Property manager and client administrator guide

1

Access and first login

Use the client portal for building administration. Your Root administrator or onboarding email provides the first account.

• Open /client or the client login link sent by CondoPro.
• Sign in with the manager account created during registration or onboarding.
• Complete two-factor authentication if your organization requires it.
• Open Profile to confirm your name, email, phone, notification preferences, and password.

Notes

• Never share manager credentials. Create staff users and roles instead.
• Use Logout from the sidebar footer when working on a shared computer.

2

Onboarding a property

The onboarding process prepares a usable property before inviting owners.

• Open Onboarding and complete the property profile: legal name, address, timezone, language, and contact information.
• Create the first building and verify the public/owner portal slug.
• Add floors, units, amenities, business hours, and default billing settings.
• Review the configuration guide before inviting owners.

Notes

• A tenant database is provisioned when a property is created if DirectAdmin provisioning is enabled.

3

Dashboard and navigation

The dashboard summarizes work that needs attention and links to daily operations.

• Use the left sidebar to move between property, operations, community, communications, billing, and settings modules.
• Use the sidebar footer for Quota, Balance, Profile, and Logout.
• Use module pages with the standard List, Add, Update, and detail views. In-page CRUD routes use hashes, for example /client/buildings#add.
• Use filters and pagination in grid pages before exporting or performing bulk actions.

4

Buildings, floors, and units

This is the source of truth for physical property structure.

• Create buildings from Buildings, then add floors and units under the correct building.
• Use bulk floor creation when adding many floors. Enter a start floor, end floor, and skipped floors such as 13.
• Create units with unit number, floor, occupancy status, parking, locker, and owner assignment.
• Keep unit status current because owner portal access, billing, requests, and violations rely on it.

Notes

• Do not create owners before the property structure is ready; it creates avoidable cleanup.

5

Owners and occupants

Owners are portal users. Occupants and renters can be kept as contacts without full owner access.

• Open Owners to create or update owner records.
• Assign each owner to the correct unit and contact language.
• Use Invite to send portal access once the unit and billing information are correct.
• Use Impersonate only for support and verification, then stop impersonation immediately.

Notes

• Owner emails must stay unique so login, notifications, and activation links remain reliable.

6

Requests, work orders, and violations

Operations modules track the complete lifecycle from owner issue to resolution.

• Requests are owner or manager submissions that need review.
• Convert or assign requests to work orders when staff or contractors must act.
• Use statuses, priority, due dates, notes, and attachments to keep the audit trail clear.
• Use Violations for rule enforcement, notices, follow-up dates, and resolution records.

7

Amenities, bookings, and maintenance

Amenities can be booked by owners and maintained by staff.

• Create each amenity with capacity, booking rules, availability, location, and approval settings.
• Use the scheduler calendar to review bookings across amenities.
• Create maintenance schedules for recurring closures, inspections, cleaning, or repairs.
• Review booking conflicts before approving owner reservations.

Notes

• Maintenance schedules should block owner booking where the amenity is unavailable.

8

Business hours and exceptions

Business hours power availability displays and support expectations.

• Set weekly office hours from Business Hours.
• Use This Week to confirm the helper-generated schedule.
• Add dated exceptions for holidays, closures, special openings, and emergency office changes.
• Review exceptions after saving to make sure the footer action no longer follows you between pages.

9

Communications

Use communications modules for targeted email, SMS, announcements, messages, forums, and surveys.

• Create announcements for building-wide or targeted updates.
• Use Messages for direct owner conversations.
• Use Forums for community discussions with categories, topics, moderators, bans, and moderation.
• Use Surveys with an expiration date. Expired survey results can be published or hidden by admin decision.
• Use SMS only when the client balance supports the cost. Outbound SMS is priced from the Root pricing settings.

Notes

• Use the rich HTML editor for forum content, email templates, and Send Mail content.

10

Billing, invoices, and manual payments

Billing tracks subscriptions, invoices, payments, account balance, SMS charges, and DID orders.

• Open Billing, Invoices, Payments, Balance, or Subscription depending on the task.
• Create invoices and record payments when money is received.
• Manual/check payments are processed by the administrator and recorded in CondoPro; no external card processor is charged.
• Root pricing controls displayed prices for SMS, DID orders, and payment-related products.
• Check Balance before sending SMS or ordering DID services.

Notes

• Current default telephony prices are CAD 0.05 per outbound SMS and CAD 5.00 per DID order unless Root changes them.

11

Telephony, SMS, and DID services

Telephony features are backed by the client balance and Root VoIP provider settings.

• Review the Balance page to confirm available funds and current SMS/DID pricing.
• Use SMS to send approved outbound messages to owners or contacts.
• Order DID numbers only when the client balance can cover the configured DID fee.
• Accounting entries are written when SMS or DID actions consume funds.

12

Documents, file manager, and projects

Files and projects keep long-running building work organized.

• Use Documents for owner-visible files such as minutes, notices, bylaws, and forms.
• Use File Manager for internal files and shared property assets.
• Use Projects for capital projects, milestones, budgets, updates, and owner-visible progress.

13

Roles and permissions

Permissions are organized by module so large permission lists stay manageable.

• Create roles for staff groups such as manager, accounting, maintenance, communications, or board observer.
• Assign permissions by module instead of giving every user full access.
• Review permissions before inviting staff.
• Use audit logs and notifications to monitor sensitive changes.

Notes

• Root administrators manage platform-level permissions separately.

14

Settings, profile, and preferences

Settings define client-level behavior while Profile controls the signed-in user.

• Use Settings for language, default row limits, property contact details, business defaults, and module preferences.
• Use Profile for personal identity, password, contact details, address, social links, security, and permissions view.
• Use Notification preferences to control the alerts you receive.

15

Daily operating checklist

A short routine keeps the building data accurate.

• Review new requests, messages, bookings, violations, and failed communications.
• Check invoices, payments, balance, and telephony usage.
• Publish or close expired surveys and announcements.
• Confirm business-hour exceptions and amenity maintenance closures.
• Log out when finished.