Owner Management — CRM, Pipeline & Portfolio Tracking

What it does

The Owner Management section is a purpose-built CRM for property management companies. Track every property owner from first contact through onboarding to active management, with pipeline visualization, contact records, document storage, and per-owner revenue analytics.

Getting started

Accessing owner management

1. Navigate to Owners from the main sidebar
2. The default view shows all owners in a list, sorted by most recently active
3. Use the pipeline toggle at the top to switch between list view and pipeline view

Adding a new owner

1. Click Add Owner in the top-right corner
2. Fill in the owner's name, email, and phone number
3. Set the initial pipeline stage (defaults to "Lead")
4. Click Save — the owner profile is created and ready for enrichment

How it works

Pipeline stages

Owners progress through six lifecycle stages:

1. Lead — Initial contact or referral, not yet reached out
2. Contacted — First conversation has happened
3. Proposal — Management agreement or proposal sent
4. Onboarding — Agreement signed, property setup in progress
5. Active — Fully managed, generating revenue
6. Churned — No longer under management

Drag owner cards between columns in pipeline view, or update the stage from the owner's profile page.

Owner profiles

Each owner profile contains:

• Contact information — Phone, email, address, preferred communication method
• Notes — Free-text notes with timestamps, visible to your whole team
• Documents — Upload management agreements, tax forms, insurance certificates, and property photos
• Linked listings — All properties this owner has under your management, with ownership type (sole owner, co-owner, representative) and agreement start/end dates
• Revenue summary — Total revenue generated across all linked listings, broken down by month and by property

Linking listings to owners

1. Open the owner's profile
2. Click Link Listing in the properties section
3. Search for the listing by name or address
4. Set the ownership type and agreement dates
5. The listing now appears on the owner's profile with live revenue data

Key features

• Pipeline visualization — Kanban board showing all owners by stage, with drag-and-drop progression
• Advanced filtering — Filter owners by stage, revenue range, number of properties, or last contact date
• Revenue per owner — See exactly how much each owner's portfolio generates, helping you prioritize high-value relationships
• Document storage — Keep management agreements and owner documents organized and accessible
• Activity timeline — Every interaction, note, and status change is logged with timestamps
• Bulk actions — Select multiple owners to update stages, send emails, or export data
• Search — Find owners by name, email, phone, or linked property name

Tips & best practices

Keep pipeline stages current. Update stages as conversations progress. A stale pipeline gives you a false picture of your growth funnel.

Log every interaction as a note. When you call an owner, send a proposal, or receive feedback, add a note. This creates an audit trail your entire team can reference.

Review churned owners quarterly. Owners who left may return if circumstances change. A quick check-in call with churned owners can reactivate relationships.

Use revenue data in owner conversations. Show owners their property's performance with real numbers. This builds trust and strengthens the relationship, especially during agreement renewal discussions.