Company Landlord — User Guide

Run a property management operation — portfolio, tenants, staff, and the rent ledger.

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Before you start

Three things decide whether this guide applies to you:

1. Your tenants need to be on estateTT as renters. Every lease on the platform is created from a rental application — the loop below begins when someone applies to one of your listings. There is currently no way to register a tenancy that already exists off-platform.
2. estateTT does not collect rent. Tenants pay you directly, by whatever arrangement you have with them. What the platform provides is the record — who owes what, what a tenant reported paying, what you confirmed, and what is disputed.
3. This workspace is built for a team. Everything is scoped by role rank — what a person can see and do depends on the rank you assign them. If you manage properties alone, the Individual Landlord guide is the lighter fit.

If all three fit, read on.

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How this guide is organized

Running a portfolio is a closed loop — the same loop an individual landlord runs, but distributed across a team with permissions attached. A unit becomes vacant, someone fills it, the tenancy runs, and at the end of the lease you renew or start again.

The company layer attaches at every stage:

• People — Staff Registry controls who sees and does what.
• Cost and capital — Quotes for notary engagements, Financing for refinance and construction assessments, Documents for the record.
• Disposals — Offers when you list a unit for sale.
• Coordination — Calendar, Messages.

Each section below is written the way an operations lead would walk a new manager through the workspace — what the page is really for, the thing a team most often gets wrong on it, and who on your staff can actually reach it. Where a button lives is the easy part.

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Role Ranks

Before any page below makes sense, the permission model does — because "my staff member says they can't see X" is almost always answered right here. Ranks are set per member in Staff Registry. The sidebar itself changes by rank — a Staff member literally does not see Financing or Staff Registry — and page gates enforce the same rank even if someone pastes the URL.

Scope matters as much as rank. Staff and Maintenance Staff see only the properties assigned to them — their Applications, Offers, and tenant lists filter to their assignments. Viewer and above see the whole organization. Maintenance Staff get their own work-queue surface instead of the main workspace.

That scope rule is the one that generates most "the platform is broken" reports, so it's worth holding onto: when a staff member can't see a property, the cause is almost always assignment, not rank. Rank decides which surfaces exist for them; assignment decides which properties fill those surfaces. Check the assignment before you promote anyone — promoting a Staff member to Operations Manager to fix one missing property quietly hands them the whole portfolio's operations instead.

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Sidebar Navigation

The map of the workspace, and worth one skim before anything else — read the rank column and the permission model clicks into place. Money pages cluster at 2+, governance at 3+, and billing sits at 4 only.

The sidebar also shows Ask AI — the in-app assistant — a Team chip naming the organization, and an Upgrade Plan link when the account can change plans.

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Dashboard

This is where you land, and it's built to answer "how is the portfolio doing?" before your first coffee finishes — portfolio totals (properties, active rentals, vacant), a revenue-over-time chart, a per-property income breakdown, and your upcoming appointments.

The revenue figure has a trap built into it, so read it twice: monthly revenue is computed from recorded ledger income — not rent due, not rent expected, and not money already sitting in your account. If your team collected rent but nobody confirmed it in Rent Collection or recorded it in the Ledger, this number doesn't move. On a team that's a workflow problem, not a math problem — someone owns confirmation, or nobody does.

The header carries two actions: Add Property (plan-limited) and Export Archive — a CSV of the property portfolio. Be clear on what that export is: it exports your properties, not your transactions, so it won't serve as a ledger export at reporting time.

Staff members see the same frame filtered to their assigned properties, and the Recently viewed rail below is quietly useful for pricing — the comparable rentals your team browsed last week are sitting right there. Read the page the way a portfolio manager would: work whichever number looks worst. Vacancy sends you to Properties or Applications; a revenue gap sends you to Rent Collection or the Ledger.

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Properties

Step 1 of the loop — a unit can't attract an application until it exists here. The Property Registry (/dashboard/company-landlord/properties, rank 1+) holds the whole portfolio, filterable by listing type — Residential rent, Commercial lease, Sale — and by status: Active, Pending, Rented / occupied, Sold.

The listing type is the field worth respecting: it's what routes a property into the right workflow. Sale is what feeds the Offers queue — so a unit that should be attracting purchase offers but was left as Residential rent will sit there collecting rental applications instead. Staff see this page as Assigned Properties — only what's assigned to them, which is the scope rule in action.

Two habits keep this page honest across a team. An incomplete listing doesn't just look thin — it reads as an unmanaged firm to every applicant who sees it, so fill every field before going Active. And a vacant unit with stale photos is the most expensive combination on the page: refresh the listing when re-marketing rather than relisting the old one.

