Using the Owner Portal

The Owner Portal is a special area of your property manager's web site that is designed to provide you with real-time information regarding your rental properties. The Owner Portal allows you to:

• View your statements and reports online.
• Communicate with the management team.
• View alerts for unpaid bills.
• Approve or reject work orders.
• Update contact information.
• Add a payment profile for electronic debits and credits.

Use the following quick links to jump directly to information on specific topics:

I. Getting Started with the Owner Portal

• Requesting an Owner Portal Account
• Logging In to the Owner Portal
• Resetting Your Owner Portal Password
• Navigating the Owner Portal

II. My Dashboard
My Dashboard is present if it is enabled by your property manager. My Dashboard displays income and expense data from the properties in your portfolio.
  IV. Communications
Communications provides access to:

• Community Message: Presents the current community message provided by your property manager (read-only).
• Alerts: Shows links to unpaid bills and work orders that are waiting for your approval. You can also reach the Alerts page by clicking Alerts.
• Conversations: Displays conversations between your property managers and your tenants. It also allows you to view and initiate conversations with your property managers.

V. Documents
The Documents page is made up of two lists of documents: VI. Reports
The Reports page provides access to the reports your property manager has published to your Owner Portal.

VII. Bills
If your property management company configures the Owner Portal to allow you to view bills, you can use the Bills page to review bills and payments that have been recorded for your rental property.

VIII. Maintenance
If your property management company configures the Owner Portal to allow you to view work orders, you can use the Maintenance page to view work orders created by the management team. The property management company also determines the level of detail you can see for each work order.

IX. User Menu
Allows you to manage your contact and password information, add a payment account, return to the property manager's website, log out of the portal, or manage your navigation view.

Getting Started with the Owner Portal
Access the Owner Portal from your property manager's website. While every website will be unique, you should see an obvious link that takes you to the Owner Portal Login page.
Requesting an Owner Portal Account

1. If you don't have an account for the Owner Portal, click Create Account on the Owner Portal Login page to request one.

2. Complete all the required fields, and then click the Submit button. The information you submit must match to the information on file for you with your property management company.

3. Your request is sent to your property manager, who will activate your Owner Portal account. When your account is activated, you will receive an email message with sign-on instructions.

Logging In to the Owner Portal
To access the Owner Portal, you must provide an email address to associate with your Owner Portal account. Your property manager uses this email address to set up your account and sends an email with log in instructions for the Owner Portal.

To log in to the Owner Portal:

1. After you request access to the Owner Portal, your property manager sends you a welcome email that includes:

• Web address of the Owner Portal Login page.
• Your login information, including a link to the Create a New Password page.
• Instructions for logging in to the Owner Portal.

2. In the welcome email, click the link that follows the text "Password".

3. In the Password and Confirm Password text boxes, type a new password. The password you choose must contain at least three of these character types:

• Uppercase letter
• Lowercase letter
• Number
• Special character from: ! @ # $ % ^ & * ( ) - _ [ ] { }

4. Click Submit.

5. Review the Owner Terms and Conditions; then, select the I Agree to the Terms and Conditions checkbox.
6. Click Submit.

7. The next time you log in to your Owner Portal, use your new password and follow the steps in Signing In to a Specific Owner Portal.

Logging In to a Specific Owner Portal
If you use the same email address with multiple management companies, and more than one of those management companies provides access to the Owner Portal, you must indicate which Owner Portal to log in to.

To log in to a specific Owner Portal:

1. Open the Owner Portal Login page.
2. Type your email address and password in the appropriate fields.
3. Click Login.
4. From the drop-down list that appears, select the appropriate management company.
5. Click Login a second time to sign on to the Owner Portal for that management company.

Resetting Your Owner Portal Password
If you lose or forget your Owner Portal password, you can reset it from the Owner Portal Login page.

If you need to change your password for security purposes, use the Change Password option in the User Menu.

To reset your password:

1. On the Login page, click Forgot Your Password? (or a similarly named button or link).
2. Provide your First Name, Last Name, and the Email you provided when you requested access to the Owner Portal.
3. Click Submit.

4. Click the link that follows the text "Password".

5. In the Password and Confirm Password text boxes, type a new password. The password you choose must contain at least three of these character types:

• Uppercase letter
• Lowercase letter
• Number
• Special character from: ! @ # $ % ^ & * ( ) - _ [ ] { }

6. Click Submit.

Navigating the Owner Portal
You navigate the Owner Portal using the Navigation Menu that appears on the left side of every page.

Each page has a short video designed to familiarize you with navigating and using the Owner Portal. To watch the video for a page, navigate to the page, then click Video.

From the Navigation Menu, you can click one of these elements to open the related page:

• My Dashboard (present if enabled by your property manager): Displays income and expense data from the properties in your portfolio. The income and expense data appears in tiles and, below the tiles, in graph form. My Dashboard can be configured to show real-time data or to show data from the most recently published statement.
• My Ledger (present if enabled by your property manager): Displays income and expense data from the properties in your portfolio. Also includes ledger information for the portfolios that match the filter configuration.
• Communications: Expands to reveal these items:
  • Community Message: Presents the current community message provided by your property manager (read-only).
  • Alerts: Shows links to unpaid bills and work orders that are waiting for your approval. You can also reach the Alerts page by clicking  Alerts.
  • Conversations: Displays conversations between you and your property management team.
• Documents: Allows you to open or download documents shared by your management company. When a new document is uploaded to the Owner Portal, you receive an email notification.
• Reports: Presents all reports related to the management of your rental properties. All published reports use real-time data.
• Bills: Displays all bills and payments that have been recorded for your rental properties. These bills include a breakdown of the expense line items, descriptions, and invoices from vendors (if the property manager scans and attaches invoices to bills).
• Maintenance: Shows all service requests submitted by the tenants occupying your rentals and work orders created by the management team. It also allows you to approve or reject work orders.

My Dashboard
My Dashboard displays income and expense data from your properties. The income and expense data appears in tiles and, below the tiles, in graph form.

Your property manager can configure the My Dashboard page to show real-time data or to show data from the most recently published statement.

The My Dashboard page includes this information for the selected portfolio and time frame:

• In the My Dashboard section: Previous Balance, Income, Expense, Ending Balance, Management Fee, Pending Funds, Available Balance, and Portfolio Minimum.
• In the Portfolio section: Income from the top five income accounts for the portfolio, represented in one graph, and Expense from the top five expense accounts for the portfolio, represented in another graph.

To change the portfolio and date range presented on My Dashboard, click Filter.

To add a payment account from My Dashboard, click Add Payment Account.

Add Payment Account is available only if your property management company configures the Owner Portal to allow you to add or delete bank information.

My Dashboard - Filtering by Portfolio and Date Range
To change the portfolio and date range for the data presented on My Dashboard:

1. Click Filter.

2.  From the Portfolio drop-down list, select the portfolio to feature on My Dashboard.
3. From the Period drop-down list:

• Select a preset date range (“Last Year”, “This Month”, etc.).

• Select “Custom Date Range” then type or select a Start Date and End Date for your custom date range.

4. To make the portfolio and date range the default data set for My Dashboard, click the Set as Default toggle switch. The switch turns green when Set as Default is enabled.
5. Click Apply.

My Ledger
The My Ledger page is a historical ledger that displays transactions against a particular portfolio.

My Ledger includes this information for the selected portfolio and date range:

• In the My Ledger section:
  • Income
  • Expense
  • Ending Balance
  • Management Fee
• In the Portfolio section, this information is included for each transaction that appears in the list:
  • Date
  • Ref#
  • Location
  • Payee
  • Description
  • Details
  • Amount
  • Account Balance

My Ledger - Filtering by Portfolio and Date Range
To change the portfolio and date range for the data presented on My Ledger:

1. Click Filter.

2. In the Portfolio drop-down list, select the portfolio to feature on My Ledger.
3. In the Period drop-down list:

• Select a preset date range (“Last Year”, “This Month”, etc.).

• Select “Custom Date Range” then type or select a Start Date and End Date for your custom date range.

4. To make the portfolio and date range the default data set for My Ledger, click the Set as Default toggle switch. The switch turns green when Set as Default is enabled.
5. Click Apply.

