Documentation

System User Guide

Back to Dashboard

Dashboard Overview

The dashboard provides a real-time snapshot of the building's performance. It is divided into three key areas:

1. Occupancy Statistics

The top cards display the critical health metrics of the property:

  • Occupancy Rate: The percentage of total units that currently have an active lease.
  • Vacancy Rate: The percentage of units that are empty and not generating revenue.
  • Reserved: Units that are under negotiation. These are excluded from the vacancy count but do not yet contribute to revenue.

2. Financial Projections

The Expected Revenue card shows the projected monthly income based on currently active leases. This figure is calculated by summing the rent and service charges of all occupied units.

Note: This is a projection based on active contracts. It does not reflect actual cash collected or arrears.

3. Unit Board

The main grid visualizes the physical layout of the building. Each card represents a unit, color-coded by its status.

Lease Management Workflows

Adding a New Lease

  1. Locate the target Vacant unit on the dashboard.
  2. Click the unit card to open the Unit Details view.
  3. Click the Mark as Rented button in the "Occupancy Information" section.
  4. Select an existing tenant from the dropdown OR select "Add New Tenant" to create a profile on the fly.
  5. Enter the Lease Start Date, End Date, Rent Amount, and Service Charge.
  6. Click Create Lease. The unit status will immediately change to "Occupied".

Terminating a Lease

Warning: Termination is an immediate action. It will stop revenue calculations for this unit from the moment it is confirmed.
  1. Open the details page of the Occupied unit.
  2. In the "Occupancy Information" section, click the Mark as Vacant button.
  3. Type CONFIRM in the confirmation modal to verify the action.
  4. The lease status changes to "Terminated" and the unit becomes "Vacant".

Renewing or Extending

To renew a lease, you do not need to create a new record. Instead, edit the existing active lease:

  1. Go to the unit details page.
  2. Scroll to the Lease History table.
  3. Find the "Active" lease row and click the Edit icon (pencil).
  4. Update the End Date to the new expiration date.
  5. Update the Rent Amount if the renewal includes a price change.
  6. Save the changes.

Unit Management

Splitting a Unit

When a large unit is partially leased or needs to be divided into smaller units, use the Split Unit feature. This is particularly useful when you rent out part of a unit and need to create a separate unit for the remaining area.

Example Scenario: You have unit STT-05-02 (360 sqm). A tenant leases 260 sqm of it. You can split the unit to create STT-05-03 (100 sqm) for the remaining area, while STT-05-02 is automatically reduced to 260 sqm.
  1. Navigate to the Unit Details page of the unit you want to split. The unit can be either Vacant or Occupied.
  2. Click the Split Unit button in the "Unit Actions" section.
  3. In the Split Unit modal, review the current area of the original unit.
  4. Enter the New Unit Code for the unit being created. The system will suggest the next sequential code (e.g., if splitting STT-05-02, it suggests STT-05-03).
  5. Enter the New Unit Area in square meters. As you type, the system automatically calculates the remaining area for the original unit. The display color indicates validity: blue (valid), red (exceeds original area).
  6. Select the Usage Type for the new unit (Office, Retail, Storage, or Other).
  7. Select the Initial Status for the new unit (Vacant or Blocked).
  8. Click Split Unit to confirm. The system will update the original unit's area and create the new unit with the specified details.
Important: The split operation immediately updates the original unit's area in the system. Ensure the new unit area is correct before confirming. The original unit retains its status, tenants, and leases.

Unit Creation (via API)

While the system doesn't provide a direct "Add Unit" button in the UI (as units are typically pre-configured), units can be created through:

  • Split Unit Feature: Creates a new unit by splitting an existing one (described above).
  • API Integration: System administrators can create units directly via the POST /units API endpoint with the following required fields:
    • code: Unique unit identifier (e.g., "STT-05-03")
    • name: Display name for the unit
    • building_id: ID of the building the unit belongs to
    • floor_id: ID of the floor where the unit is located
    • rental_area_sqm: Rentable area in square meters
    • usage_type: Type of usage (Office, Retail, Storage, Other)
    • status: Initial status (vacant, occupied, reserved, blocked, out)

Understanding Status Codes

Status Color Meaning Financial Impact
Occupied Green Active lease in place. Tenant is present. Generates Revenue
Vacant Red No active lease. Unit is empty. Revenue Loss
Reserved Yellow Under negotiation or holding deposit paid. No Revenue (yet)
Blocked Orange Unit unavailable due to maintenance or legal issues. No Revenue

Troubleshooting & Tips

Data Not Updating?

The system uses aggressive caching to ensure the dashboard loads instantly. If you or another admin have made changes that aren't appearing:

  • Click the Refresh Data button in the top right corner of the header.
  • This forces the application to re-download the latest data from the server.

Correcting Mistakes

If you accidentally terminate a lease:

  1. Go to the unit's Lease History table.
  2. Find the lease you just terminated (it will be at the top).
  3. Click the Undo icon (counter-clockwise arrow).
  4. Confirm the action to reactivate the lease and restore the unit to "Occupied" status.