Propra offers a flexible approach to property setup, allowing you to edit details at any stage, unlike other software where you build segments sequentially. However, following the steps below is advantageous. Deviating from this workflow will require you to set up each component individually and you will lose the efficiency of quickly adding information as well as attaching multiple units, which auto-populate based on the property address.
Property
From the Propra Dashboard, navigate to Properties along the side menu.
Click on “Add Property.”
Select the number of buildings for this property. More than one building may be required if there is a different street address for the units located here.
Click Next.
Enter the Property Name (required field)
Enter a Reference Code, if applicable
Enter a Phone Number. Note that this is a tenant-facing phone number. Leave blank to default to the phone number listed in your account settings
Enter the Property Address (required field)
Add a Property Image if you’d like
Add the Legal Description of the property
Select “Commercial” as your property type (required field)
Select an individual as “onsite staff” if required. Note that this person will have to be set up in the system first. If they are not yet set up, leave the field blank.
Click Next.
Owner
Select an existing property owner, or use the “Add New Owner” button to create new.
If you are creating a new owner, the only required field is Owner Name however it is ideal to enter contact and financial information at this time. Additional details needed include:
Owners’ Fiscal Year-End
GST Filing Frequency - If the owner files their own GST, make sure that “self” is selected in filing frequency so that GST/HST payable is addressed to the owner rather than the Receiver General.
GST Number
Management Fees (amount per unit, % of revenue, or flat amount $) per the management agreement.
You want to turn “Include in Accounting” ON if you have subscribed to a paid version of Propra and want to make use of our comprehensive service accounting module. Click Save. Click Next.
Once an email address is entered, owners are able to login to propra.io to view details on their holdings. If your owner wants to share access with another party the information for them to do so is contained here.
Select Financial Information
If you haven’t yet set up bank groups, leave this step blank for now. If you have, pick the bank group for your operating account as well as your security deposit account from the drop down lists. You want to turn “Include in recurring accounting tasks” ON if you have subscribed to a paid version of Propra and wish to take advantage of the many automated features of the platform.
Click Next.
Add Units
Upon setting the property details and owner (or if owner is skipped) you will be taken to the “Create building unit” screen. Units will automatically populate based on the address you provided though there may be adjustments to be made. You have the option to edit or delete what is listed, and /or add new units.
You can also create units later (and will be able to add any common area units at that time), but they will need to add them manually one by one. If there are several units at this property it’s wise to add them now and make any adjustments later to save you time.
-To add create a brand new unit click on the “+ add unit” button
-To edit a unit, click on the pencil icon
Enter the correct occupancy type Commercial Rental
Enter the Unit Name/Number (this is typically the Suite#)
Enter the rentable square footage
Enter any additional information pertaining to this unit. Note that the text will not show up on any report, but will be visible on the unit details screen. Click Close.
[Note that you may also see fields for Number of bedrooms, Number of bedrooms and unit factors. These can be ignored as this is a commercial property.]
-To delete a unit click on the “x”
-If you’re satisfied with a unit, you can click on the “lock” icon to prevent accidental deletion of the unit while you work through the rest of the list.
You can repeat this process for as many units as you need.
When finished, click Create Units.
You will be taken to the main property page where all your newly created units will be listed under the tab titled “All Units.”
At this point, if needed you can create a lease in any of your available units, or continue the property setup below.
Set Up Common units by navigating to the “Common” tab and clicking “Add Your First Common Area Unit” if required. Fill in Unit Name/Number, Square Footage (if required), Number of Bathrooms (if required) and any additional information. Assigning common units will allow you to schedule and track maintenance in these areas. If there are any costs associated with these common units, having these set up will allow you to allocate and record those costs with the unit referenced.
Click Save.
Add Property Details by navigating to the “Property Details” tab, clicking through the menu bar on the left, and selecting each section. Use “edit” to enter any information you want to include. Remember to hit Save if any changes are made.
General - General information for the property
Build Specs - A variety of fields containing more detailed information about the property's components.
Suppliers - From here you can attach existing suppliers and contractors to the property list or create new ones if needed.
Amenities - Optional check boxes if relevant to the property. These will show up on campaign listings.
Utilities - Optional if the property pays for utility services. These will show up on campaign listings.
[At this time, the amenities and utilities listed are a standard list and unable to be customized or removed.]
Floor Plans - Create a Floor Plan if at any point in time you may be advertising a unit for lease using our Campaign feature.
Documents - Drag and Drop any property related files you’d like to be retained inside Propra, such as insurance or the management contract.
Notes - This free format text box allows you to keep any notes about this property.
Insurance - Enter detailed information about the property’s insurance policy and any claims made against it.
Assignments - Add parking units, storage lockers and keys to be assigned to each lease as needed.
Photos - Upload property photos
Congratulations on setting up your Property!
If you need more information please search our knowledge base or refer to some relevant links below.