 
My Ledger - Downloading a Copy
To download a copy of the data in the Portfolio section of My Ledger:

1. Use the Portfolio and Period filters and page navigation tools to locate the data to download.
2. Click Download.

3. Configure the settings in the download dialog and click the appropriate button to complete the download.

My Ledger - Navigating and Managing the List of Transactions
To navigate through the list of transactions in the Portfolio section of My Ledger and manage the number of transactions shown on a single page:

1. To set the number of items that appear on a single page of the transaction list, click the Show XXX Entries drop-down list, then select the number of transactions to appear on a page.
2. To view a specific page in the list, click the Page XX of XX box, then type the desired page number.
3. To go to the next page, click  Next. To go to the previous page, click Previous.

Communications
The Communications menu item provides access to:

• Community Message: Presents the current community message provided by your property manager (read-only).
• Alerts: Shows links to unpaid bills and work orders that are waiting for your approval. You can also reach the Alerts page by clicking Alerts.
• Conversations: Displays conversations between your property managers and your tenants. It also allows you to view and initiate conversations with your property managers.

Communications - Community Message
To open the Community Message page, click Communications in the Navigation Menu, then select Community Message.

The Community Message page displays the community message your property manager creates and manages.

Click  Expand to display the community message. Click Collapse to hide the community message.

Communications - Alerts
To open the Alerts page, click Communications in the Navigation Menu, then select Alerts.

The Alerts page shows links to unpaid bills and work orders waiting for your approval.

To pay a bill or approve/reject a work order, click the number link for the alert. The Bills or Maintenance page opens.

If there are no alerts, the Alerts page displays "No Unpaid Bills" and "No Work Orders Pending Approval."
 

Work Order alerts only appear if the management company is using online work orders in the Owner Portal.

Communications - Conversations
The Conversations page lists conversations between you and your property management team.

Only active conversations appear on the Conversations page.

Conversations between property managers and tenants are read-only and you cannot add comments to them.

Each conversation on the page includes this information:

• The property associated with the property manager who started the conversation or made a comment.
• The name of the person who initiated the conversation or made a comment.
• The date and time the conversation or comment was created.
• A Comment text box that allows you to add a comment to the conversation (for conversations between you and your property managers).

Expanding and Collapsing Conversations
To expand a conversation, click Expand. To collapse an expanded conversation, click Collapse.

To expand or collapse all conversations, click the Expand All toggle switch. The switch turns green when all conversations are expanded.
 
Commenting on a Conversation
To add a comment to a conversation:

1. Locate the conversation to add a comment to, then expand it.
2. In the Comment text box, type your message.
3. To post your comment, click Add Comment.

 
Starting a New Conversation
To start a new conversation:

1. Click New+.

2.  Select a portfolio from the Portfolio drop-down list.
3. Type your message in the Comment text box.
4. When your message is complete, click Save to send the message to the property managers associated with the portfolio.

 
Documents
The Documents page is made up of two lists of documents:

• Statements section: Lists Owner Statements. You can view, search, or download the Owner Statements.
• Other Documents section: Lists documents, other than Owner Statements, and images your property management company shared. You can view, search, or download the shared documents and images, but you must have the appropriate software to view the downloaded files.

Documents - Statements Section
The Statements section of the Documents page lists Owner Statements uploaded to the Owner Portal by your property management team.

In the Statements section, you can:

• Filter the list of Owner Statements by portfolio or date.
• Search for documents in the Statements and Other Documents sections.
• Sort the list of Owner Statements by clicking the Portfolio or Statement Period column header.
• View an Owner Statement.
• Download a single Owner Statement.
• Download some or all of the Owner Statements as a group.
• View bills associated with an Owner Statement.
• Navigate and manage the list of statements.

Filtering the List of Owner Statements
To filter the list of Owner Statements:

1. Click Filter.

2.  From the Type drop-down list, select All or Statements.
3. From the Statement Portfolio drop-down list, select a portfolio or All.
4. From the Period drop-down list:

• Select a preset date range.

• Select Custom Date Range, and then type or select a Start Date and End Date for your custom date range.

5. Click Apply.

Searching for Statements and Other Documents
On the Documents page, you can search the Owner Statements and Other Documents sections.
The search is performed on the statement and document names and only considers statements and documents that satisfy your current filter settings.

