For Property Managers
The Properties Inventory in Aptien helps you track and manage all the spaces you oversee—whether it’s entire buildings, residential units, office suites, or shared areas. Use it to organize maintenance, track utility costs, and store documentation for every property you manage.
What Is the Properties Inventory?
The Properties Inventory is a customizable organizer where you store and manage all your properties, including:
- Buildings – complete residential, commercial, or mixed-use buildings
- Residential Units – apartments or rented living spaces within a building
- Commercial Units – offices, shops, or other business spaces
- Other Spaces – common areas, garages, warehouses, technical rooms, or shared utilities
Each item in the inventory can be linked to tasks, maintenance schedules, documents, and cost tracking.
What You Can Track in the Properties Inventory
Each property record can include:
- Type of property (building, unit, space)
- Location and address
- Assigned manager or caretaker
- Linked maintenance activities and tasks
- Equipment and assets inside the property (e.g. HVAC, elevator)
- Utility costs and consumption per unit or space
- Important documents (leases, permits, inspection reports)
Getting Started: How to use the Properties Inventory
1. Add Your First Property
Go to the Properties Inventory organizer and click “Add new property.” Fill in:
- Property name (e.g., “12th Street Office – Unit A” or “Residential Building 1”)
- Type (choose from: Building, Residential Unit, Commercial Unit, Other Space)
- Address and location details
- Internal code or ID (optional for internal reference)
- Assigned responsible person (e.g., facility technician or property manager)
You can later group or filter properties by type, location, or person in charge.
2. Attach Related Assets and Equipment
Each property can contain linked assets like:
- HVAC systems
- Fire extinguishers
- Elevators
- Keys or access cards
- Furniture or appliances
Use these links to manage inspections, warranties, and maintenance of equipment tied to a specific space.
3. Link Documents to Each Property
Upload or link documents such as:
- Lease agreements
- Compliance certificates
- Insurance policies
- Building plans or handover protocols
Set reminders for expiry or renewals (e.g., for inspections or permits).
4. Set Up Maintenance Tasks and Inspections
Plan regular activities like:
- HVAC servicing
- Elevator safety inspections
- Cleaning schedules
- Utility meter readings
Use Aptien’s built-in task management to automate recurring jobs. Tasks can be assigned directly to the responsible person for that property or unit.
5. Track Maintenance or Utility Costs and Consumption
If you're using Aptien’s Cost & Consumption Tracking, you can:
- Record monthly electricity, water, or gas usage per property or unit
- Assign costs to the correct space (e.g., Office 1A)
- Track trends and generate reports to monitor utility expenses over time
6. Use the Helpdesk (Optional)
Enable the Helpdesk feature so tenants, residents, or staff can report defects or service requests directly related to a specific property or unit. Requests are automatically routed to the correct person.
🧩 Customize the Inventory to Fit Your Needs
Aptien allows full customization of the Properties Inventory:
- Add custom fields (e.g., floor number, square footage, number of tenants)
- Rename or hide property types based on your portfolio
- Filter views to show only residential or commercial units, for example
🧑💼 Who Is It For?
The Properties Inventory is designed for:
- Facility Managers – managing inspections, maintenance, and equipment
- Property Managers – tracking unit-level costs, tenants, and service needs
- Office Managers or Admins – coordinating space usage and support requests
✅ Benefits of Using the Properties Inventory
- One place to store all property data, documents, and maintenance history
- Simplifies utility and cost tracking by unit or building
- Helps ensure compliance with inspections and service intervals
- Reduces chaos from spreadsheets, emails, or scattered files
🎯 Final Tips
- Start simple: add your buildings and most-used units first
- Link assets and tasks gradually over time
- Use filters to sort by building, property type, or manager
- Set reminders to avoid missing inspections or contract renewals