Noah Patel
Adding a unit in Rent Manager is a straightforward process that allows property managers to efficiently manage rental properties. To begin, navigate to the Properties tab and select Units from the dropdown menu. From there, click on the Add Unit button, which will open a form where you can input essential details such as unit number, type, size, and rental rate. Additionally, you can specify the unit's status, lease terms, and associated property. Once all required fields are completed, save the new unit to ensure it appears in your property management system, enabling seamless tracking of occupancy, maintenance, and financial transactions.
| Characteristics | Values |
|---|---|
| Access Level | Requires "Properties" and "Units" permissions |
| Navigation | Properties > Units > Add Unit |
| Required Fields | Unit Number, Unit Type, Bedroom Count, Bathroom Count, Square Footage, Rent Amount |
| Optional Fields | Description, Amenities, Lease Terms, Pet Policy, Utilities Included |
| Unit Types | Apartment, House, Condo, Townhouse, Commercial, Storage, Other (customizable) |
| Status Options | Vacant, Occupied, Pending, Reserved, Offline |
| Lease Term Options | Month-to-Month, Fixed Term (with customizable duration) |
| Pet Policy Options | No Pets, Cats Only, Dogs Only, Cats & Dogs, Other (customizable) |
| Utilities Included Options | None, Water, Sewer, Trash, Electric, Gas, Cable, Internet, Other (customizable) |
| Integration | Can be linked to specific properties and buildings |
| Automation | Triggers automated tasks like lease creation and rent calculation upon unit addition |
| Reporting | Unit data is included in various reports (e.g., vacancy, rent roll) |
| Mobile Accessibility | Unit addition and management available via Rent Manager mobile app |
| API Support | Unit data can be managed and retrieved via Rent Manager API |
| Training Resources | Rent Manager University, Knowledge Base, and Support Team provide guidance on unit addition |
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What You'll Learn
Accessing Unit Setup Menu
To begin the process of adding a unit in Rent Manager, you must first access the Unit Setup Menu, which is the central hub for managing all unit-related information. Start by logging into your Rent Manager account with your credentials. Once logged in, navigate to the main dashboard. From here, locate the Properties tab, typically found in the top navigation menu. Click on this tab to expand the dropdown menu, where you will find the Units option. Selecting Units will direct you to a comprehensive list of all existing units within your managed properties.
Upon reaching the Units page, you will notice a toolbar at the top or bottom of the screen, depending on your Rent Manager version. This toolbar contains various buttons for managing units. Look for the button labeled New Unit or Add Unit, which is your gateway to the Unit Setup Menu. Clicking this button will open a new window or slide-out panel, prompting you to input details for the new unit. If you do not see this button immediately, ensure you have the necessary permissions to add units, as restricted access levels may hide this option.
Another way to access the Unit Setup Menu is through the Property record itself. From the Properties tab, select the specific property where you want to add the unit. Once inside the property record, locate the Units sub-tab or section. Here, you will find a list of all units associated with that property, along with an option to add a new unit. This method is particularly useful if you are focused on a single property and want to ensure the new unit is correctly linked to it.
For users who prefer keyboard shortcuts, Rent Manager often supports quick access to the Unit Setup Menu. While on the Units page or within a property record, try pressing the Ctrl + N keys simultaneously. This shortcut typically triggers the New Unit function, bypassing the need to locate and click the button manually. However, keyboard shortcuts may vary, so consult Rent Manager’s help documentation or support resources if this method does not work as expected.
Lastly, if you encounter difficulty accessing the Unit Setup Menu, verify your user role and permissions within Rent Manager. Only users with appropriate access rights can add units. If you are unsure about your permissions, contact your Rent Manager administrator or support team for assistance. Once you successfully access the menu, you can proceed with entering the necessary details to complete the unit addition process.
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Entering Unit Details
To begin entering unit details in Rent Manager, navigate to the ‘Properties’ tab and select the specific property where you want to add a new unit. Once you’ve accessed the property, locate and click on the ‘Units’ sub-tab. Here, you’ll find a list of existing units, if any, and an option to add a new one. Click the ‘New Unit’ button, typically found at the top or bottom of the unit list, to open the unit entry form. This form is where you’ll input all the necessary details about the unit, ensuring accuracy and completeness for effective property management.
