PropertyFile is an online platform that has been integrated with Alto to keep your landlords informed and engaged throughout the cycle of their property letting journey.

Using PropertyFile Landlord Portal you can invite your landlords to track key statistics such as their property's marketing performance, follow their viewings, lettings and maintenance, as well as obtain copies of their statements.

The Landlord Portal feature is only available to customers with Property Management enabled in Alto. Property Management users will find the module available to them within PropertyFile.

This article includes: 

Activate the Landlord Portal in PropertyFile

 Note

You will need to have first activated PropertyFile before being able to activate the Landlord Dashboard.
For more information on Activating PropertyFile, click here

Watch the short video below to see what is included in the PropertyFile Landlord Portal.

If you have already activated PropertyFile, in order to switch on the Landlord Dashboard:

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click PropertyFile
  3. On Alto PropertyFile Administration, click the Pencil alongside your Domain
  4. The PropertyFile Dashboard will open. Click Manage Modules on the side menu
  5. Scroll down to Landlord Dashboard and slide the toggle to On
  6. Click Save
  7. Click Confirm

Invite your landlords to PropertyFile

Once you have switched the module on, landlord contacts linked to a branch which is included in the PropertyFile Domain will have a PropertyFile link on their contact Overview.

  1. Click Contacts on the main toolbar
  2. Select the relevant contact from Recent & Favourite Contacts
    1. Alternatively, find the contact using the Search Contacts bar in the top right
  3. Click PropertyFile on the side menu
  4. Click Send Invite

The landlord will receive an email requesting they activate PropertyFile, based on the email template created in the PropertyFile microsite.  

The contacts PropertyFile status on their Overview changes to Pending.

 Note

If the landlord has used PropertyFile with another agency, they will still need to register again, as their login is unique to the estate agency

Your contacts that are already invited to use PropertyFile, won't require any additional changes to view the Landlord Portal. When the module is switched on, these contacts will see an additional Landlord tab, when they log into PropertyFile.  

You can choose which properties you allow your landlords to see when they login to the Landlord Portal.  

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (landlord) from Recent & Favourite Contacts
    1. Alternatively, find the contact (landlord) using the Search Contacts bar in the top right
  3. Click PropertyFile on the side menu
  4. Properties owned by the contact display. Click X to deselect a property
  5. All properties marked as included will be available to your landlord when they log into PropertyFile
  6. Once your contact has been invited, click Login As Admin to verify this change

Resend a PropertyFile invite to your landlord

  1. Click Contacts on the main toolbar
  2. Select the relevant contact (landlord) from Recent & Favourite Contacts
    1. Alternatively, find the contact (landlord) using the Search Contacts bar in the top right
  3. Click PropertyFile on the side menu
  4. Click Resend Invite

 Note

Once a landlord is active on PropertyFile, this same button will send them a reset password email which they can use to change their password

PropertyFile dashboard

When a landlord logs into PropertyFile, they land on the main dashboard. To navigate through the properties shared with PropertyFile, the landlord can click Change Property to view the list of available properties.

You can click Login as Admin to access a landlords PropertyFile account.

 Note

Contacts who are both vendors and landlords will first view their Vendor Portal, along with the option to navigate to the Landlord Portal

The PropertyFile dashboard will be based on your agency's PropertyFile configuration. The landlord will see any properties you have chosen to share.

The dashboard displays the following:

  • Branch details based on the contact's branch
  • Property details
  • Marketing information
  • The number of property viewings scheduled to take place
  • Current Tenancy information for the selected property

Marketing

The Marketing tab details the property's portal statistics from the portals who publish this information.  Your landlord will be able to see the number of adverts and property details sent out that have included their property.  

Viewings

The Viewings tab details property viewings scheduled to take place, including the viewing status.

Once viewings have moved to the past, you are able to enter viewing feedback in Alto and share this with your landlord through PropertyFile. Feedback entered into Alto is automatically visible to your contacts in PropertyFile.  Past viewings are also summarised in the lower section of the Viewings tab including external feedback added to Alto.

 Note

Internal feedback will not be visible in PropertyFile to your landlords

Accounts

The Accounts tab displays account details for the landlords payment group that includes the respective property.  

Income is split between Rent & Other IncomeDeductions include fees, expenses and overseas tax. The Payment column will match the payment made to the landlord for the respective statement date.  

Contacts can see a breakdown of their accounts when they click on the link to their statement to download a copy of their statement.  

Should you reverse a statement, the statement and the reversals will be removed from PropertyFile.  

Maintenance

You can choose to share the property maintenance works orders with your landlord.
For more information on maintenance reporting, click here

Related articles: 

PropertyFile Tenant Portal

PropertyFile Vendor Portal

PropertyFile Maintenance Reporting

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