reserved, Lettable, Common Areas, Archived
- Group by property, block, floor, status or unit type
- Properties filters: My Properties, With Vacant Units
Who uses it
Property managerAdds properties and units, keeps keys up to date and blocks units for works.
Lease userLooks up a unit, its status and its keys before a viewing or a move-in.
Lease ManagerSets the Entity's area unit and sees every property of the Entity.
Where you use it
- Web: Lease > Portfolio > Properties and Units
- The SmartMy Lease Staff app: Portfolio > Units. Search or scan the unit's QR label to see its status, keys, checks and requests (built and in testing, not in the app stores yet)
- Not on tenant pages: tenants see their own lease and units only
What you control
Settings
- Area unit: Square Feet to start with, or Square Metres, per Entity
- Unit status refresh: every hour, by itself
Questions
Can one building hold flats, shops and parking bays?
Yes. A property of kind Mixed Use holds units of any type, each with its own status and rent. Parking bays and storage are units too, so they can be let on their own or with a flat.Can we change a unit's status by hand?
No. The status follows leases, stays and blocked times. To take a unit off the market, add a blocked time with the dates and the reason, such as works or the owner's own use.Do common areas count against occupancy?
No. A unit ticked Common Area is left out of the unit count, the vacant count and occupancy. It can still carry meters and assets.Can we track who has the spare keys?
Yes. Each key, card, remote, fob or code has a line with how many there are and who holds it, including Lost. Move-in and move-out checks count them again.Related features
PORTFOLIOUnit board and stacking plan with status from leasesEvery unit as a card, grouped by property, coloured by its status: vacant, reserved, let, notice given, not ready or blocked. Group it by floor to see a building floor by floor.PORTFOLIOArea in square feet or metres, and rent by areaEach Entity measures in square feet or square metres. Units carry their areas, and a lease can be priced per square foot or metre. Rent on a lease with several units is shared by area.LEASES AND RENTLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.CHECKS, DEPOSITS AND REPAIRSMake-ready tasks before the next tenantWhen a tenant moves out, your list of tasks between tenants is made for the unit: paint, deep clean, change locks. The unit shows Not Ready until the last task is done, then it is Vacant again.CHECKS, DEPOSITS AND REPAIRSMove-in, move-out and inspection checks with photos and signaturesWalk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.