1. Logging In

Navigate to the login page and enter your email address and password. Click the eye icon next to the password field to toggle visibility. Check "Remember me" to stay logged in across browser sessions.

2. Registration

New owners can register by clicking "Register" on the login page. Fill in your first name, last name, email, and password. Tenant accounts are created by the owner (not through registration).

3. Dashboard Overview

After logging in, you'll see your dashboard with:

• Stat Cards - Key metrics at a glance (properties, units, tenants, income, etc.)
• Charts - Income trend and occupancy rate over the past 12 months
• Recent Payments - Latest payment transactions
• Expiring Leases - Leases expiring within the next 30 days
• Recent Notifications - Latest system notifications

4. Navigation

Use the sidebar on the left to access all modules. On mobile devices, tap the hamburger icon (top-left) to open/close the sidebar. Click outside the sidebar to close it on mobile.

5. Notification Bell

The bell icon in the top navbar shows your unread notification count. Click it to view all notifications. Click any notification to read its full message, then use "View Related" to go to the relevant page.

6. Subscription & Vouchers

Owner accounts require an active subscription. After admin approval, you will receive a voucher code. Enter the code to activate the subscription. When the subscription expires, system access is suspended until a new voucher is entered. All data is preserved during suspension.

Properties

1. Go to Properties in the sidebar
2. Click "Add Property" to create a new property
3. Fill in the property name, address, city, description, and optional photo
4. Each property gets a unique number (e.g., PROP-2026-000001)
5. View, edit, or soft-delete properties from the list

Units

1. Go to Units in the sidebar
2. Click "Add Unit" to create a new unit under a property
3. Select the property, enter the unit number, type (Studio/1BR/2BR/etc.), floor, and monthly rent
4. Unit status is automatically managed (vacant/occupied/maintenance)
5. Filter units by property using the dropdown filter

Tenants

1. Go to Tenants in the sidebar
2. Click "Add Tenant" to create a new tenant
3. Fill in the tenant's first name, middle name (optional), last name, email, phone, national ID, and other details
4. Create Login Account: Check the "Create login account" checkbox to also create a user account for the tenant. The system will auto-generate a random password and display it in the success message. Share these credentials with the tenant.
5. You can reset a tenant's password from the tenant detail page
6. Each tenant gets a unique number (e.g., TEN-2026-000001)
7. Outstanding Balance: The tenant list shows a colour-coded badge per tenant — green (paid), blue (partial), red (outstanding). The detail page has a Payment Summary card with per-lease progress bars.
8. Moving a tenant: Creating a tenant with an email that already exists will move the tenant to your ownership. The old tenant's lease is terminated, the unit freed, and the old owner sees the tenant as "Moved". The tenant keeps their login credentials.

Leases

1. Go to Leases in the sidebar
2. Click "Add Lease" to create a new lease
3. Select the tenant, property, unit, and set start/end dates and monthly rent
4. Each lease gets a unique number (e.g., LEASE-2026-000001)
5. Print PDF: Click the print icon on any lease to download a PDF agreement
6. Renew: Extend an active lease with new start/end dates
7. Terminate: Mark a lease as terminated before its end date. The tenant receives a termination email with their outstanding balance.
8. Welcome Email: When a lease is created, the tenant receives a welcome email with their lease details (rent, dates, property).
9. Auto-Expiry: The system checks daily for expiring leases. Emails and in-app notifications are sent at 7, 3, and 1 day(s) before expiry. On the expiry date, the lease auto-expires and the unit becomes vacant.

Payments

1. Go to Payments in the sidebar
2. Click "Record Payment" to log a new payment
3. Select the tenant, unit, property, enter the amount, payment method, date, and receipt number
4. The payment date cannot be in the future — the date picker limits selection to today or earlier
5. Each payment gets a unique receipt number (e.g., RCT-2026-000001)
6. Print Receipt: Click the print icon on any payment to download a PDF receipt
7. Export: Export filtered payments to Excel
8. Filter by payment method, property, or month

