Properties and units

A property is a building or land parcel you manage. A unit is a rentable space inside it: an apartment, an office, a retail bay. Every contract is signed against a specific unit, not the property as a whole.

The hierarchy

Workspace
└─ Property (e.g. "Al-Olaya Tower")
   └─ Units (e.g. "Apt 4B", "Apt 5A", "Retail Bay 1")
      └─ Contracts
         └─ Receivables, payments, deposits

Maintenance and recurring tasks attach at either level: a building-wide repaint is a property task; a leaking tap is a unit task.

Adding a property

Properties → Add property, which is available to workspace admins, captures the basics: name, type, size. You can also record the property's electric meter and water meter numbers, plus a meter account number (the utility billing account) for each. The electric account and water account are independent fields. After saving, you'll see tabs for:

• Units: the rentable inventory.
• Documents: title deed, insurance, photos. Stored encrypted; visible only to members with the right permission.
• Team: who can see and act on this property.
• Workflows: which workflow defaults apply to actions on this property (most users leave these on the workspace defaults).

Adding units

Open the Units tab on a property and click Add unit. Each unit has:

• A number or label (e.g. "Apt 4B"). Free text. Match what's on the door.
• Floor and area (optional but useful for reporting).
• A default monthly rent. This pre-fills lease offers but each contract can override it.
• A status (Available, Occupied, Under maintenance).
• Water and electric meter numbers (a unit can carry several, separate them with commas), and a meter account number per meter (the utility billing account). Account numbers are positionally aligned with the meters, in the same order, and the water and electric lists are independent.

You can bulk-add units from the property page if you're entering a whole building at once.

Location and directions

Put each property on the map once, and your team and technicians can get there in one tap.

Which plans include it. Location, Directions and the properties map are part of the Property maps module, included in Starter and Professional and throughout the free trial. On Free and Solo, the property page shows what the module does with a link to the plans, and the Map button on Properties carries a lock that opens the same explanation.

Turning it on. A workspace admin turns the module on and off on the web, under Settings → Configuration → Modules; the phone app has no module switch. It starts on in new workspaces whose plan includes it, and off in workspaces that existed before it was released, so if you cannot find Add location, ask your workspace admin to turn it on. Turning it off keeps every saved location, and turning it back on restores them.

Setting the location. Open the property and select Add location, then use whichever is easiest:

• Paste the location link someone sent you on WhatsApp, or any Google Maps, Apple Maps or Waze link, or coordinates like 24.7136, 46.6753, then select Read link. The system reads the link and drops the pin there, and you can open the point in Google Maps to check it. In the phone app, Paste location link pastes what you copied in one tap.
• Select Use my current location if you are at the building. Your browser or phone asks for permission first; if the accuracy is low, move closer to the building and try again.
• Tap the map or drag the pin to fine-tune, and switch to satellite view to tell the building apart from the ones next to it.

Then Save location. To move it later, select Change location; the same window has Remove location, which takes Directions off the property's pages. Workspace admins, and anyone whose role on that property includes Edit property details, can set or change its location, while the Directions button is there for anyone who can open the property, the unit or the maintenance request.

Directions and sharing. Once saved, a Directions button appears on the property page, the unit page and maintenance requests. It opens Google Maps directly; the menu beside it offers Waze and Apple Maps, and lets you copy the location link or send it on WhatsApp from your own app.

The properties map. On Properties, switch from List to Map to see your properties where they are, with the same filters. Each pin shows how many units are rented out of the total, and its colour shows occupancy: green for full, amber for partial, red for empty, and grey for a property with no units yet. Select a pin to open the property or get directions to it. Properties without a location are listed under Not on the map yet, each with Place it for anyone who can edit it. Properties opens on the view you picked last, remembered by your browser on the web and by your phone in the app, and on the list if the map is not available in your workspace.

In the phone app. This reaches the app from version 1.0.4. There, Directions sits beside Share location, which opens your phone's share sheet; iPhone offers Apple Maps, Google Maps and Waze, and Android offers the map apps installed on your phone.

