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Resident Web Portal

Use and Registration EMC132 – 2014

PropertyBoss Version 10.02

1998-2013 PropertyBoss Solutions.

Resident Web Portal

PropertyBoss Solutions, LLC

Resident Web Portal The Web Portal provides a view into the Resident’s (Tenant, Member, etc.) information within the PropertyBoss database. Please remember that the web portal may not immediately reflect changes due to other factors and could

require up to 1 business day to update.

Upon login to the web portal, the resident will see

the following screen. The

available tabs may vary based on the options

provided by the property management company. This

example displays tabs for:

Lease

Charges

Contacts

Documents

Call Logging

Work Orders

Inspections

Viewing the Lease The resident has the ability to View My Statement from within this screen. By selecting the Statement option, a new window will open. From this window, the resident can choose to save the Statement to an Excel worksheet or a

PDF document after selecting View beside the statement.

Resident Web Portal


Payment Options Based on the property management company’s policies, the user may have the ability to make payments via credit cards

or even bank drafts.

If these options are available, make one-time payments by selecting Make a One-Time Payment.

The Manage Scheduled Payments option allows the user

to setup the process to allow the property management company to automatically draft a payment based on the

defined parameters. In this example the Bank Draft is

selected so the fields at the bottom of the screen are requested the bank account information. If the Credit

Card option is selected, these fields will change accordingly. The user can also choose to delete the setup

of the recurring payment by selecting Remove.

NOTE: The user will not be allowed to “back date” which

means they cannot create a start date prior to the current date.

Charges The Charges tab will display all charges that have been applied to the lease.

Resident Web Portal


Contacts The Contacts tab displays the contact information for all persons associated with the lease. In this example, there are two people, Sandy Williams and Casey Knight.

Sandy is listed as the Tenant, and her information is currently displayed. Because Casey is the person who is

currently logged into the web portal, she does not have the ability to edit any of Sandy’s information.

Select the person by moving the mouse pointer to the appropriate person and then click. The screen will update and reflect the contact information of the person selected.

Since Casey is currently logged into the web portal, Casey has the ability to edit her contact information by selecting

Update Information, or she can Add Emergency Contact information. By selecting either option, a new window

will open which displays the current information in an editable form. Add or change information as needed.

Within Update Information, the e-mail address used for the web portal registration can be changed. This change could require up to 1 business day before the change is effective.

Resident Web Portal


Documents Any available documents will be displayed here such as a Lease Contract. The user has the ability to select and view the

document.

Call Logging and Work Orders From within the web portal the user has the ability to create a

new call to the property management office or submit a new work order. They are under different tabs within the web

portal, but both function in the same manner.

Any previously created calls or work orders will be displayed allowing the user to see the current status.

They can choose to display All, Open or Completed calls or work orders within the respective tab. They can also

define the date range that they wish to have displayed.

By selecting a work order in the list, they can also add

additional comments if necessary by selecting the View/Update button located at the bottom left of the

first screen.

Click Enter a New Work Order and complete the fields

in the window then select Save. This will create the work order.

Resident Web Portal


Inspections A list of all Inspections for the resident’s unit along with the status is listed.

An Open inspection can be updated within the web portal or via the PB Inspector mobile app available in the

Google Play Store. Search for PropertyBoss to select and install the mobile app.

The web portal Inspection window and the mobile app windows function in basically the same manner and have the

same “look and feel”. The major difference is that the mobile app requires a sync process that the web portal does not.

An inspection will have a list of rooms and a list of items within each room. The condition of each item must be updated by selecting the appropriate value or explained in a text field. The Mark All Good option defaults all item

conditions to a pre-defined default “Good” value except for any item that has already been updated. The Clear All Good option removes the pre-defined default “Good” value assigned to any item within the room.

As long as the inspection has not been submitted, the resident can continue to update. When the inspection has been completed, the Submit Inspection option will transmit the item conditions along with notes and photos to the

Property Management Company. All items must contain a value in order to be submitted. If an Inspection is selected that is not New or Open, it is display only and is not able to be updated.