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Applications

Step 2 — and the first place the team model earns its keep. The question a new ops manager usually asks is "can my front-line staff approve tenants, or does everything land on me?" The answer is a two-tier review, and it's worth understanding before you hand out assignments.

Open Applications (/dashboard/company-landlord/applications, rank 1+) and you see every application against your organization's properties, with summary cards for totals, pending review, screened, and lease setup. Applications move through five states:

• Pending — received, awaiting review
• Screened — a team member has reviewed it and sent it to management
• Lease in setup — approved; a lease has been created from it
• Approved / Rejected — terminal states

Here's how the two tiers split the work. A staff member assigned to a property can Screen or Reject a pending application — screening records that a first pass happened without committing to a lease, and it's the right tool for "this one looks real, over to you." Only Manager rank and above takes the final step: Review (or Finalize Review on a screened application), which opens the lease-creation form. The important part: assignment is what grants screening authority — a staff member screens applications on their assigned properties, not the whole book. So assign properties deliberately; every unassigned property is a queue only management can touch.

One more thing the team should internalize: speed is selection. Good applicants apply to several properties at once and go with whoever moves first — a 24–48 hour response is the difference between choosing your tenant and getting who was left.

When a Manager approves, the platform creates the lease and moves the application to Lease in setup. And here's the moment that confuses nearly every new team: the lease is not in force yet. It comes into force once the move-in payment is recorded and move-in is confirmed complete on the lease record. Until then the tenant won't appear in Leases & Occupancy — which looks like a bug and isn't.

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Leases & Occupancy

Step 4 — the occupancy register, and the answer to "who is actually living in our properties right now?" Leases & Occupancy (/dashboard/company-landlord/tenants, rank 1+) lists every active tenancy across the portfolio — tenant, property, lease dates, status — each row linked to its lease record.

The thing to know before anyone panics: this list is built from leases already in force, and a lease isn't in force until its move-in payment is recorded and move-in is confirmed complete. So when an approved applicant seems to be missing while their lease exists — the lease is real, it's simply waiting on that confirmation. Staff see only tenants on their assigned properties.

Open a lease and you reach its lifecycle surfaces: terms and payments, utilities responsibility, move-in acknowledgment, renewal proposals, and move-out. Signing works the way most firms already sign — off-platform. The lease record prepares editable drafts for tenant review, and the signed copy is uploaded back to it so the record stays complete.

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Rent Collection

Step 6 — the monthly record, and the first page where the rank model visibly bites. Who on your team sees the money? Only rank 2 and above reach this page (/dashboard/company-landlord/rent, badge shows overdue) — a deliberate split that keeps the rent ledger with finance-facing roles while front-line staff work applications and repairs.

Inside, it's what's due, paid, and overdue per lease across the portfolio. Your team is not dependent on tenants to create records: Generate Monthly Payments creates the month's due record for every active lease. Tenants can report a payment sent; a team member confirms it with Confirm — or records it directly with Mark Paid when the tenant paid without reporting. That asymmetry is deliberate: the record you both see is the one your side vouched for. Records can also be disputed (with a written reason), edited, or deleted.

And because this is where it matters most, the boundary again: rent is paid directly to you, outside the platform. This page is the shared ledger of record, not a payment processor — which is exactly why it sits at rank 2+, and why "a staff member can't see rent" is the permission model working as designed, not a fault.

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Ledger & Revenue

Step 7 — the books behind every other number in this guide. Ledger & Revenue (/dashboard/company-landlord/financials, rank 2+ — badge shows overdue rent) holds income and expenses by property and portfolio-wide, with payment history per tenant.

Like Rent Collection, this page is rank 2+ — the money surfaces stay together. Of its figures, net position is the one that matters: income means nothing until expenses are subtracted. Keep transactions categorized properly; at reporting time this is the data your accountant pulls, and a clean ledger is what makes that pull a ten-minute job instead of a week of reconstruction.

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Operations & Repairs

Step 8 — keeping the portfolio standing. Operations & Repairs (/dashboard/company-landlord/maintenance, rank 1+ — badge shows outstanding) collects every maintenance request across the portfolio in two tabs: Work Orders for repairs and Admin Terminal for administrative requests.

The question that trips up every new team: "why can't my maintenance tech see this page?" Because they were never meant to — Maintenance Staff get their own work-queue surface showing only the orders assigned to them. This page is the dispatcher's view; theirs is the fixer's. Two consequences follow. First, dispatch assigns work to your own staff — that's the company model: repairs go to the people you employ, not an external provider (for professional services, the route is Quotes). Second, an unassigned request is invisible to the person who could fix it — the badge counts it, you see it, and your technician sees nothing. Assignment isn't housekeeping here; it's the difference between a request being worked and a request quietly ageing.