Payment Channels

1. Go to Payment Channels in the sidebar
2. Click "Add Channel" to add a bank account or mobile money number for tenants to pay into
3. Choose the channel type (Bank / Mobile Money), then enter the provider (e.g., CRDB, NMB, MPesa, Tigo Pesa), account name, and account number
4. Active channels are shown to tenants on their dashboard ("How to Pay Rent" card) and on the Submit Payment page
5. Pause/Activate: Toggle a channel on or off without deleting it — paused channels are hidden from tenants
6. Delete: Remove a channel from your list at any time
7. Tenants see mobile money channels when they select "Mobile Money" and bank channels when they select "Bank Transfer"

Maintenance Requests

1. Go to Maintenance in the sidebar
2. View all requests from tenants across your properties
3. Click on a request to see details and update the status
4. Change status to Pending, In Progress, or Completed
5. Add notes with updates for the tenant

Announcements

1. Go to Announcements in the sidebar
2. Click "Create Announcement"
3. Enter the title, content, and optionally select a specific property (or leave blank for all tenants)
4. Announcements are visible to all tenants (or tenants of a specific property)

Reports

1. Go to Reports in the sidebar
2. Choose from 6 report types: Rent Collection, Outstanding Rent, Occupancy, Tenants, Lease Expiry, Maintenance
3. Use filters on each report to narrow results (e.g., by month for rent collection)
4. Export to PDF: Click "Export PDF" to download a formatted PDF document
5. Export to Excel: Click "Export Excel" to download a spreadsheet with all data
6. Reports include summary statistics, progress bars, and totals

Documents

1. Go to Documents in the sidebar
2. Upload lease agreements, tenant IDs, receipts, or any other files
3. Each document can be tagged with a category (lease, ID, receipt, other)
4. Download or delete documents as needed

Notifications

The system automatically generates notifications for:

• Rent due reminders
• Payment received confirmations
• Maintenance request status updates
• Lease expiry warnings (7, 3, and 1 day before expiry)
• Termination and welcome emails
• Voucher generation and activation

View all notifications from the bell icon in the top navbar. Click any notification to read the full message. Use "View Related" to jump to the relevant record.

Subscription & Vouchers

System access is managed through a voucher-based subscription system:

• Activation: After your account is approved, the superadmin generates a voucher for you. Log in and navigate to the voucher entry page to activate your subscription.
• Entering a voucher: Type the code into the three input boxes (4 characters each). The cursor auto-advances between boxes. Codes are case-insensitive.
• Expiry: When your subscription expires, you will be redirected to an expiry notice. All your data (properties, units, tenants, leases, payments) is preserved.
• Renewal: Contact the superadmin for a new voucher. Enter it to restore full access immediately.

Your Dashboard

After logging in, your dashboard shows:

• Lease Status - Your active lease details and days until expiry
• Payment Overview - Total paid and outstanding balance
• How to Pay Rent - Bank accounts and mobile money numbers set up by your landlord
• Quick Actions - Submit maintenance request, view lease details, view payments
• Recent Payments - Your latest payment history
• Maintenance - Your recent maintenance requests and status
• Announcements - Latest announcements from your landlord

Submitting Maintenance Requests

1. Go to Maintenance in the sidebar (or click "Submit Request" on the dashboard)
2. Click "New Request"
3. Enter a title, description, select priority (Low/Medium/High/Urgent), and choose the property and unit
4. Click submit — your landlord will be notified
5. Track the status: Pending → In Progress → Completed

Paying Rent

1. Your dashboard shows a "How to Pay Rent" card with the bank accounts and mobile money numbers your landlord has set up
2. Send your rent to one of those accounts
3. Go to Submit Payment in the sidebar (or click "Submit a Payment" on the dashboard)
4. Choose the lease, date, amount, and payment method — the matching accounts are shown automatically
5. Enter the reference number, optionally upload a proof of payment, and submit
6. Your payment shows as Pending until the owner approves it

Viewing Payments

Go to My Payments in the sidebar to view your payment history and track each payment's status (Pending / Approved / Rejected). Click the print icon on an approved payment to download a PDF receipt.

Lease Agreement

View your lease details from the dashboard or Leases section. Click the print icon to download a PDF copy of your lease agreement.

Announcements

View announcements from your landlord in the Announcements section. These may include rent reminders, policy updates, or building-wide notices.

Notifications

Click the bell icon in the top navbar to view all notifications. These include payment confirmations, maintenance updates, and lease expiry warnings. Click any notification to read the full message and follow the "View Related" link to the relevant page.