The following templates are a continuation of our effort to support property managers who are already using a software tool to manage their processes.
This time we’ve customized the templates for Propertyware users, and in the following weeks, we will release another set of templates designed for property managers who use Buildium.
Propertyware, a subsidiary of RealPage, is a cloud-based, end-to-end property management platform that helps you manage the entire renter life-cycle, from online payment processing to customer portals and work order management tools.
Based in San Francisco, California, Propertyware is one of the oldest full-service property management platforms out there, and has built a loyal customer base of over 2,000 companies.
If you are one of those companies, we hope you will find these checklists useful and integrate them to improve productivity and overall business performance.
Propertyware Checklists: The Quicklinks
To dive in and go straight to the checklists, there are quick links right below. Otherwise, scroll down for a brief intro to each one.
- Upcoming Lease Expiration Checklist
- Lease Renewal Checklist
- Late Rent Payment Process
- Tenant Move-In Process
- Tenant Move-Out Process
Propertyware Checklist: Upcoming Lease Expiration Checklist
Expiring leases are undoubtedly one of the most important things to track in property management because professional, timely management of the process minimizes the risk of tenant turnover and facing the costs of a vacant property.
Many Propertyware users have a report summary of leases expiring in the next 90 days on their homepage so its impossible to miss upcoming expirations.
When you identify a lease in Propertyware that is expiring in the next 90 days, run this checklist to ensure effective communication with both the tenant and property owner, track the progress of various tasks like inspections, creating a new lease or taking steps to vacate the property.
The checklist has in-built conditional logic, so regardless of what decisions are made, it will enable you to manage the process with efficiency while keeping Propertyware up-to-date.
Propertyware Checklist: Lease Renewal Checklist
Similar to the checklist listed above, but a bit more narrow in terms of scope, this template is designed to help you manage lease renewals as effectively as possible.
Lease renewals can be difficult to navigate given the nature of their dependency on decisions made by the property owner and tenant. As the property manager, you may need to adapt the process quickly to see it through to completion without delays.
This checklist will help you conduct all of the necessary communication and determine next steps as decisions are made.
First thing is to determine whether or not the rent price should change, followed by conducting a property inspection, creating the new lease, and completing all other relevant documentation.
The checklist also ensures that all important data is added to the appropriate pages in Propertyware.
Propertyware Checklist: Late Rent Payment Process
Late rent payments are very common, and are often resolved by sending the tenant a quick reminder via email or text.
However, sometimes it can become a larger issue that requires serious action to be taken so that the tenant remains in compliance with the lease they signed and avoids the ugly process of eviction. You also really don’t want to be dealing with an angry owner who is getting increasingly frustrated with the absence of rent payments.
Evicting a tenant is always the last resort. The process of eviction is costly and stressful for all parties involved, making it a lose-lose situation.
Nevertheless, it is sometimes the only option, in which case it is absolutely essential that the process is handled with extreme care and professionalism.
This simple checklist will guide you through the process of collecting late rent, and, in the case that the late payment is not received following reminders and formal notices, will turn to the process of eviction.
Propertyware Checklist: Tenant Move-In Process
Much of the hard work is done. You’ve successfully marketed the property, screened tenants and have now onboarded the tenant selected as the most suitable.
However, there is still quite a bit to get done. A smooth move-in process is critical to setting a strong foundation for the tenant-property manager relationship.
From finalizing the lease to sending a welcome letter, determining maintenance needs, collecting the first rent payment, and handing over the keys, this checklist will walk you through the entire move-in process.
There is a fair amount of conditional logic built in. So, for example, if the property needs to be cleaned and re-painted, you can select those needs and the relevant tasks will be automatically added to the checklist.
Propertyware Checklist: Tenant Move-Out Process
The more efficiently the move-out process gets done, the quicker you can re-list, market and attract new prospective tenants to the property.
This checklist takes you from confirming a move-out date to conducting an inspection, managing return of the security deposit, and finally collecting the keys.
A well-executed move-out process is important to overall business performance because you can onboard new tenants without delay and maintain the property owner’s trust that you are actively making sure properties are being occupied and don’t end up sitting empty for months or even years on end.
Other great resources for property managers
Property management companies across the US are using our checklists to create a home for their process documentation, execute core workflows, collaborate effectively, and track all progress in real-time
Also, read about how Alarca Realty, a growing property management firm based in North Carolina, transformed the way they manage their property management workflows by replacing spreadsheets with Process Street.
Here are a few other articles I’ve written regarding property management that you may find useful:
- The Ultimate Guide to Workflow Software Integration in Property Management
- Lease Renewal Process: Why It’s Important and How to Manage it More Effectively
- Real Estate Software: Evaluating The Best Ways to Automate Your Processes
I hope you find at least some of these checklists useful for streamlining your property management workflows! Which ones are your personal favorites? Are there any core processes we’ve missed that you think should be included? Let me know in the comments below.