Onboard a property owner

Screen /owners · Roles: Admin (writes) · Account Manager, External Accountant (read)

The Owners register (Partners -> Owners) is where your counterparties live - the people whose units you manage or lease. Staff belong on Team; this page is who owns what, on what basis. Getting an owner fully onboarded takes three acts: register them, attach their units on the agreed terms, and link a login.

1. Click “New owner” and pick the relationship - it decides how their money is calculated:

   • Owner - we manage their unit for a fee (you collect their revenue, keep a fee).
   • Landlord - we lease their unit from them (you pay rent; the revenue is yours).

2. Click “Assign” on the owner’s row and record the agreement. This asks for the terms, not just the unit, because the fee accrual and their statement are computed from it:

   • Property and Unit - a single unit, or the whole property (which covers units added later too). A unit assigned under its own agreement overrides the property-wide one.
   • Basis - Managed (fee %, charged on net or gross) or Leased (monthly rent, term start, and their share of net profit, if any).

   Assigning records the agreement - it does not change the unit’s operating model. A unit whose model is “Owned outright” refuses a counterparty; change the model on the property’s Finance tab first.

3. Invite them on Setup -> Team with the Property owner (their portal only) seat - it grants exactly the portal read, nothing operational.

4. Link the seat to the owner. Either on Setup -> Team (the “Which property owner is this?” field on the seat) or here via Link login on the owner’s row. This link is what makes the portal work: a Property owner seat with no link signs in to a “your portal is being set up” screen.

Units missing a counterparty

The register flags units with no active agreement naming anyone: nothing accrues a fee and nobody receives a statement for them. Units that are owned outright or investor-funded are excluded - they have no counterparty by design.

Terms change from a date, never backwards

Owner and landlord terms are effective-dated. When a fee, a rent or a profit share changes, record the new terms on the property’s Finance tab with an Effective from date (leave it blank for terms that start today; backdate it when the terms have been in force longer than this record has). The old terms close at that date and stay on the record. Each month’s fee accrual and owner statement use the terms that were in force at the end of that month, so raising a fee in September never restates March. A date inside a closed month is refused.

Ownership lives in the agreement

There’s no separate “ownership” record to maintain. Who holds what is derived from the active management and lease agreements - release a holding and the agreement is kept, inactive, so closed months still reconcile.

What’s next

• What they’ll see: What the owner sees.
• Their money: Run an owner payout - the Pay owner action on their row takes you there.
• Check their view: Preview the owner and investor portals.
• The posting side: Operating models register.