Individual Landlord — User Guide

Your rental management dashboard for managing properties, tenants, leases, and maintenance.

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Overview

The Individual Landlord role is for property owners who rent out one or more properties. You manage everything from listing your rental property to collecting rent, handling maintenance requests, and tracking lease agreements — all from one dashboard.

When you log in, you land on your Dashboard. Use the sidebar on the left to navigate between sections.

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Getting Started

Follow these steps to get your Individual Landlord account set up and ready to manage your rental properties.

Step 1: Sign Up

Navigate to the estateTT sign-up page and select "Individual Landlord" as your role. Enter your email address, create a password, and provide your basic information. You'll receive a confirmation email to verify your account.

Step 2: Complete Your Landlord Profile

After logging in, navigate to Settings > Profile to add your name, photo, and contact details. A complete profile builds trust with prospective tenants and ensures the platform has accurate information about you.

Step 3: Set Up Payment Preferences

Navigate to Settings > Payment Preferences to connect your bank account to receive rent payments. This ensures you can receive payments from tenants without delays.

Step 4: Add Your First Property

Navigate to Properties to add your first rental property. Enter the address, property type, number of units, and rent amount. Add photos and a description to attract prospective tenants.

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Sidebar Navigation

Note: Operations & Repairs shows a badge for outstanding maintenance. Ledger & Revenue shows a badge for overdue rent. Messages shows a badge for unread messages. Quotes shows a badge for pending quotes.

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Dashboard

Go to: Dashboard in the sidebar (the grid layout icon)

Dashboard is your home screen showing key metrics at a glance: Total properties and units, Occupancy rate, Revenue this month, Outstanding maintenance requests, and Upcoming lease expiries.

What You Can Do

• View total properties and units — see how many properties and units you manage. This helps you understand your portfolio size.

• Monitor occupancy rate — see the percentage of occupied units. This helps you understand your rental performance.

• Track revenue — see revenue collected this month. This helps you understand your financial performance.

• Check maintenance requests — see outstanding maintenance requests. This helps you prioritize repairs.

Using Dashboard Effectively

• Check Dashboard regularly to stay informed about your portfolio performance
• Use occupancy rate to identify properties that need attention
• Monitor revenue to understand your financial health
• Review maintenance requests to prioritize repairs
• Track lease expiries to plan for renewals

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Operations & Repairs

Go to: Operations & Repairs in the sidebar (the wrench icon — shows a badge for outstanding maintenance)

Operations & Repairs is where you manage all maintenance and repair requests. View open, in-progress, and completed requests. Assign repairs to service providers or handle them yourself. Track repair costs and history. Update status as work progresses: Pending → In Progress → Completed.

What You Can Do

• View maintenance requests — see all maintenance requests organized by status. This helps you understand the current state of repairs.

• Assign repairs — assign repairs to service providers or handle them yourself. This helps you ensure timely repairs.

• Track repair costs — track repair costs and history. This helps you understand maintenance expenses.

• Update status — update status as work progresses: Pending → In Progress → Completed. This keeps tenants informed.

Using Operations & Repairs Effectively

• Respond to maintenance requests promptly to maintain tenant satisfaction
• Assign repairs to qualified service providers for quality work
• Track repair costs to budget for maintenance expenses
• Keep status updated to keep tenants informed
• Review repair history to identify recurring issues

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Ledger & Revenue

Go to: Ledger & Revenue in the sidebar (the landmark icon — shows a badge for overdue rent)

Ledger & Revenue is where you track your rental income and expenses. See rent collected vs. expected, Maintenance expenses, Net operating income, Transaction history for all income and expenses, and Overdue rent alerts.

What You Can Do

• Track rent collection — see rent collected vs. expected. This helps you understand your rental income performance.

• Monitor expenses — see maintenance expenses and other costs. This helps you understand your operating costs.

• View net operating income — see your net operating income. This helps you understand your profitability.

• Review transaction history — view transaction history for all income and expenses. This helps you track your financial activity.

Using Ledger & Revenue Effectively

• Monitor rent collection to identify delinquent tenants
• Track expenses to understand your operating costs
• Review net operating income to assess profitability
• Use transaction history for accounting and tax purposes
• Follow up on overdue rent promptly to maintain cash flow

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Leases & Occupancy

Go to: Leases & Occupancy in the sidebar (the users icon)

Leases & Occupancy is where you manage all tenant relationships and lease agreements. View every tenant across all your properties. Track lease start dates, end dates, and monthly rent. See payment history for each tenant. Identify leases expiring soon (60-day warning).

