1. Operating Overview
The Rentals Management System is a comprehensive platform designed for property agents and managers to automate rent collection, tenant management, and landlord reporting.
1.1 Core Objectives
- Automated Collection: Ensuring rent is tracked and recorded in real-time.
- Stakeholder Transparency: Providing landlords with accurate financial performance reports.
- Operational Efficiency: Reducing manual paperwork for unit allocations and lease management.
rent.afriteck.com or via our dedicated
Android and iOS apps.
2. Access & Security Procedures
The system employs enterprise-grade security including Multi-Factor Authentication (MFA).
2.1 Standard Login Pipeline
Credentials
Open the app and enter your registered email address and password on the login screen.
Identity Verification (MFA)
If MFA is enabled or required for your account, a verification dialog will appear. The system will automatically send a 6-digit code to your email inbox.
Code Entry
Input the 6-digit code from your email into the verification field and click "Verify". On successful verification, you will be redirected to your personal dashboard.
3. Dashboard & Navigation
The system provides a Tailored User Experience. The features, charts, and sidebar links you see are dynamically determined by your User Role.
3.1 Agent & Staff Features
Staff members see a comprehensive workflow for day-to-day operations:
- Dashboard: Real-time overview of occupancy, rent collection, and pending tasks.
- Properties: Manage your real estate portfolio, units, and photos.
- Tenants: Track lease agreements, tenant profiles, and communications.
- Landlords: Manage landlord records and remittance reports.
- Financials & Billing: Access automated invoicing, rent tracking, and expense management.
- Staff: Manage internal team roles and permissions.
- Reports: Generate detailed PDF/Excel reports for occupancy and financials.
3.2 Landlord Features
Landlords see a read-only portal optimized for asset monitoring:
- Dashboard: Snapshot of earnings and property status.
- Properties: View details of properties managed by the agency.
- Settlements: Track remittances and payments received from the agent.
- Maintenance: Monitor status of repair requests on your assets.
3.3 Tenant Features
Tenants interact via a self-service portal:
- Dashboard: Current rent status and upcoming bills.
- Maintenance: Submit and track repair requests directly to the agent.
- Deposits & Bills: View payment history and pending utilities.
- Support: Direct messaging channel with the property management office.
4. Properties & Unit Management
The foundation of the system is your property portfolio.
4.1 Adding a Property
Navigate to Properties > Add New. Enter the building name, physical location (City/Street), and assign it to a landlord.
4.2 Defining Units
Once a property is created, you can define individual units (e.g., Suite 1, Apt A4). Specify the Unit Type (Commercial, Residential) and the Standard Rent Amount.
5. Landlord Management
Manage your relationships with property owners effectively.
- Profile Management: Record contact details and bank account information for remittances.
- Management Fees: Set custom agency commission percentages for each landlord.
- Statements: Generate monthly performance statements showing gross collection, expenses, and net remittance.
6. Tenant Onboarding & Allocation
The system handles the entire tenant lifecycle from move-in to move-out.
6.1 Onboarding Steps
- Register the tenant with their National ID/Passport and contact details.
- Allocate them to a vacant unit.
- The system automatically generates the Move-in Invoice (Rent + Deposit + Other fees).
7. Rent Collection & Billing
Automate your monthly billing cycles.
- Auto-Invoicing: The system generates rent invoices on the 1st of every month (or custom date).
- Payment Recording: Record payments via M-Pesa, Bank Transfer, or Cash.
- Reminders: Automated SMS and email reminders are sent to tenants with outstanding balances.
8. Expense Tracking
Track costs associated with property maintenance and agency operations.
Record repairs, utility bills (for vacant units), and management expenses. You can associate expenses with specific properties to ensure accurate landlord reporting.
9. Banking & Reconciliation
Ensure your digital records match your actual bank balance.
Connect your bank accounts to the system to reconcile transactions. The Bank Reconciliation Tool highlights discrepancies between recorded payments and bank statements.
10. Support Help Desk
Get assistance whenever you need it.
Access the Support Module from the dashboard to raise tickets, track their status, and communicate with the Afriteck tech team.