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Property manager learning centre

Run properties for the owners who appoint your firm

Learn how a firm, its staff and its owners connect, what an owner must grant before you can act, and how every act is attributed and recorded.

Open property manager workspaceReviewed October 16, 2026
1

Set up your firm and staff

Create the firm, invite your people and give each a role that matches what they should be able to do.

Before you start

  • A work email and password
  • The names and emails of the staff you will invite
  • A decision on who will be admin, manager and leasing

Step 1 of 3

Create your account and firm

The person who creates the firm becomes its admin.

  1. 1Open Sign up as a property manager and create an account with your work email.
  2. 2Confirm the email, then sign in.
  3. 3On the dashboard, enter your firm name and create it.
  4. 4Note the firm code on the dashboard: owners who already use Rentifi can use it to invite your firm.

You are finished when

You are signed in as the firm's admin with a firm code.

Step 1

Create your account and firm

The person who creates the firm becomes its admin.

Create account →

Step 2 of 3

Invite staff and set roles

Roles decide what each person can see and do for owners.

  1. 1Open Staff and roles and enter a colleague's email, then choose Admin, Manager or Leasing.
  2. 2They need a property manager account with that email and accept from their dashboard.
  3. 3Admins run the firm and are the only ones who can sign as an owner; managers see every owner and can decide, issue and edit under a grant; leasing staff see only the owners assigned to them and can read, reply and recommend.
  4. 4Change a role or remove someone at any time; their access and assignments end at once.

You are finished when

Your roster shows each person's role and status.

Important

Removing the last admin is not allowed.

Step 2

Invite staff and set roles

Roles decide what each person can see and do for owners.

Manage staff →

Step 3 of 3

Invite an owner and assign someone

Nothing of an owner's is visible until they accept.

  1. 1Enter the owner's email and the agreement dates, then send.
  2. 2If the owner has no Rentifi account, they are emailed to create one with that address and the invitation waits for them.
  3. 3Once they accept, choose who looks after them in the Assigned to menu.
  4. 4The assigned person and the owner are emailed.

You are finished when

The owner shows as Active with a named person responsible.

Important

You cannot see an owner's properties or applications before they accept.

Step 3

Invite an owner and assign someone

Nothing of an owner's is visible until they accept.

Invite an owner →
2

Work an owner's applications

Read the file, advise, reply and, where the owner has allowed it, act.

Before you start

  • At least one owner who has accepted your firm
  • Applications on that owner's properties
  • Your role: leasing staff read, reply and recommend; admins and managers can act under a grant

Step 1 of 3

Find the application

The dashboard queue and the Applications list show what needs you.

  1. 1Filter by pending, stalled (waiting a week or more), or waiting for a reply.
  2. 2Filter by owner or property to narrow the list.
  3. 3Open an application to read the applicant's profile, rental history and messages.
  4. 4Know that opening a file is recorded, and the owner can see that record.

You are finished when

You have the right file open.

Step 1

Find the application

The dashboard queue and the Applications list show what needs you.

Open applications →

Step 2 of 3

Recommend and reply

Advice and messages need no grant; they never decide anything.

  1. 1In Your recommendation choose Recommend, Recommend with reservations or Do not recommend, and write the rationale as if the applicant will read it.
  2. 2Reply to the applicant in Messages; they see it as coming from a property manager.
  3. 3Update your recommendation later if the file changes: the earlier version stays on record.
  4. 4Check that the owner is told by email.

You are finished when

The owner and the applicant see advice and replies labelled as coming from your firm.

Important

The applicant is never shown recommendations by this product.

Step 2

Recommend and reply

Advice and messages need no grant; they never decide anything.

Open application →

Step 3 of 3

Decide, issue and sign under a grant

Each act needs the owner's grant for that act and a role that allows it.

  1. 1Read What you can do for this owner: each act shows Allowed, Not for your role, or Not granted by the owner.
  2. 2Approve or reject only when Allowed, and confirm: the applicant and the owner are told who decided and under which grant.
  3. 3Issue a lease for an approved application when issuing is Allowed; only a firm admin can sign as the landlord, and only if granted.
  4. 4Ask the owner for a grant you do not have; do not work around it.

You are finished when

Each act is recorded with who did it and under which grant.

Important

Signing as the landlord legally binds the owner. Owners should grant it only to a firm they trust.

Step 3

Decide, issue and sign under a grant

Each act needs the owner's grant for that act and a role that allows it.

Act for the owner →
3

Understand authority and what is recorded

See what each owner has allowed, and what is logged about your work.

Before you start

  • An owner who has accepted your firm
  • Admin or manager role to see grants

Step 1 of 3

See what each owner has granted

Only the owner can grant or revoke, in their own settings.

  1. 1Open Owner authority to see, per owner, the four acts and the live grants.
  2. 2Check the property each grant covers and when it ends; ones about to lapse are marked.
  3. 3Remember that ending the agreement stops every grant at once.
  4. 4Ask the owner to renew a grant before it expires.

You are finished when

You know exactly what your firm may do for each owner.

Step 1

See what each owner has granted

Only the owner can grant or revoke, in their own settings.

Owner authority →

Step 2 of 3

Edit a listing under a grant

Listings are public, so editing needs the owner's grant to add and edit listings.

  1. 1Open a property and check whether editing is available to you.
  2. 2Change details, photos or the listed or rented status when it is.
  3. 3Know that every change is recorded under Changes made by others and the owner is emailed what changed.
  4. 4You cannot move a property to another owner.

You are finished when

The listing is updated and the change is on the record.

Step 2

Edit a listing under a grant

Listings are public, so editing needs the owner's grant to add and edit listings.

Open properties →

Step 3 of 3

Know what is recorded about your firm

The owner can see the same records you can.

  1. 1Admins open Staff and roles to see who in the firm opened an applicant's file or downloaded a lease.
  2. 2Owners see the same list on their Property managers page.
  3. 3Applicants are told, on the apply page and on their application, that a firm's staff can read their application.
  4. 4None of these records can be edited or deleted.

You are finished when

Your firm's access is accountable to owners and applicants.

Step 3

Know what is recorded about your firm

The owner can see the same records you can.

Review the record →

Continue learning

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