Property Management Software & Tenant Tracker

Property managers juggle dozens of moving pieces across every building - tenant communications, lease renewals, maintenance requests, vendor coordination, inspections, and rent collection. Whether you manage 10 units or 100, keeping track of everything without a system means missed renewals, delayed repairs, and unhappy tenants. Spreadsheets and email chaos create problems that cost you money and reputation.

t0ggles gives property managers everything they need to manage their portfolio without expensive property management software. See all your properties on a single board, track maintenance from request to completion, manage lease renewals before they sneak up on you, and coordinate vendors and contractors efficiently. All for $5/user/month with every feature included.

#The Challenge: Why Property Managers Need Better Tools

Property management is operations at scale. The tools built for generic business teams don't understand the landlord reality:

You manage multiple properties simultaneously. Each property has its own tenants, maintenance needs, and lease schedules. Without unified visibility, you miss a lease renewal at Building A while dealing with a plumbing emergency at Building B.

Maintenance requests pile up. Tenants report issues through calls, texts, emails, and portal messages. Tracking which requests are pending, which are scheduled, and which are complete becomes impossible without a proper system.

Lease renewals sneak up on you. A tenant's lease expires in 60 days, but you don't notice until 30 days out - leaving no time for proper renewal negotiation or new tenant search. Vacancy costs money every day.

Vendor coordination is chaotic. Plumbers, electricians, HVAC technicians, landscapers, cleaners - you work with dozens of contractors across your properties. Tracking who's scheduled where and whether work was completed requires more than memory.

Compliance deadlines matter. Inspections, certifications, insurance renewals - miss one and you face fines or liability. These recurring deadlines need systematic tracking.

#How t0ggles Helps Property Managers Succeed

#Multi-Project Boards: All Properties In One View

The signature t0ggles feature for property managers is multi-project boards. Instead of tracking each property in separate spreadsheets, you see your entire portfolio on a single board.

Oak Street Apartments in blue sits next to Pine Avenue Condos in green and Downtown Retail in purple. Every task - from maintenance requests to lease renewals - visible in one Kanban view. You see what needs attention across all properties, where vendors are scheduled, and which leases are coming due.

Need to focus on one property? One click on Focus Mode filters to that building alone. Prepare for an owner meeting by showing just their property's activity, then zoom back out to manage your complete portfolio.

This replaces the spreadsheet chaos that overwhelms property managers. Your properties stay organized. Your tenants stay happy. Your vendors stay coordinated.

#Kanban Workflow: Track Maintenance From Request To Completion

Maintenance has natural stages: Reported, Assessed, Scheduled, In Progress, Completed, Verified. t0ggles' Kanban view makes every request visible.

Create columns matching your maintenance workflow. Drag requests from stage to stage as work progresses. At a glance, see how many requests are waiting for vendor scheduling, which are in progress today, and which need tenant verification.

Use WIP limits to manage workload. If you can only handle 5 active maintenance jobs simultaneously, set limits to prevent overcommitment. The board keeps you realistic about capacity.

This visualization transforms how you handle maintenance. No more wondering which requests are stuck - you see exactly where everything stands.

#Calendar View: Never Miss A Deadline

Property managers live by deadlines - lease expirations, inspection dates, insurance renewals, scheduled maintenance, rent due dates. Miss one and you face vacancy, fines, or liability.

t0ggles' Calendar view shows all your deadlines across all properties in one place. See this month's lease renewals alongside next month's inspections and quarterly maintenance schedules.

Reminders notify you before critical dates. Set reminders for "contact tenant 90 days before lease expiration," "schedule inspection 2 weeks ahead," or "follow up on overdue rent at 5 days."

Sync with Google Calendar to see t0ggles tasks alongside property showings, vendor appointments, and owner meetings. Two-way sync keeps everything coordinated.