While you're dispatching, watch the per-property repair costs — they tell you which assets are becoming money pits before the ledger does.

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Quotes

Alongside the loop rather than on it — the cost line, where the firm engages a professional. Set expectations before you open Quotes (/dashboard/company-landlord/quotes, rank 2+ — badge shows pending): this workspace covers notary engagements for the organization, organized into three tabs — open requests, confirmed engagements, and archived. Other professional services are arranged from the notary and valuation directories or a provider's profile — the public professionals directory lists them too.

One governance detail to know before someone asks why they can't request a quote: only Admins and Managers can request quotations — other ranks see a permission notice. When the right quote comes back, accepting it opens a payment workflow.

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Financing

The other alongside-track: capital. Financing (/dashboard/company-landlord/financing, rank 3+) builds Portfolio Financing assessments — refinance and construction assessments across the team's properties. Each assessment captures property and financial details, computes metrics like LTV, and carries a document vault and score. Where published lender guidance exists for your jurisdiction, it shows whether your figures sit within or above it.

This page is Manager-level by design — it's where you weigh whether the portfolio should refinance or fund works, which pairs naturally with the picture your Ledger gives you.

Boundary: an assessment records what you have told the platform about your situation. It is not a lending decision and does not indicate any lender's approval.

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Offers

Alongside the loop — disposals, and the firm-only feature individual landlords don't get. Offers (/dashboard/company-landlord/offers, rank 1+) is empty until a property's listing type is Sale; for a pure-rental firm it will sit empty, and that's expected — it fills the moment you market a unit for sale.

When it does fill, buyer purchase offers land here — and this is the second place in this guide where the permission model does real work: only rank 3+ can decide. A Pending offer shows Accept and Decline controls (behind a confirmation step) to managers and admins; staff see the same offers on their assigned properties but no actions. So when a staff member says "I handled that offer" — they can track it, but the decision belongs to the manager tier outright.

You may occasionally see a row badged Awaiting approval or Counter awaiting approval grouped under Awaiting internal review. Those are records created before the current offer model — shown for reference, and they cannot be approved or denied in the workspace. Managers see a note marking them for internal review; staff see them as awaiting manager review.

Staff see offers only on their assigned properties.

If you're an individual owner selling rather than a firm disposing of inventory, the Individual Seller guide is the better fit.

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Staff Registry

The people layer, and the page where every permission question in this guide is actually answered. Staff Registry (/dashboard/company-landlord/staff, rank 3+) is where you invite members, assign roles, and manage access. Invite member sends an email plus a role; the invite expiry defaults to 7 days and you choose the window when sending. Seat usage against your plan's limit is shown right here — worth checking before you invite, since seats are part of what your subscription pays for.

The roles you can assign on an invite, and what each reaches:

One nuance worth knowing before it bites: seeing the registry and being able to invite aren't the same permission — an Operations Manager opens this page, but the invite control belongs to Admin-level roles only.

Three habits keep this table working for you rather than against you. Assign the lowest rank that covers the job — a technician updating repair status shouldn't see portfolio NOI, and an analyst shouldn't be able to approve tenants; least privilege is cheaper than the cleanup after over-permissioning. Treat ranks as mapping to job function, not seniority — promote when the job changes, not as a reward. And remove departed staff the day they leave: invites can always be resent, access shouldn't linger.

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Documents

The record — everything the firm would need to prove later, ideally before it needs it. Documents (/dashboard/company-landlord/documents, rank 1+) holds leases, titles, and property files organized by property. The day this folder earns its keep is never the day anyone feels like maintaining it — it's the day a deposit dispute or a compliance question lands, and the answer is either in here or it isn't. Keep it complete across the team.

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Calendar

Coordination — and with a team, it's a fuller workspace than the name suggests. Calendar (/dashboard/company-landlord/calendar, rank 1+) holds showings, maintenance visits, and renewal meetings across the whole organization. Flip between Month, Week, Day, and Agenda views depending on whether you're planning the quarter or surviving the week; Today snaps you back when you've wandered, and search plus event and status filters keep a crowded calendar navigable.

The feature a busy team will lean on hardest is the attention / follow-up queue — the bookings still waiting on an answer, surfaced so nothing hangs unconfirmed while both sides assume the other replied. Appointments aren't static entries: click a slot to create one, open any appointment to see its details and each participant's response, and when something moves, rescheduling sends the other party a reconfirmation rather than silently shifting their day.

