Whether you're new to property management, training a new team member, or covering for someone on vacation or sick leave, this guide provides an overview of the tasks typically completed throughout the month.
Think of this article as your monthly checklist. Each section links to a detailed help article or video that explains how to complete the task in Propra.
Note: Every portfolio is different. Some tasks may be completed daily, weekly, monthly, or only when needed. If your account includes Propra Accounting, be sure to complete the Monthly Accounting Checklist at the end of each month.
Before You Begin
If you're taking over a portfolio for the first time or starting in a new role, the first step is to configure your notification settings so you never miss an important event.
Notifications help keep you informed about activity across your portfolio. Turn on the notifications that are relevant to your role so you receive alerts when action is required.
Common notifications include:
New maintenance requests
New rental applications
Lease expirations
Tenant messages
Owner messages
Accounting approvals
Inspection updates
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Daily Tasks
Your dashboard provides a snapshot of your portfolio and should be one of the first places you visit each day.
Use the dashboard to review:
Vacant Units that need to be listed or prepared for a new tenant.
Leases Expiring Soon so you can begin renewal conversations or prepare for tenant move-out.
Insurance Expiring Soon to identify tenants whose insurance policies are about to expire. Reach out to the tenant and ask them to upload their updated insurance policy through the Residential Portal.
Move-In and Move-Out Schedule to identify units that require move-in or move-out inspections.
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Review Your Notifications
After reviewing your dashboard, check your notifications for any new activity that requires your attention.
Notifications may include:
New maintenance requests
Tenant or owner messages
Rental applications
Inspection updates
Lease activities
Accounting approvals
Work through your notifications throughout the day to ensure important tasks are completed promptly.
Review New Maintenance Requests
Review new maintenance requests, assign work orders, and monitor the progress of active jobs.
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Review incoming applications, complete tenant screening, and begin preparing leases for approved applicants.
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Respond to Tenant and Owner Communications
Review messages from tenants, owners, suppliers, and applicants. Respond to questions and provide updates as needed.
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Weekly Tasks
Review Upcoming Move-Ins
Confirm upcoming move-ins are ready by reviewing signed leases, deposits, insurance, and move-in inspections.
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Review Upcoming Move-Outs
Review tenants who are scheduled to move out. Terminate leases when appropriate, schedule inspections, and begin preparing the unit for the next tenant.
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Complete any scheduled rent increases and communicate changes with tenants where required.
End of Month Tasks
If your role includes accounting, complete the Monthly Accounting Checklist before processing owner payouts or closing the month.
The checklist walks you through each accounting task in the correct order, including:
Reviewing outstanding transactions
Entering bills and expenses
Reconciling bank accounts
Reviewing financial balances
Processing owner payouts
Running financial reports
Following the checklist each month helps ensure your accounting remains accurate and that owner statements are complete before funds are distributed.
Ongoing Administrative Tasks
These tasks are completed as needed throughout the month.
Training Tip
This guide is designed to be the starting point for managing a property portfolio in Propra. Whether you're onboarding a new employee, cross-training a teammate, or temporarily covering another property manager's portfolio, simply work through each section and use the linked articles and videos for step-by-step guidance.
Bookmark this page for quick access—it serves as your roadmap to managing your portfolio from the beginning of the month through the end of the month.