#Custom Properties: Track What Property Managers Need

Every property portfolio has unique tracking needs. t0ggles' custom properties let you add fields specific to property management:

• Property Address: Which building this task relates to
• Unit Number: Specific unit for tenant-related tasks
• Tenant Name: For lease and communication tracking
• Vendor: Which contractor is assigned
• Priority: Emergency, Urgent, Routine
• Cost Estimate: For budgeting and approval
• Lease End Date: For renewal tracking

Filter and sort by these properties to answer questions instantly. Which maintenance requests are emergencies? What's the total estimated cost of pending repairs? Which leases expire in the next 90 days?

#Gantt View: Plan Turnovers And Projects

Unit turnovers have sequential dependencies. Tenant moves out, inspection happens, repairs are made, cleaning occurs, new tenant moves in. Miss the sequence and you extend vacancy.

t0ggles' Gantt view helps you plan turnovers and renovation projects. Map out every step with realistic timelines.

Task dependencies make sequences explicit. Painting can't start until move-out inspection is complete. New tenant can't move in until cleaning is done. Visualize the critical path and minimize vacancy days.

For larger renovation projects, see how vendor schedules interact. If the electrician can't come until Thursday, how does that affect the plumber and the flooring installer?

#Task Templates: Standardize Your Processes

Many property management tasks repeat: move-in procedures, move-out inspections, lease renewals, seasonal maintenance, annual inspections. Creating checklists from scratch each time wastes hours.

Create task templates for recurring work. Your "Move-Out Procedure" template includes: schedule inspection, document condition, calculate deposit return, coordinate repairs, schedule cleaning, market unit, show unit, process new application, execute lease, coordinate move-in.

Generate tasks from templates to ensure nothing is missed. New staff can execute standard procedures without reinventing them. Quality stays consistent across your portfolio.

#Guest Users: Vendor And Owner Access

Vendors need to see their assigned work without accessing tenant information. Owners want to see their property's status without seeing your full portfolio. t0ggles makes this possible.

Invite contractors with project-specific access control. They see only tasks assigned to them - the work order, the deadline, the location. They can update status when work is complete without accessing sensitive tenant data.

Give property owners guest access to their building's project. They see maintenance activity, lease status, and expenses - the transparency they want without cluttering their view with other properties.

Unlimited guest users are included - vendors and owners don't add to your costs.

#Board Automations: Reduce Administrative Work

The repetitive parts of property management - updating statuses, sending notifications, triggering follow-ups - eat into time you could spend on higher-value work. Board automations handle these:

• Auto-notify the assigned vendor when a maintenance task moves to "Scheduled"
• Send reminder when a request has been "Waiting for Parts" for more than 7 days
• Move completed maintenance to "Needs Verification" and notify the tenant
• Update priority to "Urgent" when a maintenance request is more than 48 hours old

Set up your automations once and let t0ggles handle the coordination while you focus on managing your properties.

#AI Task Creation: Capture Issues Quickly

Tenant calls come at inconvenient times. Walk-through observations need documenting. Vendor conversations generate action items. You need to capture everything without stopping your day.

Type naturally into t0ggles' AI task creation:

"Unit 4B Oak Street: tenant reports leaking faucet in kitchen, not emergency but getting worse, schedule plumber this week, check if under home warranty"

The AI creates a structured task with property, unit, priority, and vendor assignment. Capture issues on your phone during property visits.

The AI text assistant also helps draft tenant communications, summarize inspection notes, or create vendor work orders.

#Property Manager Workflows In t0ggles

#Managing Your Portfolio

Create a board for your property operations. Each property is a color-coded project: Oak Street in blue, Pine Avenue in green, Downtown Retail in purple.

Daily reviews start with the Kanban board. What maintenance is pending? Which vendors are scheduled today? What tenant communications need response? You see everything across all properties.

Weekly planning uses List view filtered by due date. What's coming this week? Which leases need renewal outreach? What inspections are scheduled?

Monthly owner reports use Focus Mode to show only their property's activity. Maintenance completed, expenses incurred, lease status, upcoming needs - all documented in task history.

#Maintenance Request Management

When a tenant reports an issue, create a task with property, unit, and issue description. Assign priority based on urgency. Route to the appropriate vendor.

