Properties and the flat's data sheet

New property is a two-step window that takes about a minute. Everything else can be filled in later on the Data sheet tab.

1. 1Click New property and choose the type (flat, house, room, garage).
2. 2Where is it? For a new building, type the postcode: the town and the Budapest district fill in by themselves. Then the street name and type, house number (e.g. 12/A), floor and door. For an existing building, just pick the building and enter the floor and door.
3. 3What is it like? Floor area, the room count buttons (e.g. 2 + 1 half), and the number of rooms and meters. The meter's name, serial number and opening reading come later.
4. 4Click Save property. In the bar that appears, Fill it in now takes you to the data sheet.

• Several flats at once: for an existing building, tick it, then enter the floors (from–to) and the number of doors per floor (e.g. floors 1–4, 3 doors). The flats are created in one step with the same room and meter template, and you can change them one by one afterwards.
• Make a copy: at the top of the Data sheet. In the same building with a new floor and door; the rooms, meter types and data sheet come across, the serial numbers, meter readings and photos do not.
• Excel import and export: with the Excel button in the Properties header. Imports accept .xlsx and .csv files (including the semicolon CSV that Hungarian Excel saves). The downloadable template has instructions, two sample rows and drop-downs; one row is one flat or one room to let, up to 500 rows at a time. After uploading you see row by row what is fine and what has errors, and only the error-free rows are added; you can download the faulty ones to fix them. The export uses the same format and contains no tenant data. Only the account holder or an administrator can import.

In step 2 of the window choose By the room, and enter how many rooms you let (and their size, if you know it). Each room can be listed separately and has its own tenant, contract, rent, deposit and calendar; the flat keeps the address, the common areas and the meters.

In the list, the flat's row shows how many rooms are let (e.g. 2/4 let), and the ▸ 4 rooms link opens the rooms. The By the room filter shows only these flats.

• There cannot be a contract for the whole flat and for one of its rooms for the same period; so you can let it whole in summer and room by room in autumn.
• Blocking the flat (Occupancy) blocks every room.
• On your plan, every room to let counts as 1 unit.
• Utilities by the room: on the Utilities page, assign the flat's own bill to the flat in the Which flat is the bill for? field, and it is split between the rooms equally or by floor area. If utilities are included in the rent, choose the flat-rate or the “included in rent” rule on the room's lease.
• Common area: if the tenant marks a maintenance request as being in a common area, their flatmates see it too (without names or costs), so it is not reported several times. A problem reported in their own room is theirs alone.
• Message all tenants of the flat: on the flat's page, above the list of rooms. Everyone gets it in their own conversation, and replies come back separately.
• A block on the flat also shows in the rooms' Occupancy rows and in their calendar link (iCal).

A line at the top of the Properties page tells you if a flat is missing something needed for a listing (photos, heating, condition, rental terms) or for a handover (room list, meter serial numbers). In the Details window you see per flat what is missing, and the Fill in button jumps to the right part of the data sheet.

Every flat has its own page with tabs: Overview (lease and tenant, best applicants, market rent band, to-dos for the next 30 days, meters), Data sheet, Applications (with a counter), Leases (past ones too), Repairs, Documents and Settings. In the header: Listing (megaphone), Current tenant (if there is one) and Actions.

Actions: the flat's common new items in one place: Payment, Expense, Contract, Inspection, Maintenance request, Reminder, Note, Block, Tenant from a platform and Applicant (the listing's link for you to send). Each opens in a pop-up window, already filled in with this flat; Contract takes you to its own page. Anything not possible right now (e.g. Payment with no tenant) is greyed out, with the reason.

The basic details (type, floor area, floor, door, address) live in one place only: the Data sheet tab. Each flat has one photo library, and the listing shows these photos too. When letting room by room, the flat's data sheet holds the shared details, and a room's only its size, furniture and photos.

The parts of the Data sheet: Address, Building, Flat, Equipment, Basic rental terms, Rooms, Meters and Photos. The lists follow the values used by property portals for lettings; no field is required (“Not given”). A new listing takes its rental terms from here.

Meters: type, internal name (e.g. “night”), serial number, opening reading and date. New meter: + Meter; archive an old one in the row's ⋯ menu. Handovers, inspections and utilities take their meters from here.

Rooms: type and number; names are automatic (Bedroom 1, 2). Handovers, inspections and the tenant's maintenance requests start from this list; in a protocol, the Save to the property button writes the changed list back.

With many flats the Properties list turns into a table with filters; see Search and filters.

The Photo template tells the camera what to photograph: rooms, meters, fixed fittings. Protocols, inspections and move-outs all use it. To save: Save template.

This is where you enter what the tenant looks for when moving in: whose name the utilities stay in, house rules, rubbish collection, wifi, the building manager, emergencies, keys. The tenant gets a step-by-step guide from it, and you can see how far they have got.

You can set the owner for each flat (a person or a company); they become the landlord in new contracts. With Owner login you give them read-only access.

1. 1In the property's owner row, open Owner login.
2. 2Enter their email address and name, then Send invitation (valid for 7 days).
3. 3Under What else do they see? switch it on if they should also see maintenance requests and meter readings.

• The owner always sees: flats, lease, payments and arrears, costs, the monthly statement.
• Never applicants, Passports, messages or the team.