Property management

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Use this guide for properties in your assigned sites. Administrators can also do these tasks.

The property manager home screen shows the sites list. Administrators first select Sites from their home screen.

Property states and access

Property pages contain Lifecycle, Tenants, and Welcome Pack tabs. Administrators see Tenants & Installers.

State	Meaning and access
Setup	Initial configuration. The IT team prepares the property.
Commissioning	Installation and checks are in progress.
Commissioned	Installation is complete. Vacant-property access controls are available.
Pre-Tenancy	The property is ready for tenant preparation. Vacant-property access controls remain available.
Scheduled Move-In	Accepted tenants can access the resident app and property controls immediately. Vacant-property controls stop.
Tenancy	Tenant access continues.
Scheduled Move-Out	Tenant access continues until move-out completes.

Scheduling move-in changes access immediately, including when you select a future date. The date does not delay resident access.

Before you start, confirm IT handover with the IT team. The property must be Commissioned.

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Select Move to Pre-Tenancy.
7. Select Confirm.

The live system requires completed cloud transfer. See IT handover if this transition fails.

Tenant invitations

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Tenants, or Tenants & Installers as an administrator.
6. Select Invite Tenant.
7. Enter the tenant's email address.
8. Select Mark as primary tenant when applicable.
9. Select Send Invite.
10. Check the invitation status.

Pending means the tenant has not accepted. Invitations normally allow seven days for acceptance. If the tenant already has a Broadford Life account, the invite is accepted automatically.

To resend an invitation:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Tenants, or Tenants & Installers as an administrator.
6. Select Resend beside the pending invitation.
7. Check for Accepted before scheduling move-in.

Contact support for an expired invitation without a Resend button.

The lifecycle button can remain enabled for pending invitations. An enabled button does not prove tenant acceptance.

To remove one tenant:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Tenants, or Tenants & Installers as an administrator.
6. Select the remove icon beside the tenant's email.
7. Confirm removal.
8. Check that the invitation disappears.

Removal revokes that tenant's resident access. It does not complete move-out or clear all property PIN codes.

Move-in

Before you start, confirm that immediate resident access is appropriate. The property must be Pre-Tenancy.

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Select Move to Scheduled Move-In.
7. Enter Move-in Date.
8. Select Confirm.
9. Check Current State.
10. Review Activity Timeline.

For a selected calendar date, automatic Tenancy activation is scheduled for 06:00 UTC. Activation clears previous guests, PINs and access history.

Schedule Move In Today schedules activation approximately six hours after selection. It grants resident access through Scheduled Move-In immediately.

To activate Tenancy immediately from Scheduled Move-In:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Select Move to Tenancy.
7. Select Confirm.

To cancel a scheduled move-in:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Select Cancel Move-In.
7. Select Confirm.
8. Check that the state returns to Pre-Tenancy.

Cancellation stops resident access through this property state. Tenant invitations remain available for a later move-in.

Viewings, contractors and vacant-property checks

These controls apply only to Commissioned and Pre-Tenancy properties.

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select Access beside the required property.
5. Select Create Access Code.
6. Select Tenant Viewing or Contractor Visit.
7. Enter the requested contact details.
8. Enter the visit dates and times.
9. Check the name and PIN.
10. Select Create Access Code on the final step.
11. Check that the code becomes Active.

To revoke a visit code:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select Access beside the required property.
5. Select Revoke beside the code.
6. Confirm revocation.

Viewing codes allow up to ten hours. Contractor codes allow up to fourteen days. Codes target the default front-door lock.

Visit times use UTC. UK summer time is one hour ahead of UTC.

Multi-day contractor access is continuous from the first start time to the final end time. The system does not enforce daily gaps.

Contact support before creating a code if these limits do not match the visit. Pending means lock synchronisation is incomplete.

To open vacant-property status and controls:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Read the property sidebar.

The sidebar contains these functions:

• Door, lock, alarm and fault status.
• Lock, Arm Away, and Disarm controls.
• Keypad PIN for alarm keypad access.
• Temperatures and settings in Climate Status. This panel does not change settings.
• Parcel-box Allow for a delivery request.
• Parcel-box Empty for parcel collection.
• Parcel-box Lock to secure the box.

Welcome pack

Uploads here are visible to tenants, admins and property managers. The pack also includes applicable tenant-visible library documents.

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Welcome Pack.
6. Select Upload Document.
7. Select Document Type.
8. Enter File Name.
9. Select a PDF, DOC or DOCX file.
10. Select Upload.
11. Wait for the document to appear.
12. Select Preview to check its contents.

The list can take approximately one minute to update. The tenant may need to reload the resident app.

To remove an obsolete property document:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Welcome Pack.
6. Select the delete icon beside the document.
7. Confirm deletion.

For missing updates, ask an administrator to synchronise the documents:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Welcome Pack.
6. Select Sync documents to resident app.

Move-out and support

The property must be in Tenancy.

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Select Move to Scheduled Move-Out.
7. Enter Move-out Date.
8. Select Confirm.

Automatic completion is scheduled for 23:00 UTC on that date. Contact support to change or cancel a scheduled move-out.

For immediate completion, the property must be in Tenancy or Scheduled Move-Out. Confirm only when tenant access must end.

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Select Move Out Now.
7. Confirm move-out.

Move-out removes tenant and guest access, invitations, PINs and resident data. It returns the property to Commissioned for inspection.

The system attempts a backup and physical-lock PIN removal. A completed state does not prove that both operations succeeded.

To check an operation or collect support information:

1. From the home screen, select Sites if you are an administrator.
2. Select the site from the sites list.
3. Select Properties.
4. Select the property.
5. Select Lifecycle.
6. Check Current State.
7. Review Activity Timeline before retrying a failed action.
8. Verify physical-lock access after a reported lock problem.
9. Give support the property address, current state, intended action, date and exact error.

Contact support for overdue transitions, persistent Pending codes, missing documents or incomplete access removal. Email delivery can fail after a successful state change.