Any Related Work Orders are available for viewing at the bottom of the window. These are maintenance work orders

that have been created as a result of the room condition report. The current status of the maintenance work orders is

displayed, and the details can be viewed.

Resident Web Portal


Web Portal Registration The first step to gain

access to the web portal is registering. To register

click the “Register Now” link on the web portal’s

login page.

The same email address

and password registered for the web portal will be

used to log into the mobile app.

Enter your e-mail address, property/unit, name, and phone

number. All of the fields are required for registration except the Comments field.

The e-mail address will be your username and that is where the temporary password will be sent. Check your spam or

junk mail folder if you haven’t received the temporary password e-mail.

Enter your unit number or property address in the “Your

Property/Unit” field.

Once you fill in the required fields and select submit, you will see the following message.

“Thank you for registering. An e-mail has been sent to [email protected] with login information.”

mailto:[email protected]

Resident Web Portal


Initial Login The confirmation e-mail will look similar to the one shown below with the temporary password after registration. This is the only e-mail you will receive once you have registered.

Changing the Password You must enter the Old Password and then enter the New Password. As you create the password and it meets each

requirement, the red dots will turn green.

Hovering over the “?” icon displays the list of acceptable Special Characters as shown. Strong passwords are

recommended to protect your personal information.

Thank you for submitting your Web Portal registration. This is your registration

confirmation. Your property management company must approve your registration before you can login and manage your account. Please allow up to 1 business day for your

registration to become active.

The following information is needed to login.

Your email address is: [email protected]

Your assigned password is: deficits (The case is important!)

The password field is case sensitive so please be careful when entering your password. You will be required to change the temporary password the first time you login.


Resident Web Portal


Web Portal Access for Other Contacts As the primary resident (tenant, student, etc.) on the lease, you have the ability to approve or deny access to your account information for other contacts that might be associated with your lease such as a parent, a guarantor, etc.

If an associated contact completes a web portal

registration, you will receive an e-mail that notifies you who has requested authorization to

log into the web portal. To approve or deny their

registration, log into the web portal. You will only see this window when you have a pending

registration request.

Select the contact then click Allow Login to

authorize their access or Ignore to deny their access.

If authorized, a notice is sent to your property manager who must then process the request, just as they did for your

registration. The authorized contact will receive an e-mail with the following information:

The authorized contact should follow the same procedure for the initial log in and required password change.

Thank you for registering for PropertyWebHQ. The office must update your PropertyBoss

account with your email address and give you access to the Portal before you can log in and manage your account. It may take 1 business day for your account to be activated.

Your email address is: [email protected]

Your assigned password is: deficits (The case is important!)

Note: You will be required to change your password the first time you login.


Resident Web Portal


Web Portal Messages When logging into the web portal, you may encounter one of the following messages.

1. Registration has not been completed for this e-mail address. Please register.

You need to register the e-mail address you’re trying to login with. You can only use one e-mail address with the web portal because it serves as your username. If you decide to use a different e-mail address, you will have to go

through the registration process with the new e-mail address.

If your property manager has multiple web portals, make sure you’re logging into the correct one. You may have

previously registered in another web portal.

2. The e-mail address you entered has been registered, but the Office has not permitted access to this account. If you have just registered, it may take 1 to 2 business days for your account to be activated.

You are registered. However, your information has not been updated yet. Either try again later or contact your

property manager to verify that you are allowed to login and that they have your correct web portal e-mail address.

3. The e-mail address you entered has been registered but is not associated with a lease. You must be

on a lease to log in.

You are registered, but not associated with any lease, memberships or ownerships. You cannot login as a prospect.

You must be a tenant or contact on a lease or a membership.

4. The e-mail address you entered has been registered, but there are no residents associated with this e-mail address. If you have just registered, please try again later.

You are registered. However, your information may not have been updated yet, or the e-mail address may not be the

address used to register. Either try again at a later time or contact your property manager to verify your web portal

e-mail address.

5. The e-mail address you entered has been registered and is valid, but the Office has not permitted access to this account. Please e-mail the Office to request access.

You are registered, and your information has been updated, but the "Allow Login to Web Portal" box is not checked. Contact your property manager to verify that you are allowed access to login.