What You Can Do

• View all tenants — see every tenant across all your properties. This helps you understand your tenant portfolio.

• Track lease details — track lease start dates, end dates, and monthly rent. This helps you stay informed about lease terms.

• View payment history — see payment history for each tenant. This helps you track rent payment performance.

• Identify expiring leases — see leases expiring soon (60-day warning). This helps you plan for renewals.

Using Leases & Occupancy Effectively

• Review lease details regularly to stay informed about upcoming expirations
• Use payment history to identify reliable and delinquent tenants
• Plan for lease renewals well in advance to avoid vacancies
• Contact tenants early about renewal discussions

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Applications

Go to: Applications in the sidebar (the file text icon)

Applications is where you review rental applications from prospective tenants. View applicant details and references. Approve or decline applications. Track application status.

What You Can Do

• View applicant details — see applicant details and references. This helps you evaluate prospective tenants.

• Approve applications — approve applications to move forward with the rental process. This helps you secure qualified tenants.

• Decline applications — decline applications that don't meet your criteria. This helps you maintain quality tenant selection.

• Track application status — track application status throughout the process. This helps you stay organized.

Using Applications Effectively

• Review applications promptly to secure qualified tenants
• Check references thoroughly to evaluate tenant suitability
• Communicate clearly with applicants about the decision timeline
• Use application status tracking to stay organized

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Quotes

Go to: Quotes in the sidebar (the file text icon — shows a badge for pending quotes)

Quotes is where you generate and manage quotes for services or lease terms. Create professional quotes. Track quote status: Draft, Sent, Accepted, Declined.

What You Can Do

• Create quotes — create professional quotes for services or lease terms. This helps you provide clear pricing to tenants or service providers.

• Track quote status — track quote status: Draft, Sent, Accepted, Declined. This helps you understand the status of your quotes.

• Send quotes — send quotes to recipients for review. This facilitates clear communication about pricing.

Using Quotes Effectively

• Create detailed quotes to avoid misunderstandings
• Track quote status to follow up on pending quotes
• Use professional quotes to maintain credibility
• Review quote history to understand pricing trends

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Financing

Go to: Financing in the sidebar (the banknote icon)

Financing is where you manage financing options for your properties. Track mortgage or loan information. View financing terms and payment schedules.

What You Can Do

• Track mortgage information — track mortgage or loan information for your properties. This helps you stay informed about your debt obligations.

• View financing terms — view financing terms and payment schedules. This helps you understand your payment obligations.

• Monitor payment schedules — monitor payment schedules to ensure timely payments. This helps you avoid missed payments.

Using Financing Effectively

• Keep financing information up to date for accurate tracking
• Monitor payment schedules to avoid missed payments
• Use financing data to understand your cash flow requirements
• Review financing terms to explore refinancing opportunities

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Offers

Go to: Offers in the sidebar (the file text icon)

Offers is where you review and manage offers on your properties. View incoming offers from prospective buyers or tenants. Accept, decline, or counter offers. Track offer history.

What You Can Do

• View incoming offers — view incoming offers from prospective buyers or tenants. This helps you understand interest in your properties.

• Accept offers — accept offers that meet your requirements. This helps you move forward with transactions.

• Decline offers — decline offers that don't meet your requirements. This helps you maintain your pricing standards.

• Counter offers — counter offers to negotiate better terms. This helps you achieve optimal terms.

Using Offers Effectively

• Review offers promptly to maintain momentum
• Compare offers to understand market value
• Use counter-offers strategically to negotiate better terms
• Track offer history to understand pricing trends

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Properties

Go to: Properties in the sidebar (the building icon)

Properties is where you manage your entire property portfolio. Add new properties with address, type, units, and rent amount. Edit property details and photos. View individual units within each property. Track unit status: Occupied or Vacant.

What You Can Do

• Add new properties — add new properties with address, type, units, and rent amount. This helps you expand your portfolio.

• Edit property details — edit property details and photos. This ensures your property listings remain accurate and attractive.

• View units — view individual units within each property. This helps you understand unit availability.

• Track unit status — track unit status: Occupied or Vacant. This helps you understand your inventory availability.

Using Properties Effectively

• Keep property information up to date to attract tenants
• Use quality photos to showcase your properties
• Monitor unit status to understand occupancy levels
• Update rent amounts based on market conditions
• Add new properties strategically to grow your portfolio

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Calendar

Go to: Calendar in the sidebar (the calendar icon)

Calendar is where you schedule and manage your appointments: Property showings, Maintenance visits, Lease renewal meetings, and Set your availability.

What You Can Do

• Schedule property showings — add property showings to your calendar. This helps you organize viewing appointments.

• Book maintenance visits — schedule maintenance visits. This ensures repairs are coordinated efficiently.

• Plan lease renewal meetings — schedule lease renewal meetings with tenants. This helps you plan for lease expirations.

• Set availability — set your availability to prevent scheduling conflicts. This ensures you're only booked when available.

Using Calendar Effectively

• Check Calendar regularly to prepare for upcoming appointments
• Use Calendar to avoid double-booking showings and meetings
• Set availability to manage your schedule effectively
• Schedule maintenance visits during convenient times for tenants

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Documents

Go to: Documents in the sidebar (the file text icon)

Documents is where you store and organize your important files: Lease agreements, Property documents and titles, Maintenance records, and Organize by property or document type.

What You Can Do

• Upload lease agreements — upload lease agreements for safe storage. This ensures you have easy access to lease documents.

• Store property documents — store property documents and titles. This helps you keep important records organized.

• Track maintenance records — track maintenance records for each property. This helps you understand maintenance history.

• Organize documents — organize documents by property or document type. This helps you find documents quickly.

Using Documents Effectively

• Upload documents promptly after receiving them to ensure they're available
• Keep documents organized by property to avoid confusion
• Use descriptive file names to make documents easy to find
• Share documents securely only with authorized parties
• Review documents regularly to ensure they're up to date and accurate

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Messages

Go to: Messages in the sidebar (the message square icon — shows a badge when you have unread messages)

Messages is where you communicate with tenants, service providers, and prospects. Respond to tenant maintenance requests. Coordinate with repair contractors. Communicate with prospective tenants about applications.

What You Can Do

• Respond to tenants — respond to tenant maintenance requests. This helps you maintain tenant satisfaction.

• Coordinate with contractors — coordinate with repair contractors. This ensures repairs are completed efficiently.

• Communicate with prospects — communicate with prospective tenants about applications. This helps you secure qualified tenants.

Using Messages Effectively

• Respond to messages promptly to demonstrate responsiveness
• Use Messages to keep all tenant communication in one place
• Review conversation history to reference previous discussions
• Set notifications to ensure you don't miss important updates
• Use clear and concise messages to facilitate effective communication

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Settings

Go to: Settings in the sidebar (the gear icon)

Settings is where you manage your account: Profile (update your name, photo, and contact information), Payment Preferences (connect your bank account to receive rent payments), Security (change your password), and Notifications (configure alerts for rent due dates, maintenance requests, and lease expiries).

What You Can Do

• Profile — update your name, photo, and contact information. Keep your profile up to date to ensure tenants have accurate information about you.

• Payment Preferences — connect your bank account to receive rent payments. This ensures you can receive payments from tenants without delays.

• Security — change your password. Protect your account with a strong password to prevent unauthorized access.

• Notifications — configure alerts for rent due dates, maintenance requests, and lease expiries. Choose which events trigger notifications and how you receive them.

Using Settings Effectively

• Keep your profile information up to date to ensure accurate communication
• Connect your bank account to receive payments without delays
• Use a strong password and change it regularly for security
• Configure notification preferences to receive alerts without being overwhelmed
• Update settings regularly to ensure they match your current needs

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Workflow: Renting a Property Step by Step

1. Add your property — create the listing with photos, description, and rent amount in Properties
2. Review applications — when a prospective tenant applies, check their details in Applications
3. Approve the tenant — accept the application to move forward
4. Create a lease — generate and sign a lease agreement in Leases & Occupancy
5. Collect rent — set up recurring rent payments (your tenant sets up their payment method)
6. Handle maintenance — when a repair is needed, submit and track the request in Operations & Repairs

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Troubleshooting

No rental applications? Make sure your listing is complete with quality photos and a competitive rent amount.

Maintenance request not getting picked up? Ensure you have service providers in your network or message the tenant directly to coordinate.

Rent payment not received? Check that your payment preferences are configured correctly in Settings. Also verify the tenant's payment method is active.

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Need Help?

Click the Help button on any page, or email support@estatett.com