The thing that keeps a team calendar honest: an appointment isn't agreed until the people on it have answered. Bookings go out to their participants for confirmation and sit pending until they do — which is what the attention queue is watching. For a firm that matters doubly, because a manager can book onto a member's day: everyone responding promptly is what stops a 2pm landing on someone already on site across town.

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Messages

Somewhere underneath every tenancy is a hundred small conversations — the viewing that moved twice, the repair update, the renewal that started as a casual question. Messages (/dashboard/company-landlord/messages, rank 1+ — badge shows unread) is where all of it lives, and for a firm it's built to be the shared record, not a chat window.

The list on the left is every thread your account is part of — tenants, applicants, providers, staff — searchable, each with its own unread count, and the sidebar badge totals them for you. New messages arrive without refreshing; open a thread and it's marked read. New Engagement starts a thread from here when you need to reach someone new.

Inside a thread, the tools earn their keep:

• Search — "what did we actually agree about the deposit?" is a search away, not an hour of scrolling
• Attachments — the photo of the leak, the signed letter, the receipt. Anything under 10 MB travels inside the conversation it belongs to
• Export — one click produces a PDF transcript of the whole thread. When a dispute or a solicitor wants the record on paper, it's already there
• Document Room threads — conversations tied to a financing package are flagged as Document Room threads, and when that engagement closes the thread stays readable but locks to new messages — the history never disappears

Two honest behaviours worth knowing before you need them. Delete conversation removes your copy — the other side keeps theirs, so don't treat delete as erasure. And if anyone pastes a phone number or email into a message, the platform replaces it with [REDACTED] — sharing contact details is against the Terms of Service, and the filter is automatic, not a warning.

Because this is a shared workspace, treat every message as visible to the people on the thread — there is no internal side-channel here. If staff need to deliberate ("this quote is high, counter at X"), do it where your team already lives rather than inside a tenant-facing conversation.

All of which is why keeping tenancy talk on-platform isn't just tidiness: everyone sees the same record, and on the day "nobody told us" meets "we did, on the 4th," the thread settles it without a raised voice.

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Settings

Underneath everything — rank 4 only, Admin/Owner. Settings (/dashboard/company-landlord/settings) holds three tabs: Organization Profile — the company name, address, and contacts that appear on your listings and tenant communications — Document Readiness, the organization's readiness context, and Subscription, where plan, billing, and seats live.

That last tab is worth a standing habit: seats cost money, so review them when the team changes. The public pricing page lists what each plan includes if you're weighing a change.

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Workflow: Onboarding a New Tenant

1. Property exists in Properties with an active rental listing
2. Application arrives — assigned staff screen it; a Manager+ approves
3. Lease created — the application moves to Lease in setup
4. Move-in payment recorded — on the lease record's Payments & Ledger, confirm what the tenant reports or record it yourself
5. Move-in confirmed — confirm the move-in is complete and the tenancy goes in force; the tenant appears in Leases & Occupancy
6. Rent monthly — generate the month's records in Rent Collection; confirm what the tenant reports, or record it yourself
7. Ongoing — Operations & Repairs for maintenance, Messages for everything else

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Troubleshooting

Staff can't see a property? Two separate checks: their rank (Staff and Maintenance see only assigned work) and whether the property is actually assigned to them — assignment, not rank alone, controls their scope.

Can't invite staff or see Staff Registry? The registry needs rank 3+ to view — Operations Manager and above. Sending invites needs Admin-level access, so an Operations Manager who can see the page still won't get the invite control. Invite links have a selectable expiry (7 days by default); resend rather than create duplicates.

An approved applicant isn't in Leases & Occupancy. The registry lists leases already in force. A lease comes into force in two steps on the lease record: record the move-in payment in Payments & Ledger, then confirm the move-in is complete. An application at Lease in setup is waiting on that confirmation — open the application and follow its lease link to see where it stands.

"Confirm move-in complete" is greyed out. The button only appears once nothing is outstanding on the lease ledger. Record every move-in payment first.

The dashboard revenue looks low. Monthly revenue is computed from recorded ledger income. If rent was collected but never confirmed in Rent Collection or recorded in the Ledger, the figure doesn't move.

Rent not received? Contact the tenant directly — estateTT never processes rent. Confirm the payment in Rent Collection when it arrives so both records match.

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Need Help?

Use the Help & Support icon in the top header — it opens the support workspace at /dashboard/support. Ask AI in the sidebar gives in-app guidance. Not signed in? The contact page reaches the same team.