Your property management dashboard for managing a portfolio of rental properties, staff, and operations.
The Company Landlord role is for property management firms that manage multiple rental properties and employ staff to handle operations. You have full control over your property portfolio, tenant management, maintenance workflows, and staff assignments.
When you log in, you land on your Dashboard. Use the sidebar on the left to navigate between sections.
When you first sign up as a Company Landlord on estateTT, follow these steps to get fully operational:
Your organization profile is your firm's identity on the platform. Navigate to Settings > Organization Profile to complete your firm details. Enter your company name, tax identification number (if applicable), physical address, contact email, and phone number. Upload your company logo — this appears on your property listings, tenant communications, and marketing materials, so it should be high-resolution and professional. Write a company description highlighting your areas of expertise (e.g., residential property management in Port of Spain, commercial properties in San Fernando, mixed-use portfolios in the East-West Corridor) and your years of experience in the industry. A complete organization profile increases credibility with prospective tenants and improves your visibility in search results.
To collect rent payments from tenants, you must configure your payment method. Go to Settings > Payment Integration to connect your payment processor. estateTT supports Stripe and bank transfer for receiving payments. For Stripe, you will need to connect a business bank account — the platform guides you through the Stripe onboarding flow where you provide your banking details and business verification information. For bank transfers, enter your bank account details for direct deposits. Configure your payment terms (e.g., rent due date, late payment policies, grace periods) so tenants understand the payment structure upfront. Set up your payment integration early so there are no delays when your first tenant moves in.
Navigate to Properties and click "Add Property" to create your first property listing. Fill in the property name, address (street, town, region), property type (residential, commercial, mixed-use), and a detailed description of the property. Upload property photos, floor plans, and marketing materials. Set the property status to "Active" when you are ready to start accepting rental applications. For example, if you are managing a 10-unit apartment building in Port of Spain, include details about the number of units, unit mix (1-bedroom, 2-bedroom, 3-bedroom), amenities (parking, laundry, security), and unique selling points like proximity to public transit or shopping centers. A well-documented property attracts qualified tenants and reduces the number of preliminary questions.
Once your property is created, add your unit inventory. Click on the property and select "Add Unit" for each rental unit in the property. Enter the unit number, floor level, square footage, number of bedrooms and bathrooms, monthly rent, and unit status (Occupied, Vacant, Maintenance). Upload floor plans and photos for each unit. Set pricing tiers if applicable (e.g., standard units, premium units with better views, penthouses). For example, a 10-unit apartment building might have units ranging from studios on lower floors to 3-bedroom apartments on upper floors, each with different pricing. Accurate unit inventory is essential for tracking occupancy rates and managing availability.
Navigate to Staff Registry (Admin only) and click "Invite Member" to add colleagues to your organization. Enter their email address, assign their role (Admin, Manager, Analyst, Staff, or Viewer), and click Send Invite. The invitee will receive an email with a secure link to join your organization. Invite links expire after 7 days for security. Assign roles based on actual responsibilities — Admins have full access including Staff Registry, Managers can manage properties and tenants, Analysts can view financials and analytics, Staff can manage assigned tasks, and Viewers have read-only access.<arg_key>old_string</arg_key><arg_value>## Getting Started
Company Landlord uses a rank-based permission system. Each rank grants access to specific sections of the dashboard based on the team member's responsibilities.
Admins have full access to all sections of the dashboard, including Staff Registry and Settings. They can invite and remove team members, manage the organization profile, configure payment integration, and oversee all operations. Admins are typically the owners or senior executives of the property management firm. They have the authority to make strategic decisions about the portfolio and manage the organization's subscription and billing.
Managers have broad access to most sections of the dashboard, including Quotes, Financing, and Offers. They can manage properties, tenants, and maintenance workflows. Managers can view financial data and analytics, but they cannot access Staff Registry or Settings. Managers are typically operations managers or regional directors who oversee day-to-day property management activities and coordinate with staff.
Analysts have access to Leases, Applications, Properties, and Financials. They can view financial data and analytics to support decision-making, but they cannot manage properties or tenants directly. Analysts are typically financial analysts or data specialists who provide insights into portfolio performance, occupancy rates, and revenue trends. They can export data and generate reports for management review.
Staff have access to their assigned tasks and documents. They can view and update tasks assigned to them, but cannot access properties or tenants beyond their assignments. Staff are typically general team members who assist with various operational tasks.
Maintenance Staff have access to their assigned maintenance tasks and documents. They can view and update maintenance requests assigned to them, including adding notes and marking work as complete. Maintenance Staff are typically technicians or contractors who perform repairs and maintenance work.
