Skip to main content

Owner System

Owner System Upgrade Required

The Owner System is an upgrade from the standard guest system. When installed, it extends existing guest functionality to work with property owners while adding new dimensions for unit management, owner acquisition, and Sales Rooms integration. Contact your account manager to enable the Owner System.

The Owner System provides comprehensive tools for property management companies to find, acquire, and onboard new property owners who want to list their rental units. It builds upon the guest system foundation while adding specialized features for owner relationships and property acquisition.

Overview​

The Owner System extends your platform with:

  • Owner Management: Adapted guest features for property owners
  • Unit Management: Track and onboard rental properties
  • Scout Tools: Find and acquire new property owners
  • Sales Rooms: Marketing funnels for owner acquisition (Owner System only)
  • Lead Tracking: Manage owner acquisition pipeline

System Components​

1. Owner Management​

When the Owner System is enabled, your existing guest management features are extended to handle property owners:

  • Contact management adapted for owners
  • Communication tracking
  • Document storage
  • Owner-specific workflows
  • Relationship management

2. Units Management​

The core of the Owner System - managing rental properties from potential owners.

3. Scout Tools​

Geographic and list-based tools for finding new property owners.

4. Sales Rooms Integration​

Marketing funnels specifically designed for owner acquisition (requires Owner System).

Units Management​

What is a Unit?​

A unit represents any rentable property in the system, regardless of size or type:

  • Individual houses and homes
  • Condo units
  • Apartment units
  • Hotel rooms
  • Vacation rentals
  • Estates and larger properties

Unit Classification​

The system uses "unit" as a universal term to support all property types equally:

  • Houses/Homes: Standalone single-family properties
  • Condos: Individual units within condo buildings
  • Hotels: Individual rooms within hotel properties
  • Apartments: Individual units within apartment complexes
  • Each unit represents a complete rentable space with its own listing

Creating Units​

The unit creation process is part of the owner acquisition workflow:

  1. Navigate to Owners > Scout List or Scout Map
  2. Identify potential property owners or respond to Sales Room leads
  3. Add new properties and units from acquired owners:
    • Unit Number/Name: Unique identifier
    • Property: Owner's property details
    • Unit Type: Category of unit
    • Floor: Location within building
    • Size: Square footage/meters

Scout Tools​

The owner acquisition system provides two primary interfaces accessible from the Owners icon in the navigation:

Scout List View​

Displays potential and existing property owners in a list format:

  • Property owner contact information
  • Number of units available for listing
  • Current acquisition status
  • Owner engagement history
  • Quick actions for outreach and onboarding
  • Financial information (tax values, proforma values)
  • Lead tracking and status

Scout Map View​

Interactive map interface for finding new owners:

  • Geographic distribution of potential properties
  • Visual clustering of acquisition opportunities
  • Property owner details on hover
  • Target area identification
  • Strategic acquisition planning by location
  • Color-coded markers based on tags

Both views support comprehensive filtering:

  • By owner status
  • By property type
  • By geographic area
  • By acquisition stage
  • By tags and groups
  • By address search
  • By financial metrics

Lead Management​

Lead Status Types​

Track where potential owners are in your acquisition funnel. Your system can be customized with any number of lead statuses and types to match your workflow.

Common examples include:

  • New: Fresh lead from Sales Rooms or other sources
  • Contacted: Initial outreach made
  • Qualified: Verified as a potential property owner
  • Proposal: Discussing partnership terms
  • Negotiation: Finalizing agreement details
  • Closed: Successfully onboarded as partner
  • Lost: Decided not to proceed

For detailed information on configuring and managing lead statuses, see Lead Statuses.