To search for Owner Statements and other documents:

1. On the Documents page, click the Search Documents text box and type some or all of the search text.

2. Examine the remaining Owner Statements and documents to locate the document you searched for.
3. If you cannot locate the statement or document you are searching for:

• Determine if there are multiple pages of statements or documents that satisfy your search text. The statement or document you are attempting to locate may not appear on the first page of results.
• For statements, check your Filter settings. The Search Documents feature only considers statements that satisfy the active Filter settings. You may need to broaden your filter settings to include more statements.
• Try typing a smaller portion of the statement or document’s name in the Search Documents text box.

Sorting the List of Owner Statements
To sort the list of Owner Statements:

1. Click the column header to sort by, either Portfolio or Statement Period.

2. To reverse the sort order, click the same column header again.

 
Viewing an Owner Statement
To view a single Owner Statement:

1. In the list of Owner Statements, use Search Documents, Filter, and the page navigation tools to locate the statement you would like to view.
2. In the Portfolio column, click the name of the statement.

You must have appropriate PDF software to open and view an Owner Statement.

Downloading a Single Owner Statement
To download a single Owner Statement:

1. In the list of Owner Statements, use Search Documents, Filter, and the page navigation tools to locate the statement you would like to download.
2. In the Download PDF column, click  Download.

You must have appropriate PDF software to open and view an Owner Statement.
 
Downloading a Group of Owner Statements

1. To download a group of Owner Statements on the Documents page:
2. In the list of Owner Statements, use Search Documents, Filter, and the page navigation tools to locate the statements to download.
3. To download all Owner Statements in the list, select the checkbox at the top of the list, near the Portfolio column header.
4. The checkboxes for every Owner Statement in the list are selected and the Download link appears above the list.
5. To download a specific group of Owner Statements, select the checkbox for each Owner Statement to be downloaded, including those on other pages of the list.
6. When you select a checkbox, the Download link appears above the list of Owner Statements.
7.  Click Download.

Viewing Bills for an Owner Statement
To view bills for an Owner Statement:

1. In the list of Owner Statements, use Search Documents, Filter, and the page navigation tools to locate the statement for which you would like to view associated bills.
2. Click the View Bills item associated with the Owner Statement.

 
Navigating the Statement and Documents Lists
To navigate through the list of Owner Statements or Other Documents when the list is longer than one page and manage the number of items that appear on a single page:

1. To set the maximum number of items that can appear on a single page, click the Show XXX Entries drop-down list, then select the number of entries to appear on a page.
2. To view a specific page of a list, click Page XX of XX box, then type the page number.
3. To go to the next page, click  Next. To go to the previous page, click Previous.

Documents - Other Documents Section
The Other Documents section of the Documents page lists documents your property management team uploaded to the Owner Portal. Owner Statements are not included in the Other Documents list.
In the Other Documents section, you can:

• Filter the list of Other Documents by document type.
• Search for documents in the Statements and Other Documents sections.
• Sort the list of Other Documents by clicking the File Name, Document Type, Size, or Uploaded column header.
• View a document from the list of Other Documents.
• Download documents from the list of Other Documents.
• Navigate and manage the list of Other Documents.

When your property manager uploads a document to the Owner Portal, you receive an email notification.
eSignature documents that require action are marked with an asterisk (*). When an eSignature document is completed, the corresponding document in the Owner Portal is updated, and the completed fields are visible on the document.
 
Filtering the List of Other Documents
To filter the list of Other Documents:

1. Click Filter.

2.  From the Type drop-down list, select the type of document to view.

3. Click Apply.

Searching for Statements and Other Documents
On the Documents page, you can search the Owner Statements and Other Documents sections.
The search is performed on the statement and document names and only considers statements and documents that satisfy your current filter settings.

To search for Owner Statements and other documents:

1. On the Documents page, click the Search Documents text box and type some or all of the search text.

2. Examine the remaining Owner Statements and documents to locate the document you searched for.
3. If you cannot locate the statement or document you are searching for:

• Determine if there are multiple pages of statements or documents that satisfy your search text. The statement or document you are attempting to locate may not appear on the first page of results.
• For statements, check your Filter settings. The Search Documents feature only considers statements that satisfy the active Filter settings. You may need to broaden your filter settings to include more statements.
• Try typing a smaller portion of the statement or document’s name in the Search Documents text box.

Sorting the List of Other Documents
To sort the list of Other Documents:

1. Click the column header to sort by: File Name, Document Type, Size, or Uploaded.

2. To reverse the sort order, click the same column header again.

 
Viewing a File from the Other Documents List
To view a file from the list of Other Documents:

1. In the list of Other Documents, use Search Documents and the page navigation tools to locate the file.
2. In the File Name column, click the file’s name.

You must have the appropriate software to view the file.
 
Downloading Files from the List of Other Documents
To download a file from the list of Other Documents:

1. In the list of Other Documents, use Search Documents and the page navigation tools to locate the files you would like to download.
2. To download all of the files in the list of Other Documents, select the checkbox at the top of the list, near the File Name column header.

3. To download a specific group of files, select the checkbox associated with each file to be downloaded, including those on other pages of the list.

4.  Click the Download link.

Navigating the Statement and Documents Lists
To navigate through the list of Owner Statements or Other Documents when the list is longer than one page and manage the number of items that appear on a single page:

1. To set the maximum number of items that can appear on a single page, click the Show XXX Entries drop-down list, then select the number of entries to appear on a page.
2. To view a specific page of a list, click Page XX of XX box, then type the page number.
3. To go to the next page, click  Next. To go to the previous page, click Previous.

Reports
On the Reports page, you can view the reports your property manager has published to your Owner Portal.

Each report in the list of reports on the Reports page includes the report's name and the portfolio used to gather data for the report.

To view a report on the Reports page:

1. Using the report and portfolio names, locate the report you would like to view.
2. Click a report box to expand it, or, to expand all of the report boxes, click the Expand All toggle switch. The switch turns green when it is enabled.

3. Click View for the report you would like to see.

Bills
If your property management company configures the Owner Portal to allow you to view bills, you can use the Bills page to review bills and payments that have been recorded for your rental property.

These bills include a breakdown of the expense line items, descriptions, and invoices from vendors (if the property manager scans and attaches invoices to bills).

On the Bills page, you can:

• Filter the list of bills by Bill Date/Payment Date, Status, or Period.
• Sort the list of bills by clicking a column header.
• View Bill Details for a bill.
• Generate a PDF version of an Invoice.
• View an Invoice.
• Navigate and manage the list of bills.

Filtering the List of Bills
To filter the list of bills:

1. Click Filter.

2. In the Filter By drop-down list, select a “Bill Date” or “Payment Date”.
3. In the Status drop-down list, select “All”, “Paid”, or “Unpaid”.
4. In the Period drop-down list:

• Select a preset date range (“Last Year”, “This Month”, etc.).

• Select “Custom Date Range” then type or select a Start Date and End Date for your custom date range.

5. Click Apply.

 
Sorting the List of Bills
To sort the list of bills:

1. In the list of bills, click a column header.
2. To reverse the sort order, click the same column header again.

Viewing Bill Details
To view the details of a bill that appears in the list of bills:

1. For the appropriate bill, click Action.

2.  In the list of available actions, select View Detail.

 
Generating a PDF Version of an Invoice
To generate a PDF version of a bill’s details:

1. For the appropriate bill, click Action.

2.  In the list of available actions, select Generate PDF.
3. If a browser dialog box opens, select the appropriate action to take.

Viewing an Invoice
To view an invoice:

1. For the appropriate bill, click Action.

2.  In the list of available actions, select View Invoice.

Navigating and Managing the List of Bills
To navigate a list with more than one page or set the maximum number of items per page:

1. To set the maximum number of items per page, click the Show XXX Entries drop-down list, then select the maximum number of items per page.
2. To view a specific page in the list, click the Page XX of XX box, then type the page number.
3. To go to the next page click  Next. To go to the previous page, click Previous.

Maintenance
If your property management company configures the Owner Portal to allow you to view work orders, you can use the Maintenance page to view work orders created by the management team.
The property management company also determines the level of detail you can see for each work order.

On the Maintenance page, you can:

• Filter the list of work orders by clicking the Status drop-down list, then selecting the Status to use as a filter.
• Filter the list of work orders by clicking the Approved drop-down list, then selecting the approval status to use as a filter.
• Sort the list of work orders by clicking a column header.
• View Details for a work order.
• Approve or Reject a work order. Approve and Reject are only available if your property management company requires approvals for work orders. Approve and Reject are only available for open, unapproved work orders.
• Navigate and manage the list of work orders.

Filtering the List of Work Orders
To filter the list of work orders by Status or Approval:

1. Click the Status or Approval drop-down list, then select the appropriate item.
2. From the Status drop-down list, select:

• Status - All: select to include all work orders.
• Open: select to include only open work orders.
• Closed: select to include only closed work orders.

3. From the Approved drop-down list, select:

• Approved - All: select to include all work orders.
• Approved: select to include only approved work orders.
• Unapproved: select to include only unapproved work orders.

Sorting the List of Work Orders
To sort the list of work orders on the Maintenance page:

1. Click a column header to sort by.

2. To reverse the sort order, click the same column header again.

 
Viewing Work Order Details
If your property management company configured the Owner Portal to allow you to view work order details, you can use the Action item to view them.

To view the details of a work order:

1. Click Action for the work order.

2. From the list of available actions, select View Detail.

3. For open, unapproved work orders, the Work Order Details page includes the Approve and Reject buttons:

• Click Approve to approve the work order. The Approve and Reject buttons disappear, and a confirmation message appears below the Work Order #.
• Click Reject to reject the work order. The Approve and Reject buttons disappear, and a confirmation message appears below the Work Order #.

Approving or Rejecting Work Orders
To approve or reject a work order from the list of work orders (if your property management company requires approval):

1. For the appropriate work order, click Action.

2.  To approve the work order, select Approve.

3. To reject the work order, select Reject.

Navigating and Managing the List of Work Orders
To navigate the list of work orders when the list is longer than one page or manage the maximum number of items per page:

1. To set the maximum number of items per page, click the Show XXX Entries drop-down list, then select a number.
2. To view a specific page in the list, click the Page XX of XX box, then type the desired page number.
3. To go to the next page click  Next. To go to the previous page, click Previous.

User Menu
The User Menu is located in the upper right corner of each page.
From the User Menu, you can:

• Update your contact information.
• Add a payment account (only available if the property management company configures the Owner Portal to allow you to add or delete bank information).
• Change your password.
• Return to your property manager’s website.
• Log out of the Owner Portal.
• Switch to the Dark Navigation view.

Viewing or Editing My Contact Info
To open the Contact Info page:

1. Click your name/profile picture.

2. Select My Contact Info.

3.  Click Edit Contact Info to update your contact information.

Adding a Payment Account from the User Menu
Add Payment Account is only available if your property management company configures the Owner Portal to allow you to add or delete bank information.
To add a payment account from the User Menu:

1. Click your name/profile picture.

2.  Select Add Payment Account.

3. To add an E-Check account, select E-Check.
4. To add a Credit Card account, select Credit Card.
5. Provide the required information, then click Save.

 
Changing Your Owner Portal Password
To change your password from the User Menu:

1. Click your name/profile picture.

 

2. Click Change Password.

3.  Provide the required information, then click Update.

 
Using Return To...
Your property management company determines which website the Return To... link opens. Normally, the Return To... link opens the property manager’s main website, but your property manager can configure the link to open any web address.
To open the Return To... website:

1. Click your name/profile picture.

2. Select Return To...

 
Logging Out of the Owner Portal
To log out of the Owner Portal from the User Menu:

1. Click your name/profile picture.

2. Select Logout.

Switching to Dark Navigation
Dark Navigation reverses the text and background colors in the Navigation Menu.

To switch to Dark Navigation:

1. Click your name/profile picture.

2. Select Dark Navigation.

The foregoing information is confidential and proprietary to RealPage, Inc., and is intended solely for its customers' business use. It may not be distributed to third parties without RealPage's express permission. The information may include observations regarding the perceived practices or procedures of third parties. RealPage does not represent such third parties and you are encouraged to contact them with any questions relating to their practices or procedures.