The Kanban board shows maintenance flowing through stages: Reported → Assessed → Scheduled → In Progress → Completed → Verified. At a glance, see where requests are stuck.

Comments track the full history: tenant's initial report, your assessment notes, vendor communication, completion details, tenant verification. When questions arise later, you have documentation.

Use custom properties to track costs. Filter to see total maintenance expense by property, by vendor, or by time period. Data for owner reports and budget planning.

#Lease Renewal Tracking

Create tasks for every lease with the expiration date. Custom properties track tenant name, current rent, and renewal status.

90 days before expiration, start the renewal process. Subtasks track each step: assess market rate, prepare renewal offer, contact tenant, negotiate terms, execute renewal or begin vacancy prep.

Calendar view shows all upcoming expirations. No more surprises - you see the pipeline of leases needing attention.

For non-renewals, the task converts to a turnover project. Generate tasks from your move-out template and begin the vacancy minimization process.

#Vendor Coordination

Create a project for vendor management. Tasks represent scheduled work across all properties. Custom properties track vendor name, property, cost estimate, and completion status.

Vendors with guest access see their assigned work. They update status when jobs are complete. You see real-time progress without chasing phone calls.

Track vendor performance in Notes. Which plumber responds fastest? Which electrician provides accurate estimates? Which cleaner does thorough turnovers? Build your preferred vendor intelligence over time.

#What Property Managers Need vs What t0ggles Delivers

What Property Managers Need	How t0ggles Delivers
See all properties in one view	Multi-project boards with color-coded properties
Track maintenance requests	Kanban view with customizable status columns
Never miss lease renewals	Calendar view with reminders and Google sync
Coordinate vendors efficiently	Guest users with project-specific task access
Capture issues quickly	AI task creation from natural language
Track costs and deadlines	Custom properties for any property data
Standardize turnover and inspection	Task templates for repeatable processes
Plan renovation projects	Gantt view with task dependencies

#Why Choose t0ggles Over Alternatives

Property managers have tried various tools. Here's how t0ggles compares:

vs spreadsheets: Spreadsheets can't send reminders, coordinate vendors, or show workflow status. No mobile app for property visits. Version control nightmares when multiple people update.

vs Trello: Trello's simplicity becomes limiting for property portfolios. No calendar view, no dependencies for turnover planning, no custom properties for rent and lease data. Managing 10 properties requires 10 boards.

vs Buildium/AppFolio: Full property management software costs $50-200+/month and includes accounting, tenant portals, and payment processing you may not need. If you already have those systems, you're paying for redundant features. t0ggles focuses on operations and workflow.

vs Asana: Asana works but costs $10.99/user on Starter, $24.99/user for Advanced. Adding vendors and owners as users gets expensive fast.

vs Monday.com: Monday's pricing escalates quickly with portfolio size. The interface requires significant setup for property management workflows.

t0ggles gives property managers the operational control they need without enterprise software complexity or pricing. One board, all properties, complete visibility.

#Simple, Landlord-Friendly Pricing

Property management margins are tight. Your software shouldn't eat into your NOI.

$5 per user per month (billed annually) includes:

• Unlimited boards, properties, tasks, notes, and files
• Unlimited guest users (vendors and owners don't count against seats)
• Gantt view with task dependencies
• Calendar view with Google Calendar sync
• AI task creation and text assistant
• Board automations
• Custom properties for any tracking needs
• Task templates for standardized processes
• Full change history and reporting
• All integrations (Zapier, Google Calendar)
• Real-time collaboration

For a solo property manager, that's $60/year total. For a property management company with 5 staff, that's $300/year - with unlimited vendors and property owners at no extra cost. No feature tiers. No per-property charges. No hidden costs.

14-day free trial - set up your properties and see the difference immediately.

#Get Started Today

Property management is demanding enough without losing track of maintenance, leases, and vendors. t0ggles gives you the clarity to see your complete portfolio - plus the automation to reduce administrative burden and the guest access to coordinate everyone involved in your properties.

Stop drowning in spreadsheets. Start managing properties with confidence.

Start your free trial and transform how you manage your portfolio.