Properties

Properties (/admin/properties)

The building and unit catalog that powers the public websites.

• Buildings list — every property with occupancy summary. Click a building to manage it; New adds a building.
• Building detail/edit — name (EN/JA), address, access/stations, photos (reorder by dragging, or from each photo's ⋯ menu: Make cover, Move earlier, Move later, which also works on a touch screen), amenities, descriptions (AI generation available), house rules, and the building's units.
• Units — created and edited from within their building: room number, size, layout, bed size, monthly rent, utility fee, deposit-related settings, photos, availability date, and guest capacity (some units are capped — e.g. maximum 2 guests — respect the cap when booking).
• Income Allocation (a tab on the building's edit page) has no Save of its own: its edits are saved with the page's Save Changes.
• Whole-house listings — some properties are rented as an entire house; they display as a single listing rather than per-room.

Availability reminder: what the public site shows is date-driven — a future availability date shows "From [date]", past/empty shows "Available Now", and a month-to-month resident keeps the unit occupied until they file notice. Keep availability dates accurate; they update automatically from move-out notices and are refreshed for some buildings by the availability sync (Settings → Sync).

Archiving a building or a unit: a building or room you no longer operate can be archived instead of deleted — from its edit page (Actions → Archive), or by selecting several in the list and using Bulk edit → Archived → Yes. An archived building or unit leaves the public site, offers (waiting list, alternative rooms, room changes, reservation links), the staff unit pickers, occupancy figures, the Rent Roll availabilities tabs and the Properties list. Its history (reservations, payments, P/L) stays exactly as it was. Archiving a building archives its units with it and also hides the building; Unarchive brings back the building and the units that were archived with it — a unit archived on its own before stays archived — and leaves the building hidden until you untick Hidden. A unit inside an archived building cannot be unarchived on its own: unarchive the building first. The Archived filter shows the archive in both views: archived buildings, and archived units under any building. Hidden buildings are also left out of occupancy and the availabilities tabs.

Archiving is refused while anything is still live on the room — a current or upcoming stay (a month-to-month resident with no move-out date counts), an open waiting-list offer or an unused reservation link. The message names what is holding it; let those end, cancel them or move them, then archive. A unit's iCal export keeps working after it is archived, so if the room is listed on Airbnb, Booking.com or Vrbo, take the listing down there too — the archive dialog reminds you when the unit has such a link.

Actions menu: each building and unit edit page has an Actions button: View on public site, Copy public link (units only), Add unit (buildings only), Duplicate (opens the copy), Archive / Unarchive and Delete. Delete is refused the same way as from the list (see below); after a delete you return to the list. Duplicating a building does not copy its archived units.

Deleting a building or unit: deleting a building also deletes its units, photos, amenities, handbooks and inventory, and cannot be undone. The dashboard refuses the delete outright if anything carrying its own history still points at it — reservations, room checks, waiting-list offers, Sodai Gomi requests, or housekeeping visits and cleaning schedule rules. You get a message naming exactly what is holding it and how many; move or remove those records first, then delete. This is a guard, not a glitch: a completed housekeeping visit carries a cleaner's booked hours and pay, and a reservation is a contract, so the delete must not take them with it.

Pricing note: a resident's rent is snapshotted at booking. Changing a unit's price affects future bookings only, never current residents (their changes go through rate periods on the reservation).

Restoration fee (per unit)

Each unit carries its own room-restoration fee, set on Units ▸ Edit ▸ Pricing:

• Restoration fee (¥) — one flat amount. Required; enter 0 if the unit charges none.
• Varies by length of stay — a switch that replaces the flat amount with five brackets, one per length of stay (under 3 weeks, 3 weeks to 1 month, 1 to 6 months, 6 to 12 months, 12 months or more), so a short stay and a long stay can be charged differently.
• Charge at move-in — ticked bills the fee on the resident's first invoice; unticked deducts it from the deposit at move-out instead.

Duplicate on a unit copies all three settings to the new unit. Bulk edit (select several units) can set one flat amount across all of them — this clears any brackets they had — and flip Charge at move-in for all of them in the same action, which is the fastest way to standardize restoration terms across many units at once. The properties export includes the fee, the brackets (if set) and the move-in flag for every unit.

A unit with nothing set shows "Restoration fee not set" on its edit page and in the units list, and a resident booking it is charged no restoration fee — there is no fallback to a standard amount.

Editing a unit's restoration fee only affects new bookings. Each reservation freezes the unit's terms as they stood when it was made, so changing a unit's fee later never changes what an existing resident is charged. See Pricing snapshots for why that history has to survive, and Move-outs for how the move-out-time fee reaches the deposit settlement.

A room change or a co-occupant change never charges a room's fee twice: it is charged once per stay in a room — see the Room Change and Co-occupant Change tabs in Reservations.

Utility bills and overuse (per unit)

For an apartment or house whose utility providers your company pays, a unit's Units ▸ Edit ▸ Pricing also holds:

• Utility Bills — the bills the unit receives. Tick the utilities each bill covers: one bill can cover several (electricity and gas together, for example), and a unit with no gas simply has no gas on any bill. A utility can be on one bill only. Provider and customer number are optional, for your own reference.
• Utility Overuse — what a resident may use before the excess of their share of the bills becomes a charge: No overuse charge, Charge usage above a fixed amount (a monthly amount, which may be lower than the utility fee the resident pays), or Charge usage above the utility fee. Leave it on Company default to follow the rule set under Settings ▸ Client Settings ▸ Fees & Pricing. The amount a resident may use is prorated by the days they stayed in the month.

Overuse is worked out from the utility bills entered for the unit, so nothing is charged for a month until its bills are in. Unlike the restoration fee, the overuse rule is not frozen at booking: it is read when a month is worked out, so a change applies to every month not yet worked out, for current residents too.

Neither setting appears when residents pay the providers directly, or for a sharehouse room: a sharehouse's bills are a building expense and are never split between residents. Duplicate copies a unit's bills and providers, but not its customer numbers, and its overuse rule.