Property Manager Portal Overview

Overview

The BlueClerk Property Manager Portal helps property management companies coordinate maintenance across multiple properties and tenants. Track maintenance requests, manage tenant access, communicate with property owners, and maintain detailed records for each property - all in one place.

Accessing the Portal

1. Sign up with a Property Manager account type
2. Complete the onboarding checklist (5 steps)
3. You'll land on the Property Manager Dashboard at /property-manager/dashboard
4. Use the sidebar navigation to access different sections

Dashboard Overview

Your dashboard shows key metrics at a glance:

• Total Properties: All properties under management
• Active Tenants: Tenants with accounts and access
• Open Maintenance Requests: Pending work across all properties
• Recent Activity: Latest updates on requests and tenant activity

Portal Sections

Properties

View and manage all properties under your management. Add new properties, update details, and track which tenants have access to each property.

Tenants

Manage tenant accounts and access permissions. Invite tenants to claim accounts, view their maintenance request history, and control which properties they can access.

Maintenance Requests

Track all maintenance requests submitted by tenants across your portfolio. Assign requests to contractors, update status, and notify property owners when work is complete.

Messages

Communicate with tenants, property owners, and contractors about maintenance requests and property issues.

Settings

Configure your company profile, notification preferences, and access control settings.

Key Features

Tenant Claim Flow

Invite tenants via email token, they create accounts, and gain access to submit maintenance requests for their assigned properties.

Owner Notifications

Configure when property owners are notified about completed maintenance work:

• ALL: Notify on every job completion
• THRESHOLD: Notify only when cost exceeds a set amount
• EMERGENCY: Notify only for emergency repairs
• NEVER: No automatic notifications

Access Control

Grant or revoke tenant access to specific properties with PropertyManagerAccess records. Tenants can only submit requests for properties they have access to.

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ACTION: NEW FILENAME: property-managers/managing-tenants.md CONTENT:

title: "Managing Tenants" category: "Property Managers" description: "Invite tenants, manage access, and track maintenance request history"

Overview

The Tenants page helps property managers track tenant accounts, grant access to properties, and monitor maintenance request activity. Invite tenants to claim accounts, control which properties they can access, and view their complete request history.

Adding a Tenant

Creating a Tenant Record

1. Go to Property Manager > Tenants
2. Click "Add Tenant"
3. Fill in tenant details:
   • Name: Tenant's full name (required)
   • Email: Contact email for invite (required)
   • Phone: Contact phone number (optional)
4. Click "Save"

Inviting a Tenant

After creating a tenant record:

1. Click "Send Invite" on the tenant row
2. Tenant receives an email with a unique invite link
3. Tenant clicks the link and creates their account
4. Account is linked to the tenant record automatically
5. Tenant status changes to "Active"

Managing Property Access

Granting Access

1. Open a tenant's detail page
2. Go to "Property Access" section
3. Click "Grant Access"
4. Select properties the tenant should access
5. Save - Tenant can now submit requests for those properties

Revoking Access

1. Open a tenant's detail page
2. Find the property in the access list
3. Click "Revoke Access"
4. Confirm - Tenant can no longer submit requests for that property

Viewing Request History

Each tenant's detail page shows all maintenance requests they've submitted:

• Request date and status
• Property address where work is needed
• Description of the issue
• Assigned contractor (if applicable)

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ACTION: NEW FILENAME: property-managers/tenant-claim-flow.md CONTENT:

title: "Tenant Claim Flow" category: "Property Managers" description: "Invite tenants to create accounts and access the tenant portal"

Overview

The tenant claim flow lets property managers invite tenants to create BlueClerk accounts without needing to know their password. Tenants receive an email with a unique invite link, create their account, and gain access to submit maintenance requests for their assigned properties.

How It Works

Step 1: Property Manager Creates Tenant Record

1. Go to Property Manager > Tenants
2. Click "Add Tenant"
3. Enter tenant name, email, and phone
4. Save - Tenant record is created with status "Pending"

Step 2: Send Invite

1. Click "Send Invite" on the tenant row
2. BlueClerk generates a unique invite token linked to the tenant record
3. Tenant receives email with invite link to /tenant/claim/[token]

Step 3: Tenant Claims Account

Tenant clicks the invite link and sees a claim page:

1. Tenant enters their name, email, and password
2. Email is validated - Must match the invite email or be a new email not in use
3. Account is created with Homeowner role (tenants use homeowner role)
4. Tenant record is linked to the new user account
5. Status changes to "Active" and invite token is cleared

Step 4: Access Granted

Once claimed:

• Tenant can log in to BlueClerk
• They see properties they have access to
• They can submit maintenance requests for those properties
• Property managers can track their request history

Important Notes

• One-time use: Invite tokens can only be claimed once
• Email validation: If tenant already has a BlueClerk account with that email, they're linked automatically
• Access control: Tenants must be granted property access separately after claiming their account
• Role assignment: Tenants use the Homeowner role for portal access

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ACTION: NEW FILENAME: property-managers/maintenance-requests.md CONTENT:

title: "Maintenance Requests" category: "Property Managers" description: "Track and manage tenant-submitted maintenance requests across your portfolio"

Overview

The Maintenance page shows all maintenance requests submitted by tenants across your properties. Assign requests to contractors, update status, and configure when property owners should be notified about completed work.

Viewing Maintenance Requests

Accessing the Maintenance Page

1. Go to Property Manager > Maintenance
2. See all requests across your portfolio
3. Filter by status: Open, In Progress, Completed

Request Details

Each request shows:

• Tenant name who submitted the request
• Property address where work is needed
• Description of the issue
• Photos uploaded by tenant (if any)
• Submission date
• Current status
• Assigned contractor (if applicable)

Managing Requests

Assigning to a Contractor

1. Open a maintenance request
2. Click "Assign Contractor"
3. Select a contractor from your roster
4. Add internal notes (optional)
5. Save - Contractor is notified

Updating Status

1. Open a maintenance request
2. Change status dropdown:
   • Open: New request, not yet assigned
   • In Progress: Work has started
   • Completed: Work is finished
3. Status updates automatically when contractor completes the job

Owner Notifications

Configuring Notification Rules

Property managers can set when property owners are notified about completed maintenance work:

1. Go to Property Manager > Settings
2. Find "Owner Notifications" section
3. Select notification rule:
   • ALL: Notify owner on every job completion
   • THRESHOLD: Notify only when cost exceeds $X
   • EMERGENCY: