Tenant portal for property management
Turn scattered repair requests into visible progress.
Give tenants one place for requests and documents. Your management team sees who is handling each issue, what is missing and which contractor needs to act.
Discuss your projectMaintenance · Request M–028
ExampleApartment A–12
Intercom not working
- 1Received
- 2Reviewed
- 3Arrange visit
Next action
Contractor arranges a visit
The request has been reviewed. The visit date is not yet confirmed; the tenant receives an update when it is agreed.
- Visible to
- Tenant · Manager · Assigned contractor
A forwarded email is not a resolved issue.
A tenant reports a fault, the manager emails an installer and an appointment is arranged by phone. The next colleague sees only the original message. A portal brings the request, property, appointment and completion together. The tenant does not need to explain everything again and the team can follow outstanding actions.
One request, clear responsibilities.
- 01
Receive an actionable request
The tenant selects the property and issue type and can attach relevant photos. Ask only for information needed to handle the request. Urgent situations get the agreed contact route; a form must not imply continuous monitoring of dangerous situations.
- 02
Assign the right party
The manager reviews the issue and assigns a contractor or colleague. Record who arranges the appointment, what information is shared and whether approval is required. A scheduled appointment has a different status from a completed repair.
- 03
Close with an update
The contractor records work completed and outstanding issues. The tenant receives a clear update. If the repair was unsuccessful, the next action remains visible instead of automatically closing the request.
Access follows the tenancy, not just an email address.
Tenants should only see their associated properties and documents. Access must change when a tenancy ends or someone moves. Contractors receive only the details needed for their work. We identify which existing system manages properties, tenancies and contact records so the portal can connect to it.
- You already have a suitable management platform
- A portal can connect to existing property and contract records. Check which requests and documents the provider exposes.
- Several contractors handle one issue
- Retain one main request with separate work assignments. This keeps completed actions and outstanding responsibilities clear.
- A tenant leaves
- End access according to the agreed tenancy period. A new tenant must not automatically see previous personal correspondence for the same property.
Properties, roles and request handling define the foundation.
We discuss property counts, user roles, document types and contractors, then agree the necessary statuses, notifications and integrations. Migration, access management, storage and maintenance are scoped explicitly. Vorlyo provides hosting and care under the agreed terms; repair contractors have separate response arrangements.
Good to know.
Can tenants see the status themselves?
Yes. We choose understandable statuses and decide which internal notes may be shared. Internal review should not appear as a promise to the tenant.
Can contractors sign in?
Yes, with limited access to their assignments. They do not need access to the complete tenant administration.
Can existing documents be transferred?
We inventory files, property associations and access rights. Checking assignments is part of the migration.
Is this a complete property administration system?
Not automatically. The portal covers agreed tenant processes. Accounting and contract management can remain in an existing package or be scoped separately.
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No obligation · Fixed scope, timeline and price after intake