Viewers have read-only access to documents and messages. They cannot make changes to any data. Viewers are typically junior staff, external partners, or auditors who need read-only access for reference purposes.
| Rank | Role | Access |
|---|---|---|
| 4 | Admin | Full access — all sections including Staff Registry |
| 3 | Manager | Most sections including Quotes, Financing, Offers |
| 2 | Analyst | Leases, Applications, Properties, Financials |
| 1 | Staff / Maintenance Staff / Viewer | Basic access — Calendar, Documents, Messages, Operations & Repairs (Maintenance Staff) |
| # | Label | Href | Icon | Description | Conditional? |
|---|---|---|---|---|---|
| 1 | Dashboard | /dashboard/company-landlord | LayoutDashboard | Overview of portfolio metrics and activity | Always |
| 2 | Operations & Repairs | /dashboard/company-landlord/maintenance | Wrench | Track maintenance requests and assign repairs | Rank 1+ (maintenance badge) |
| 3 | Ledger & Revenue | /dashboard/company-landlord/financials | Landmark | View income, expenses, and rent payment history | Rank 4+ (overdue rent badge) |
| 4 | Leases & Occupancy | /dashboard/company-landlord/tenants | Users | Manage tenant relationships and lease agreements | Rank 2+ |
| 5 | Applications | /dashboard/company-landlord/applications | FileText | Review and approve rental applications | Rank 2+ |
| 6 | Quotes | /dashboard/company-landlord/quotes | FileText | Generate and manage service quotes | Rank 3+ (quotes badge) |
| 7 | Financing | /dashboard/company-landlord/financing | Banknote | Track mortgages, loans, and financing terms | Rank 3+ |
| 8 | Offers | /dashboard/company-landlord/offers | FileText | Review and manage property offers | Rank 3+ |
| 9 | Properties | /dashboard/company-landlord/properties | Building2 | Add and manage your property portfolio | Rank 2+ |
| 10 | Calendar | /dashboard/company-landlord/calendar | Calendar | Schedule showings, maintenance visits, and meetings | Rank 1+ |
| 11 | Staff Registry | /dashboard/company-landlord/staff | Users | Invite staff and manage team access | Rank 4+ AND company_landlord only |
| 12 | Documents | /dashboard/company-landlord/documents | FileText | Store leases, titles, and property documents | Rank 1+ |
| 13 | Messages | /dashboard/company-landlord/messages | MessageSquare | Communicate with tenants, staff, and providers | Rank 1+ (unread badge) |
| 14 | Settings | /dashboard/company-landlord/settings | Settings | Manage organization profile and subscription | Always |
Go to: Dashboard in the sidebar (the layout dashboard icon)
The Dashboard is your home screen showing key metrics at a glance. It provides a high-level overview of your property portfolio's performance and recent activity.
View portfolio metrics — see total properties in your portfolio, occupancy rate, monthly revenue, open maintenance requests, and active staff count. These metrics give you immediate insight into the health and performance of your property management business.
Monitor recent activity — view recent lease signings, maintenance requests, rental applications, and rent payments. This helps you stay informed about what's happening across your portfolio without having to visit each section individually.
Access quick actions — depending on your role, you may have quick action buttons to add a property, invite a staff member, or create a maintenance request. These shortcuts help you complete common tasks faster.
Go to: Operations & Repairs in the sidebar (the wrench icon — shows a badge for outstanding maintenance)
Operations & Repairs is your maintenance management hub where you track and manage all repair and maintenance requests across your properties.
View all maintenance requests — see open, in-progress, and completed requests organized by property and priority. Each request shows the issue description, assigned staff member, status, and creation date.
Assign repairs to staff — when a maintenance request is submitted, assign it to a staff member or external service provider. Track who is responsible for each repair and monitor their progress.
Track repair costs — record the cost of materials, labor, and any other expenses associated with each repair. This data helps you understand maintenance spending trends and budget accordingly.
Update request status — progress requests through stages: Pending → In Progress → Completed. When a repair is completed, mark it as done and add any notes about the work performed.
Go to: Ledger & Revenue in the sidebar (the landmark icon — shows a badge for overdue rent)
Ledger & Revenue gives you visibility into your portfolio's financial performance, tracking income, expenses, and rent payment history.
View income and expenses — see all financial transactions broken down by property. Track rental income, maintenance costs, property management fees, and other expenses. This helps you understand the profitability of each property in your portfolio.
Calculate net operating income — view the net operating income (NOI) for each property and for your entire portfolio. NOI is a key metric for evaluating property performance and making investment decisions.
Track rent payment history — see which tenants have paid rent on time, which are overdue, and payment patterns over time. This helps you identify reliable tenants and follow up on overdue payments.
View overdue rent alerts — the badge shows the number of tenants with overdue rent. Click on Ledger & Revenue to see the details and take action to collect overdue payments.
Go to: Leases & Occupancy in the sidebar (the users icon)
Leases & Occupancy is where you manage all tenant relationships across your portfolio, tracking lease agreements, rent payments, and occupancy status.