Lead Tracking Features​

  • Monitor lead source and conversion rates
  • Track communication history
  • Set follow-up reminders
  • Measure time-to-close metrics
  • Lead value tracking
  • ROI projections

Financial Information​

Property Valuation​

Track key financial metrics for acquisition decisions:

  • Tax Value: Current property tax assessment
  • Proforma Values: Projected revenue ranges
    • Low estimate
    • High estimate
  • Occupancy Rates: Current rental performance
  • Market Analysis: Comparative property values

Financial Tracking​

  • Potential revenue per property
  • Portfolio value calculations
  • Commission structures
  • Market comparisons

Property Features​

Property Details​

Capture comprehensive property information:

  • Square footage
  • Year built
  • Last sale date
  • Building type
  • Unit count
  • Condo building names
  • Unit numbers

Location Data​

  • Full property addresses
  • Geographic coordinates
  • Neighborhood information
  • Parcel numbers
  • Lot IDs
  • Map positioning

Custom Fields​

  • Tax record URLs
  • Additional property data
  • Owner preferences
  • Special requirements

Contact Management​

Owner Information​

Comprehensive contact details for property owners:

  • Name and contact information
  • Email addresses
  • Phone numbers (mobile/home)
  • Mailing addresses
  • Property addresses
  • Unsubscribe tokens for Sales Room access

Communication Tracking​

  • Sales Room interactions
  • Email correspondence
  • Phone call logs
  • Meeting notes
  • Follow-up schedules

Tags and Groups​

Tag Management​

Organize prospects with flexible tagging:

  • Create custom tags with colors
  • Filter by tags in Scout views
  • Bulk tag assignment to multiple contacts
  • Tag-based campaigns
  • Visual identification on map markers

Group Organization​

  • Segment owners by criteria
  • Create targeted outreach lists
  • Track group performance
  • Automate group assignments
  • Group-based reporting

Sales Rooms Integration​

Owner System Required

Sales Rooms functionality is only available with the Owner System upgrade. This feature is specifically designed for property owner acquisition and will not function without the Owner System enabled.

Unit Management works seamlessly with Sales Rooms to:

  • Generate property owner leads through targeted campaigns
  • Guide prospects through the partnership process
  • Automate owner acquisition workflows
  • Measure campaign effectiveness and ROI
  • Track conversion from lead to active owner

For more information, see Sales Rooms documentation.

Reporting and Analytics​

Lead Analytics​

  • Lead source tracking
  • Conversion funnel metrics
  • Time-to-close analysis
  • Campaign effectiveness
  • Geographic distribution

Financial Reports​

  • Potential portfolio value
  • Revenue projections
  • Market analysis
  • ROI calculations
  • Commission tracking

Performance Metrics​

  • Sales Room conversion rates
  • Owner acquisition costs
  • Response time tracking
  • Team performance
  • Pipeline velocity

Advanced Features​

Geographic Visualization​

  • Interactive map interface
  • Property clustering
  • Area-based planning
  • Visual property distribution

Lead Scoring​

  • Automatic lead qualification
  • Engagement tracking
  • Priority scoring
  • Conversion probability
  • Follow-up recommendations

Bulk Operations​

  • Mass tag assignment
  • Group management
  • Bulk lead updates
  • Campaign targeting
  • Update multiple units
  • Batch status changes
  • Mass pricing updates

Workflow Integration​

Acquisition Workflow​

  1. Lead capture from Sales Rooms
  2. Owner verification process
  3. Property documentation
  4. Unit configuration
  5. Go-live coordination

Actions Available​

From both Scout views, users can:

  • View contact profiles
  • Open Sales Room landing pages
  • Edit proforma values
  • Create or edit leads
  • Manage tags and groups
  • View unit details

Best Practices​

Owner Acquisition​

  • Respond quickly to property owner inquiries from Sales Rooms
  • Provide clear value proposition to potential owners
  • Set realistic expectations for listing timeline
  • Maintain consistent follow-up with prospects
  • Monitor lead-to-owner conversion rates

Unit Onboarding​

  • Verify property documentation
  • Confirm unit specifications
  • Professional photography coordination
  • Accurate pricing guidance
  • Market positioning advice

Owner Relationship Management​

  • Regular performance updates
  • Transparent revenue reporting
  • Proactive issue resolution
  • Market insights sharing
  • Growth opportunity identification

Troubleshooting​

Common Issues​

  • No map markers showing: Check that filters aren't too restrictive
  • Lead not appearing: Ensure lead is properly associated with contact
  • Tags not saving: Check user permissions for tag management
  • Proforma values not updating: Verify numeric format and ranges
  • Scout tools not visible: Confirm Owner System is enabled

Data Management​

  • Regular owner data audits
  • Lead source tracking
  • Conversion funnel analysis
  • Data quality monitoring
  • Duplicate contact detection