Free-plan caps and locking

The Free plan caps the number of properties and the total number of units in a workspace:

On Solo, reaching 50 units means you can't add another one; no existing unit becomes read-only.

The same lock pattern applies to overflow properties on the Free plan: the second property and any after it become read-only until you upgrade.

What locking means in practice

When a unit is locked:

• Reading is allowed: view the unit page, see past contracts, read past payments, download past documents.
• Writing is blocked: no new contracts, no new payments, no new expenses, no new maintenance requests, no edits to the unit's basic fields.
• Existing in-flight work (e.g. an active contract on a locked unit) continues to run: collections proceed and the contract reaches its natural end. You just can't start new things.

Documents

Each property, and each unit, can carry its own files. Title deeds, civil-defense certificates, insurance policies, floor plans, tenant ID copies. Everything you'd otherwise keep in a shared drive lives next to the property it belongs to.

Uploading several files at once. The upload dialog lets you pick multiple files in one go. Each one becomes its own document, sharing the category and notes you set. The files you picked are listed before you confirm, and you can drop any of them with the remove control. Nothing leaves your device until you press Upload: picking files and then cancelling uploads nothing. This works the same on web and in the mobile app.

Property documents

Every property has its own Property documents section. Open a property → Manage documents → Upload document. Each document holds:

• A name (free text, e.g. "Title deed 2023").
• An optional category (Ownership, Insurance, etc., see below).
• Optional notes for context.
• The uploader's identity and upload date, recorded automatically.

Files are encrypted at rest. Visibility follows the property's permission gates. Members without read access don't see them.

Your workspace ships with eight built-in property document categories to get you started:

• Ownership
• Construction permit
• Fire-fighting certificate
• Elevator contract
• Maintenance contract
• Inspection report
• Insurance
• Other

These are seeded once when the workspace is created. Nothing's locked: you can rename them, delete them, or add new ones to match your team's vocabulary.

Unit documents

Each property has a parallel Unit documents surface for files that belong to specific units: floor plans, tenant ID copies, per-unit inspection reports, lease addenda. Open the property → Unit documents → Upload.

The notable feature: a single unit document can be linked to multiple units in the same property. Useful when a document covers several units at once, for example a building-wide cleaning contract that applies to every unit on floor 3, or one inspection report that covers two adjacent shops.

Unit documents do not ship with default categories. Your unit-document category list starts empty per workspace; create whatever taxonomy fits your filing system (e.g. "Floor plan", "Tenant ID", "Handover checklist", "Unit photo"). See below for how to manage them.

Unit contract history

The unit page's Contract history tab shows the full contract history of the unit: every contract that ever covered it, grouped into renewal chains: a tenancy renewed twice appears as one card with the latest version on top and v1/v2 collapsed beneath it. Each contract row has:

• A contract download button labelled after the designated attachment slot (e.g. "Final Ejar Contract"). One click to the official signed document, even for contracts that ended years ago.
• A Documents expander listing every file the contract carries, slot by slot.
• An Open contract link to the contract's own page.

A contract that covers several units (multi-unit contract) appears in each covered unit's history with a "Covers N units" badge. Which uploaded file counts as the contract document is configured per workflow. See Leases and contracts.

Managing document categories

Both category lists are managed in one place: Settings → Configuration → Documents. Two cards: Property document categories and Unit document categories.

For each card, an Admin can:

• Add a new category. You can give it an English name, an Arabic name, or both. One language is enough. The category then shows in each user's chosen app language, falling back to whichever name you filled. (The built-in categories ship with both.)
• Rename an existing one (either language). Changes apply instantly to all documents already filed under it.
• Delete one. Deletion is hard, not soft: documents previously filed under that category lose the category label (the files themselves stay), and the category vanishes immediately with no undo.

Categories are workspace-scoped. A category named "Insurance" in your main workspace is independent of "Insurance" in your sandbox workspace.

Removing a unit or property

You can delete a unit that has no active contracts or open expenses. If it does, archive the contracts first or wait for them to close, then delete.

Deleting a property deletes all its units. This is irreversible. Export anything you need first.

Related

• Leases and contracts
• Money
• Contacts
• Plans and billing