Managing Your Properties

The Properties page is the portfolio index. It shows the occupied count and total available to you, and it opens the full working record for each home.

Find a property

Use Search properties, tenants... to search by property, address, postcode or tenant. Use the occupancy filter to choose All properties, Occupied or Vacant.

Built-in views include All properties, Occupied properties and Vacant properties. You can also save a filtered view for regular use. Saving a view preserves the filter and layout; it does not duplicate or change a property.

The table can show Property, Postcode, Tenants, Contact and Actions. Organisation accounts can also show Branch. Customise, reorder and sort columns to suit the job you are doing.

Select a row to open the property. From the row menu, use Open property or Copy link. People with editing access also see Edit property.

Direct landlord portfolio

A direct landlord sees every active property in their own portfolio. Properties still waiting for setup, payment or activation may also be reachable through Home, Billing or a resume prompt.

There is no branch filter or separate landlord-owner contact. The account holder is already the landlord. Use Profile for portfolio-wide knowledge and the property page for details specific to one home.

Organisation portfolio and branches

An organisation with branches has a branch filter with All branches, Unassigned and each available branch.

• Owners and Admins can work across the organisation and see all branches.
• Members and Viewers see only properties permitted by their branch membership.
• A Viewer is read-only and cannot use Add property, Add multiple, edit or archive actions.
• A Member can carry out property work within their assigned scope but cannot change organisation-wide settings.

Assigning the correct branch therefore affects both reporting and access. Follow Managing your branches when teams or offices change.

Use the property record

A property page brings together:

• Notes for dated operational history and attachments;
• Property knowledge that Lettie can use while helping tenants;
• recent Reports;
• Documents & compliance;
• Property details;
• Tenants and welcome status;
• Current tenancy; and
• Landlord contacts for organisation properties.

Use the section's Add or Edit action, make the change and save it. Leaving with unsaved property, tenancy or knowledge changes can trigger a warning. Choose to stay if you still need to save the work.

For the detailed fields, see Property profile, tenancy and landlords. Tenant changes are covered separately in Managing tenants and portal access.

Keep occupancy and tenants consistent

Occupancy and tenant records have different jobs. Marking a property Vacant explains why there is no household; simply removing the last tenant does not necessarily correct the occupancy field. Similarly, an Occupied property with no tenant details can be highlighted as needing attention.

When somebody moves out, remove their active tenant record to revoke their access, then update the property and tenancy details. Previous reports and property knowledge remain in the property history.

Archive a property

Only somebody with editing access can archive. Open the property, find Property actions, select Archive property and review the confirmation.

Archiving has immediate consequences:

• tenant access to that property is disabled;
• the property and previous reports remain in your records; and
• for a direct landlord, any billing reduction follows the billing cycle.

Select Keep property if you are not ready. Select Archive property only after checking active tenants, outstanding reports, documents and billing. Archiving is not the same as permanently removing a waiting property from Billing.

Add more properties

Use Creating a property for one home or Importing properties via spreadsheet for a portfolio list.