In the unit entry form, start by assigning a unique Unit ID or Unit Number that clearly identifies the unit within the property. This identifier is crucial for tracking and managing the unit in Rent Manager. Next, specify the Unit Type (e.g., apartment, townhouse, commercial space) and select the appropriate Floor Plan from the dropdown menu, if applicable. If your property uses custom floor plans, ensure the correct one is linked to the unit. Additionally, enter the Square Footage and Bed/Bath Count to provide a clear overview of the unit’s size and layout.
Proceed to the Rental Details section, where you’ll input the Market Rent and Lease Rent amounts. If the unit is currently vacant, the market rent will be the advertised price, while the lease rent applies once a tenant is secured. Specify the Deposit Amount required for the unit, and if applicable, add any Additional Fees such as pet fees or utility charges. Ensure all monetary fields are accurate, as these details directly impact tenant billing and financial reporting within Rent Manager.
In the Unit Status section, select the appropriate status from the dropdown menu (e.g., Vacant, Occupied, Reserved). If the unit is vacant, you may also want to indicate its availability date. For occupied units, link the tenant’s account by selecting their name from the tenant list. If the unit is under renovation or temporarily unavailable, note this in the status field to avoid confusion. This section ensures the unit’s current state is accurately reflected in the system.
Finally, utilize the Notes or Description field to add any additional information about the unit that may be relevant for management or prospective tenants. This could include details about recent upgrades, unique features, or specific instructions for maintenance. Once all fields are completed, click the Save button to add the unit to your property in Rent Manager. Double-check the unit details for accuracy before finalizing, as errors can complicate tenant management and reporting.
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Setting Rent & Fees
When setting rent and fees in Rent Manager, the first step is to navigate to the unit you’ve added and access the financial settings specific to that unit. From the main dashboard, go to the "Properties" tab, select the desired property, and then choose the unit you want to configure. Once inside the unit’s profile, locate the "Financials" section, where you can define rent amounts, fees, and other charges. This centralized area ensures all financial details are organized and easily accessible for both recurring and one-time charges.
To set the base rent for the unit, click on the "Rent" field within the Financials section. Here, you can input the monthly rent amount and specify the due date, typically the first of the month. Rent Manager allows you to set different rent amounts for specific lease terms, such as a higher rent for a 6-month lease versus a 12-month lease. Ensure the rent amount aligns with the lease agreement and local regulations. You can also configure rent increases by setting a future effective date for the new rent amount, which automates adjustments without manual intervention.
In addition to rent, Rent Manager enables you to add fees and charges associated with the unit. Navigate to the "Fees" or "Charges" tab within the Financials section to create and assign fees such as late fees, pet fees, or utility charges. For recurring fees, like monthly parking fees, set the frequency and amount, and Rent Manager will automatically apply them to the tenant’s account. One-time fees, such as move-in fees or damage charges, can be added manually as needed. Ensure each fee is clearly labeled and linked to the appropriate ledger account for accurate financial tracking.
Another critical aspect of setting rent and fees is configuring payment terms and discounts. Within the Financials section, you can define grace periods for rent payments and specify late fees based on the number of days past due. Rent Manager also allows you to set up early payment discounts to incentivize timely payments. For example, you can offer a $25 discount if rent is paid by the 25th of the month. These settings are applied at the unit level, ensuring consistency across all tenants occupying the same unit type.
Finally, review and save all rent and fee settings to ensure they are correctly applied. Rent Manager provides a summary view of all financial configurations for the unit, allowing you to verify the base rent, fees, and payment terms before finalizing. Once saved, these settings will automatically populate in tenant ledgers and invoices, streamlining the billing process. Regularly audit these settings, especially when renewing leases or adjusting fees, to maintain accuracy and compliance with rental agreements and local laws.
