Property Management Tool - Help Guide

🔑 Getting Started: Register & Login

Before you can use the Property Management Tool, you’ll need to create an account (register) and then log in.

📝 Step 1: Register (First-Time Setup)

1. Open the tool and click on Register.
2. Fill in the form:
   • Name – Your full name.
   • Email – Your work email address.
   • Password – Must be at least 8 characters, with a mix of uppercase, lowercase, number, and special character (e.g., `Abc@1234`).
   • Confirm Password – Re-type the same password.
3. Click Register.
4. If successful, you’ll see a confirmation and be redirected to the Login page.

🔐 Step 2: Login

Once you are registered (or added by the admin), you can log in anytime.

1. Go to the Login page.
2. Enter your Email and Password.
3. (Optional) Tick Remember Me if you want the tool to keep you logged in on your device.
4. Click Login.
5. On success, you’ll be taken to the Dashboard.

📊 Dashboard – Your Control Center

Once you log in, you’ll arrive at the Dashboard. This is your home screen where you can quickly see the most important information about your properties and deals.

🖥 Dashboard Layout

• Sidebar (left side): Navigation menu to move between different sections of the tool. On mobile, it becomes collapsible for easier use.
• Main Area (center): Displays metrics, tables, and charts.
• Responsive Design: Works smoothly on computers, tablets, and phones.

📌 Key Metrics (Quick Stats)

Displayed in small cards at the top of your dashboard:

• Total Properties – Number of active properties in the system.
• Total Beds – Beds available across all properties.
• Active Deals – Ongoing deals with clients.

📊 Charts & Graphs (For CEO / HoD Only)

If you’re a CEO or HOD, you’ll also see interactive charts:

• Deal Status Distribution – How many deals are active, closed, or pending.
• Construction Status – Progress of properties under construction.
• Property Type Distribution – Breakdown by PGs, hostels, apartments, etc.
• Document Completion – How complete the paperwork is for each property.

🏠 Properties & Property Details

The Property Management section is where you keep track of all your properties, their details, documents, and progress. Think of it as the digital file cabinet for everything related to your properties.

📂 What You Can Do Here

• Add New Properties – Enter basic details, location, owner information, and amenities.
• View Property Details – See all information about each property in one place.
• Upload & Track Documents – Upload required property documents (e.g., agreements, licenses, NOCs) and track their status (Pending, In Progress, Completed).
• Attach Media – Add images and videos of the property.
• Update Property Info – Edit details whenever something changes (e.g., owner info, construction status).
• Soft Delete (Deactivate) – Instead of permanently deleting, you can mark a property as “inactive” (useful for closed or irrelevant properties).

📝 Adding a New Property

1. Go to Properties → Add Property.
2. Fill in the required fields:
   • Name – Property name.
   • City & Address – Full address including street, state, pincode.
   • Owner Details – Owner’s name, email, phone.
   • Type – Property type (e.g., Hostel, PG, Apartment).
   • Deal Status – Active, Pending, or Closed.
   • Construction Status – Not Started, In Progress, or Completed.
   • Amenities – Facilities available (e.g., Wi-Fi, Parking, Laundry).
3. Upload property documents (the system automatically sets missing documents as “Pending”).
4. Add photos/videos if available.
5. Click Save.

📑 Document Management

Each property has a list of required documents. For each document:

• Upload the file.
• Set the status: Pending, In Progress, Completed, or Not Required.
• Add notes if necessary.

📊 Search & Filters

You can quickly find properties by:

• Name or Address (search bar).
• City.
• Property Type (PG, Hostel, Apartment).
• Deal Status (Active, Pending, Closed).
• Construction Status.

🚫 Deactivating (Soft Delete)

Instead of permanently deleting a property, you can mark it inactive.

• Inactive properties won’t appear in normal searches.
• You can always reactivate them later if needed.

🔔 Alerts System Guide

📌 What Are Alerts?

Alerts are notifications inside the tool that keep you updated on important activities. For example:

• When a property document is uploaded or updated
• When a property detail changes
• When an action requires your attention

🖥 Where to Find Alerts

On the dashboard or sidebar, you’ll see a 🔔 Bell icon. A red dot or number will appear if you have new alerts. Click the bell to open the Alerts Page.

📋 Features of the Alerts Page

• View All Alerts → See every alert related to your properties.
• Filter Alerts → Choose to view:
  • All alerts
  • Only unread alerts
  • Alerts by type (documents, property updates, etc.)
• Mark as Read → Click on an alert to mark it as read.
• Mark All as Read → Clear all notifications in one click.
• Priority Indicators:
  • 🔴 High Priority (important updates)
  • 🟡 Medium Priority
  • 🟢 Normal updates

👤 Profile Management Guide

📌 What is the Profile Page?

The Profile Page is where you can manage your account details. Here you can:

• View your name, email, and role
• Update your profile information
• Change your password
• Upload or update your profile picture

🖥 How to Access Your Profile

1. Log in to the Property Management Tool.
2. Click on your name or the Profile tab in the navigation bar.
3. You’ll see your profile information displayed.

✏ Updating Your Profile Information

1. Go to the profile form.
2. Update details such as your name or email.
3. Click Save.
4. If successful, you’ll see a confirmation message.

🔑 Changing Your Password

1. Go to the Change Password section.
2. Enter your current password.
3. Enter your new password and confirm it.
4. Click Update Password.

🖼 Updating Your Profile Picture

1. Click on your current profile picture (or placeholder image).
2. Choose a new image from your computer or mobile device.
3. The system will automatically check the file type and size.
4. Click Upload.
5. Your new profile picture will appear instantly.

👥 Inviting and Activating Users

📌 What is User Invitation?

Only CEOs and Heads of Department (HoDs) can add new users. Instead of directly creating their accounts, the system sends them an invitation email. The invited user sets their own password and activates their account.

🧑‍💼 How Admins Invite a User

1. Log in with a CEO or HoD account.
2. Go to the Add User page.
3. Fill in the form with:
   • Full Name
   • Email Address
   • Role (CEO, HoD, Employee)
   • Department
4. Click Send Invitation.

📩 What Happens Next?

• The system emails the new user with a secure invitation link.
• The link is valid for a limited time (usually 24–48 hours).
• Until the user accepts, their status remains Invited.

👤 Steps for the Invited User

1. Open the invitation email.
2. Click on the link → it will open the Account Activation page.
3. Choose a new password (must be strong, at least 8 characters).
4. Confirm your password and click Activate Account.
5. 🎉 Success! You’ll be redirected to the login page.
6. Log in with your email and new password.

🔐 Roles and Permissions

• CEO → Full access to the system.
• HoD → Manage properties, tasks, and alerts for their department.
• Employee → Can only see their own dashboard and tasks.

⚠ Common Issues & Fixes

• Expired Link → Ask the admin to resend the invitation.
• Invalid Email → Make sure the email was typed correctly.
• Permission Denied → Only CEOs and HoDs can send invitations.
• Duplicate Email → Each email can only be registered once.