Property Owners

Property Owners (/admin/owners)

Landlords who can sign in to the owner portal and see their own buildings — a monthly statement, who is living in their rooms, and occupancy. This screen is where you create that account and choose which buildings it covers.

An owner cannot sign themselves up. Until you create them here, entering their address on the portal sign-in page does nothing at all — no email, no error.

Two different things called "owner"

Do not confuse them.

• Property owner (this screen) — one real person or company with a login. This is what the portal reads.
• Owner / brand on the building form — a source label shared by many buildings (Waclass, CraftFlat, and so on). It has nothing to do with portal access.

Creating an owner

New Owner asks for:

• Name (and optionally the Japanese name).
• Email — this is how they sign in. Capitalisation does not matter.
• Additional emails — other addresses allowed into the same account, for a co-owning spouse or an accountant.
• Portal language — English or Japanese. Controls the portal and the emails they get.
• Buildings — see below.

You must have a client selected before you can use this screen. If you see "Select a client first", choose one with the switcher in the top bar — a landlord belongs to exactly one client, so there is no combined view.

One address, one account. If you enter an email that already belongs to another owner, the dashboard refuses and tells you who has it. This is not a formality: when two owner accounts share an address, the portal cannot tell which one is signing in and locks both of them out. The same applies across clients, which is why creating a landlord who already exists under another brand needs the tick-box — only do that when you mean it, and expect to change one of the two addresses afterwards.

Linking buildings

The picker lists every building for the client. Two things are worth reading before you save.

Only managed, non-demo buildings show up in the portal. Buildings that are owned outright, held on a master lease, or flagged as demo are still linkable — they may change category later — but the portal ignores them today. The picker labels them, and a note under the list counts how many of your selections will not appear. If an owner says buildings are missing from their portal, this is the first thing to check.

Linking a building shows its whole history. Statements are worked out from who owns a building right now; there is no record of when ownership changed. So linking a building today makes every past month of its income visible to that owner, including months a different owner held it. If a building has changed hands, check what the previous months will show before you link it.

A building belongs to one owner at a time. If you pick a building that already belongs to someone else, the dashboard stops and names the buildings and their current owner. Confirming moves them, which removes them from the other owner's portal and from their statements.

Sending the invitation

On the owners list, Payments stays on the row; Edit, Send invite (Resend invite once they have signed in), Log in as and Deactivate / Reactivate are in the row's ⋯ menu, a bottom sheet on a phone. Send invite and Log in as are offered for active owners only.

Send invite emails the landlord to say their portal is ready, in their chosen language, with a link to the sign-in page.

The email deliberately carries no login link. They enter their email on the sign-in page and receive a six-digit code that lasts ten minutes — so an invitation sitting in an inbox, or forwarded to someone else, is never a way into a landlord's financial records. You can resend it as often as you like.

If they never arrive, the Last sign-in column tells you: it stays "Never" until they actually complete a sign-in.

Deactivating

There is no delete. Deactivate stops a landlord signing in, straight away — even if they are signed in at that moment — while keeping the record and its building links intact. Reactivate puts it back.

Deleting outright is deliberately not offered: it would quietly unlink every one of their buildings with nothing recording what it used to be.

Logging in as an owner

Log in as opens the portal exactly as that landlord sees it, which is the quickest way to answer "why can't I see my building?". A banner across the top shows whose account you are in; Exit returns you to the dashboard.

This does not disturb their record — in particular it does not count as their sign-in, so the Last sign-in column keeps telling you the truth about whether they have ever used the portal themselves.

Payments and balance

Select an owner's name (or Payments) to open their account: what their statements have earned since their buildings first had income, what has been paid, and the balance still owed. Payments to landlords are irregular, so the balance runs continuously rather than month by month.

Record payment each time money moves:

• Direction — Paid to owner for a transfer to the landlord; Received from owner when the landlord pays you, for example to reimburse a month whose costs were more than its income.
• Date the money moved — the real date, which can be in the past but not the future. Record historical payments with their original dates; the balance only reconciles once they are all in.
• Amount, Method and Reference (the bank or Wise transfer reference).
• Proof of payment — attach the bank slip or transfer receipt (PDF or image). You can save without it, but the payment shows No proof until one is added.
• Note to owner is shown to the landlord in their portal. Internal note is never shown to them.

The landlord sees every payment, its reference and note, and can open the proof files — only their own, and only while signed in. They also see the same running balance.

Delete a payment only if it was recorded in error; its proof files are deleted with it and the balance changes by its amount.

Where a month's figure comes from. In Running balance by month, expand a month to see its statement building by building: rent, utilities and maintenance collected, the management fee, the owner's share of other income, the costs they bear, and the net. Select a month's statement net — or a building's name — to open that month's Profit & Loss for this owner's buildings, or for that one building. Its To Owner figure is the statement net, and every row of it opens the transactions behind it, as on the Rent Roll's P&L tab.

Why the balance can move. It is the sum of the live statements, so a late rent payment raises the month it belongs to. And because statements follow today's building links (see Linking a building shows its whole history above), linking a building brings its whole history into the balance — record older payments with their real dates to reconcile. The same goes for when expenses are booked (Settings → Client Settings → Accounting): switching to the next month moves every past expense one month later, so past statements change, and an expense dated this month appears on next month's statement, which can show up before that month starts.

What an owner can and cannot see

Owners see, for their own buildings only: the monthly statement (rent collected, management fee, other income, costs, net payout) and the lines behind each figure, the payments made to them with proof and their running balance, their residents' names, rooms, contract dates and rent, and occupancy figures.

In the statement detail, rent is listed per room and resident as collected; costs show date, description and supplier. Housekeeping labor never names the housekeeper, and income lines never carry free-text notes.

They do not see any resident contact details, dates of birth, identity documents, employers, emergency contacts, payment status or arrears — and never anything about buildings that are not theirs, or the operator's own position.