Several entities in one account
Run the companies of your group, such as one that owns the buildings and one that manages them, in one SmartMy Lease account. Each Entity keeps its own properties, leases, settings and books, and a person can work in several.
PLANSEvery plan
The problem it solves
- Two family companies each own buildings, and their bills cannot carry the same name or GSTIN.
- The same team manages both, and two systems mean two logins.
- One company's managers must not see the other's tenants and rents.
How it works
- Add each company as an Entity under Administration > Users & Entities > Entities, with its address, currency, country and logo.
- Give each person the Entities they may work in, under Allowed Entities on the user.
- Add properties, plans and settings in their own Entity.
- Pick the Entity to work in from the switcher at the top, or tick several to see them together.
Everything it does
What belongs to each Entity
- Properties, units and keys; leases, memberships and stays; membership plans, day passes and check-ins
- Owners' shares and management agreements; leases you take
- Its own books, taxes and fixed assets; financial reports side by side or consolidated (Scale)
Set per Entity
- Area unit: square feet to start with, or square metres
- Lease accounting standard and accounts; CRM links; the rent increase limit (UAE)
- A country pack follows the Entity's country
- Notification channels and wording, following the group until changed
Shared
- Contacts such as tenants and owners
- Lease numbers (LSE/year/) and membership numbers come from one series for all Entities
Who sees what
- Staff see records of the Entities they are allowed in
- A role applies in every Entity the user is allowed in
- Tenants, owners and members see only their own records
Who uses it
OwnerWorks with every Entity ticked and compares them.
AdministratorAdds Entities and gives people their Allowed Entities.
AccountantKeeps each Entity's books apart.
Where you use it
- Web: Administration > Users & Entities > Entities, and the Entity switcher
- Not built today: a role in one Entity only
What you control
Settings
- Per Entity: name, address, currency, country, logo, area unit (square feet)
- Per user: Allowed Entities
Notifications
- Each Entity follows the group's notification settings until you give it its own
Questions
Can one manager work for both companies?
Yes. Allow them in both Entities and switch, or tick both.Do the companies need separate bills?
Yes. A lease belongs to one Entity and its bills come from that Entity's books.Can lease numbers differ per company?
Not today. One series is shared, so a number is never repeated.How many Entities can we have?
One comes with your plan; each further one is added with its own pack.Related features
ACCOUNTINGFull accounting with GST returnsRent bills, deposits, cheques, owner money, vendor bills and the leases you take all land in the books of the same system. Scale adds the full accounting screens and reports, from ledgers to cash flow, and GSTR-1 and GSTR-3B for Indian Entities.PORTFOLIOProperties, blocks, floors and units with keys and access cardsKeep 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.COUNTRY PACKSCountry packs: UAE, UK, India, AustraliaPacks for the UAE, the UK, India and Australia load local deposit schemes and certificate types. They add checks such as the RERA rent increase limit, the UK deposit caps and Form C for foreign guests. Every legal point is a draft for your local adviser to confirm.ACROSS SMARTMY LEASENotificationsTenants, guests, members, owners and vendors hear about bills, payments, cheques, checks, notices, repairs and lease dates, and your team hears what needs them. Email and the in-app inbox work with no set-up; a few rental events can also go by WhatsApp or SMS.ACROSS SMARTMY LEASEStaff chatProperty managers, agents, the front desk and accounts chat inside SmartMy, one to one or in groups, with photos and files. Nobody needs a colleague's personal number to ask about a key.
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.