View every tenant across all properties — see a complete list of tenants including their contact information, assigned property and unit, lease start and end dates, monthly rent amount, and payment history. This gives you a comprehensive view of your tenant base.
Track lease dates — monitor lease start dates, end dates, and renewal dates. The system highlights leases expiring soon so you can plan renewals or find replacement tenants.
View payment history — see each tenant's rent payment history, including payment dates, amounts, and any late payments. This helps you identify reliable tenants and follow up on overdue payments.
Manage lease agreements — generate new lease agreements, renew existing leases, and terminate leases when necessary. Upload signed lease documents for record-keeping.
Go to: Applications in the sidebar (the file text icon)
Applications is where you review and process rental applications from prospective tenants who are interested in your properties.
View applicant details — see each applicant's personal information, employment history, income verification, references, and any other required documentation. This helps you evaluate whether the applicant meets your screening criteria.
Review application status — track each application through the workflow: Submitted → Under Review → Approved → Declined. See how long each application has been in the current stage.
Approve or decline applications — make decisions on applications based on your screening criteria. When approving, you can proceed to lease creation. When declining, you can provide a reason for the applicant's records.
Track application trends — view application volume by property and time period to understand which properties are most in demand and adjust your marketing accordingly.
Go to: Quotes in the sidebar (the file text icon — shows a badge for pending quotes)
Quotes allows you to generate and manage quotes for services or lease terms, such as renovation estimates, maintenance quotes, or custom lease proposals.
Create professional quotes — generate quotes for services with detailed line items, pricing, terms, and conditions. Customize quotes with your company branding and include relevant property details.
Track quote status — monitor each quote through its lifecycle: Draft → Sent → Accepted → Declined → Expired. The badge shows the number of pending quotes awaiting response.
Manage quote revisions — if a client requests changes to a quote, create a revised version while keeping the original for reference. Track the history of revisions.
Convert quotes to work orders — when a quote is accepted, convert it to a work order or maintenance request to begin the work. This ensures a smooth transition from quote to execution.
Go to: Financing in the sidebar (the banknote icon)
Financing is where you track mortgage information, loans, and other financing arrangements for your properties.
Track mortgage information — record mortgage details for each property including lender name, loan amount, interest rate, term, monthly payment, and maturity date. This helps you understand your debt obligations.
View financing terms — see the terms and conditions of each loan, including any balloon payments, prepayment penalties, or other special provisions.
Monitor payment schedules — track upcoming mortgage payments and ensure they are made on time. View payment history to verify that all payments have been recorded correctly.
Calculate loan-to-value ratios — view the current loan-to-value (LTV) ratio for each property based on the outstanding loan balance and current property value. This helps you assess your equity position.
Go to: Offers in the sidebar (the file text icon)
Offers is where you review and manage offers on your properties, such as purchase offers or long-term lease proposals.
View incoming offers — see all offers received on your properties, including the offer amount, terms, submitter information, and property details. Each offer shows its current status in the workflow.
Accept, decline, or counter offers — respond to offers based on your evaluation of the terms. When declining, you can provide a reason. When countering, you can propose different terms.
Track offer history — view the complete history of negotiations for each property, including all offers, counter-offers, and communications. This helps you understand the negotiation context.
Monitor offer status — track each offer through stages: Submitted → Under Review → Accepted → Declined → Withdrawn. See how long each offer has been in the current stage.
Go to: Properties in the sidebar (the building icon)
Properties is where you add and manage your entire property portfolio, including property details, unit inventory, and status tracking.
Add new properties — click "Add Property" to create a new property listing. Fill in the property name, address (street, town, region), property type (residential, commercial, mixed-use), and a detailed description. Upload property photos, floor plans, and marketing materials. Set the property status to Active when ready to accept applications.
Edit property details — update any property information at any time. This is useful when property details change (e.g., new amenities, updated photos, revised rent amounts). Edit history is tracked so you can review changes if needed.
View individual units — click on a property to see its unit inventory. Add, edit, or remove units within the property. Each unit has its own status (Occupied, Vacant, Maintenance) and pricing.
Track unit status — monitor the status of each unit across all properties. See which units are occupied, vacant, or under maintenance. This helps you understand your availability and plan for lease renewals or marketing.
Go to: Calendar in the sidebar (the calendar icon)
The Calendar is your scheduling hub for property showings, maintenance visits, lease renewal meetings, and other appointments.
Schedule property showings — when a prospective tenant requests a viewing, create a showing event directly from the property detail page or from the Calendar. Specify the date, time, property, unit(s), attending parties, and any special instructions.
Book maintenance visits — schedule maintenance appointments with staff or external service providers. Include the property, unit, maintenance type, and any required access information.
