Organizing Your Properties with Property Groups in Re-Leased

This guide introduces Property Groups, a feature in Re-Leased designed to help users manage their properties more efficiently. Whether you're overseeing large portfolios, block management, or multi-family properties, Property Groups provide a way to group properties logically, empowering you with streamlined management capabilities.

Advantages of Using Property Groups

Embracing Property Groups in your Re-Leased allows you to:

• Organization: link your properties logically under a group for blocks and estates.
• Bulk Actions: managing maintenance and compliance tasks for common areas within a group.
• Outgoings & Budgets: Apportion and report service charges/outgoings on a group-wide basis.

Creating a Property Group

Forming a Property Group is a simple process:

1. Navigate to the Property Management > Properties.
2. Choose New Property Group.
3. Enter in the name for the group and select a company which this pertains to.
4. Decide on whether you wish to create a General Property (NOTE: this is important to create if you wish to create maintenance and compliance's against common areas within a property group). 
5. Assign Properties to the group.

General Property

When managing a property group, such as a retail complex, mixed-use development, or office park, it's essential first to create a General Property to accompany it.

Think of the General Property as the functional backbone of the group; it does more than just represent the group name. While a property group helps you visually cluster properties together, the General Property enables all the core functionality, such as maintenance and compliance tasks or budgets to be tied to the group. We suggest naming this the same as your property group. 

Maintenance and Compliance tasks on General Properties

Once you have created a general property against a property group you can create maintenance and compliance tasks for shared areas like gardens. To do this, first create an area that represents this common area within the general property, you can learn about this here.

To create a Maintenance:

1. Navigate to the maintenance hub, Property Management > Maintenance 
2. Choose Create Maintenance 
3. Enter the required fields
   
   • Company,
   • Property - here you will select Property Group to identify the group you wish to create the maintenance task against,
   • Title, 
   • Maintenance Type.
4. Select Create.

To create a Compliance:

1. Navigate to the Compliance Hub, Property Management > Compliance
2. Select Create Property Compliance
3. Enter the required fields
   • Property - here you will select the Property Group you wish to create the compliance against,
   • Compliance Type, 
   • Title, 
   • Assigned to, 
   • Create a required task or document upload.
4. Select Save or Mark as Compliant.

Notes on Property Groups

To create Notes at the Property Group level:

1. Navigate to your Property Group: Properties > Property Group toggle
2. Select your Property Group where you would like to create a Note
3. Choose the Create Note option
4. Enter in the required fields
   • Subject,
   • Date,
   • Type,
   • Description,
5. Select Save

Budgets for Property Groups

Budgets at the Property Group level follow the same steps as your normal budget by area creation  in Re-Leased, with the addition of being able to pool areas across multiple properties within the group. This enables you create schedules for things like common areas within a group to apportion outgoings and expenses. 

Learn more about budgets for Property Groups in this article.

Property Group Reporting

Without Property Groups, reporting can also be frustrating. Manually filtering or exporting data to isolate certain properties can take up a lot of valuable time and lead to inconsistent results. Thankfully, with Property Groups, reporting becomes faster, easier and more relevant too. Whether you're grouping the properties by owner, region or property type, you'll be able to generate insights that reflect your actual portfolio structure.

Use the Tenancy Schedule/Rent Roll and Invoice Details reports in Report Builder to view and share property group-specific data with your team and key stakeholders, such as owners. 

1. Open either report in the Report Builder
2. You can either run the report immediately or first select your filters
3. If you run the report right away, click Filters, select the Property Groups you want to include, then click Apply filters and run.
4. If you choose to select your filters first, pick the Property Groups you want, then click Apply filters and run to generate the report.

Deleting a Property Group

To delete a Property Group, you must first archive the general property. To do this follow these steps, 

1. Navigate to Property Management > Properties > Property Groups,
2. Select the Property Group you wish to delete,
3. Against the general property, you will notice 3 dots, which you can click to select Archive,
4. Navigate back to the Properties page, 
5. Against the Property Group you wish to delete, select the three dots and choose Delete.