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 captures the basics: name, address, type. 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).

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

Free-plan caps and locking

The Free plan caps both the total number of units in a workspace and the number per property:

[!info] "Locked" doesn't mean "deleted." When you go over a cap (because you downgraded from a paid plan, or your trial ended), the oldest units stay accessible and the newer overflow becomes read-only. You can view history, but you can't add payments, expenses, or maintenance against locked units. Restore your headroom — upgrade your plan, or delete some units — and the lock lifts immediately.

The same lock pattern applies to overflow properties on the Free plan: the third, fourth, fifth properties created beyond the cap 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.

Property documents

Every property has its own Documents tab. Open a property → Documents → Upload. 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.

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 by name.
• Rename an existing one. 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.

[!warning] There's no confirmation modal beyond the standard one, and no archive option for document categories (unlike expense categories, which can only be archived). Think before deleting — if you might need the label back, rename it to "_archived" instead.

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