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Assigning Unit Features
When assigning unit features in Rent Manager, the process begins with accessing the unit’s profile within the software. To do this, navigate to the "Properties" tab and select the specific property where the unit is located. From there, locate the unit in the list and double-click on it to open the unit’s details. In the unit’s profile, you’ll find a section dedicated to "Unit Features," which allows you to add, edit, or remove features associated with the unit. This step is crucial for accurately representing the unit’s amenities and characteristics to potential tenants and for internal management purposes.
Once you’re in the "Unit Features" section, you can start assigning features by clicking on the "Add Feature" button. Rent Manager provides a list of predefined features, such as "Dishwasher," "Balcony," "Air Conditioning," or "Washer/Dryer Hookups." Select the relevant features from this list by checking the corresponding boxes. If a specific feature is not available in the predefined list, you can add a custom feature by typing it into the designated field. This flexibility ensures that all unique aspects of the unit are captured and documented.
After selecting or adding features, ensure that each feature is accurately described and categorized. Rent Manager allows you to assign categories like "Appliances," "Exterior," or "Interior" to organize features logically. Proper categorization makes it easier to filter and search for units based on specific amenities when managing or marketing the property. Additionally, you can add notes or details for each feature if necessary, such as specifying the brand of appliances or the size of the balcony.
To finalize the assignment of unit features, review the list to ensure all relevant amenities are included and correctly categorized. Once verified, save the changes by clicking the "Save" or "Update" button within the unit’s profile. These features will now be visible in reports, lease agreements, and marketing materials generated through Rent Manager. Regularly updating unit features ensures that your property management data remains accurate and up-to-date, which is essential for tenant satisfaction and operational efficiency.
Lastly, consider leveraging Rent Manager’s reporting tools to analyze unit features across your portfolio. By running reports on unit features, you can identify trends, assess which amenities are most in demand, and make informed decisions about future property upgrades or marketing strategies. Assigning unit features not only enhances the functionality of Rent Manager but also improves the overall management and presentation of your rental units.
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Saving & Activating Unit
To save and activate a unit in Rent Manager, follow these detailed steps. After entering all the necessary unit information, such as unit number, type, and details, navigate to the bottom of the unit setup screen. Here, you’ll find the "Save" button. Click on it to ensure all the data you’ve entered is stored in the system. Rent Manager will typically prompt you to confirm the save action or notify you if any required fields are missing. Double-check that all mandatory fields are completed before saving to avoid errors.
Once the unit is saved, it does not automatically become active in the system. To activate the unit, locate the "Status" field within the unit setup screen. This field often includes a dropdown menu where you can select the unit’s status. Change the status from "Inactive" to "Active" to make the unit available for leasing or tenant assignment. If the status field is not immediately visible, you may need to navigate to the unit’s overview or details page to find it.
After updating the status, save the changes again to ensure the unit is activated. Rent Manager may require you to confirm the activation, especially if the unit was previously marked as unavailable or under maintenance. Once activated, the unit will appear in your available units list, allowing you to assign it to a tenant or include it in vacancy reports.
If you encounter issues activating the unit, verify that all prerequisites are met. For example, some configurations may require a lease template or specific property settings to be in place before activation. Refer to Rent Manager’s help documentation or support resources if you’re unsure about any steps. Properly saving and activating the unit ensures it is correctly integrated into your property management workflow.
Finally, after activation, review the unit’s details to ensure all information is accurate and up-to-date. This includes verifying the rent amount, square footage, and any associated amenities. Rent Manager often provides a preview or summary of the unit after activation, allowing you to make quick adjustments if needed. By carefully saving and activating the unit, you ensure seamless management and reporting within the software.
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Frequently asked questions
To add a new unit in Rent Manager, go to the "Properties" tab, select the desired property, click "Units," and then click "Add Unit." Fill in the required details such as unit number, type, and rent amount, then save the changes.
Yes, you can customize unit details by entering specific information such as square footage, bedroom/bathroom count, amenities, and lease terms during the unit addition process.
Yes, Rent Manager allows you to add multiple units at once using the "Add Multiple Units" feature. You can specify the range of unit numbers and other details to streamline the process.
After adding a unit, go to the "Customers" tab, select the tenant, and then assign them to the unit by linking it to their lease agreement under the "Leases" section.