Set team availability — define working hours and blocked-out times for team members so tenants and colleagues know when they are available. Set recurring availability and add exceptions for holidays or personal time.
View your schedule in multiple formats — switch between day, week, and month views to get the right level of detail. The day view shows hourly blocks, the week view gives an overview of the week, and the month view helps with long-term planning.
Go to: Staff Registry in the sidebar (the users icon — Rank 4 Admin only, Company Landlord only)
Staff Registry is where you manage everyone on your team, including invitations, role assignments, performance tracking, and access management.
Invite staff members — click "Invite Member" to add a colleague to your organization. Enter their email address, assign their role (Admin, Manager, Analyst, Staff, Maintenance Staff, or Viewer), and click Send Invite. The invitee receives an email with a secure link to join. Invite links expire after 7 days for security.
Assign roles — choose the appropriate role based on the member's responsibilities. Admins have full access including Staff Registry and Settings. Managers can manage properties, tenants, and maintenance. Analysts can view financials and analytics. Staff can manage assigned tasks. Maintenance Staff can access the work order portal. Viewers have read-only access.
Track individual performance — view each team member's performance metrics including properties managed, tasks completed, response times, and activity levels. This helps you understand who is contributing most and where additional support may be needed.
Remove or suspend staff access — if a member leaves the organization or needs their access temporarily suspended, you can remove them or change their status. Suspended members cannot access the dashboard but their data is preserved.
| Role | What they can do |
|---|---|
| Admin | Full access — billing, staff management, all properties |
| Manager | Manage properties, tenants, and maintenance |
| Analyst | View financials and analytics, view properties |
| Staff | Assigned tasks only — can see and update assigned jobs |
| Maintenance Staff | Work order portal only — can see and update assigned maintenance jobs |
| Viewer | Read-only access |
Go to: Documents in the sidebar (the file text icon)
Documents is your secure file storage and sharing center for lease agreements, property documents, titles, maintenance records, and any other files related to your properties.
Upload property documents — drag and drop files or use the upload button to add documents to your library. Supported formats include PDF, DOCX, XLSX, JPG, and PNG. Each file can be tagged with a property name, unit number, or tenant ID for easy retrieval. Upload lease agreements, property titles, maintenance records, and legal documents.
Organize by property — create folders to group documents logically. Organize by property (e.g., "123 Main Street," "456 Oak Avenue"), by document type (e.g., "Leases," "Titles," "Maintenance Records"), or by tenant. The platform supports nested folders for deeper organization.
Share documents with tenants — when you need a tenant to review or sign a document, share it through Messages or generate a secure share link. The link expires after a configurable period (default: 7 days) and can be revoked at any time. Shared documents are logged for audit purposes.
Version control — when you upload a new version of an existing document, the platform keeps the previous version in the document history so you can compare changes or revert if needed.
[PropertyName]_[DocumentType]_[Date].pdfGo to: Messages in the sidebar (the message square icon — shows a badge when you have unread messages)
Messages is your communication channel for interacting with tenants, staff, and service providers. Every conversation is tied to a context (property, unit, or maintenance request) for easy reference.
Respond to tenant inquiries — when a tenant contacts you about rent, maintenance, or lease matters, the message appears in your Messages inbox. Reply directly, attach documents or images, and reference specific properties or units within the conversation.
Coordinate with maintenance staff — communicate internally about maintenance requests, task assignments, and work completion. Messages supports group conversations for property-specific coordination.
Communicate with service providers — coordinate with external contractors, service providers, or vendors about quotes, work orders, and invoices. Keep all communication in one place for easy reference.
Maintain conversation history — every message is stored in the conversation history, which you can review at any time. This is invaluable for remembering past discussions and commitments.
Go to: Settings in the sidebar (the gear icon)
Settings is where you manage your organization's account configuration, including profile, subscription, and payment integration.
Manage your profile — update your firm name, logo, contact details, address, and company description. Your profile information appears on property listings, tenant communications, and marketing materials, so keep it accurate and professional. Upload a high-resolution logo that represents your brand effectively.
Configure subscription — view your subscription plan, seat count, and payment method. Add or remove seats as your team grows or shrinks. Update payment method if your banking details change. View invoice history and download copies for your records.
Configure payment integration — set up payment methods for rent collection. estateTT supports Stripe and bank transfer. For Stripe, connect a business bank account. For bank transfers, enter your bank account details for direct deposits. Configure payment terms (rent due date, late fees, grace periods) so tenants understand the payment structure.
Staff cannot see properties: Check the staff member's role — Maintenance Staff and Viewer have limited access.
Cannot add staff: Only Admins (Rank 4) can invite staff. Verify your role.
Rent not received: Confirm your payment preferences are set up correctly in Settings. Also check that the tenant's payment method is active.
Click the Help button on any page, or email support@estatett.com