System Requirements Document for propertyos

1. Introduction

PropertyOS is a dealer-centric rental operating system designed to streamline and automate the property management process for local property dealers and brokers. The system aims to replace the traditional reliance on WhatsApp, Excel, and phone calls with a connected, automated platform that enhances efficiency and scalability. The primary audience includes property dealers, property owners, and tenants, who will benefit from a more organized and time-saving approach to managing rental properties.

2. System Overview

PropertyOS provides a comprehensive solution for property dealers to manage their rental operations efficiently. The system includes features such as a Property CRM, Lead Pipeline, Rent Ledger, Lease Calendar, Maintenance Ticketing, Document Vault, and an Owner Update Portal. These features are designed to address common challenges faced by dealers, such as manual rent follow-up, missed leads, forgotten agreement expiries, and lost maintenance complaints. The system is delivered as a SaaS model with subscription tiers based on the number of managed properties.

2a. Product Interpretation and Delivery Boundary

PropertyOS is delivered as a SaaS platform, focusing on core operational tools without requiring AI, payment gateways, or complex third-party integrations in its initial version (V1). The system supports self-service enrollment for dealers and tenants, with invitation-based access for property owners. Access to operational workflows is protected by identity verification. The platform prioritizes an action-first dashboard to enhance dealer scalability and efficiency.

2b. Source Content Inventory

Not applicable as no content source directive was provided.

2c. Page Content and Component Coverage

Landing

• Information: Overview of PropertyOS, its benefits, and target audience.
• Primary Actions: Navigate to Sign Up or Login.
• Components: Introductory text, call-to-action buttons.

Login

• Information: Access point for returning users.
• Primary Actions: User authentication.
• Components: Username and password fields, login button.

Sign Up

• Information: Enrollment for new dealers and tenants.
• Primary Actions: Account creation.
• Components: Registration form, submit button.

Invitations

• Information: Access for invited owners and participants.
• Primary Actions: Accept invitation.
• Components: Invitation details, accept button.

Dashboard

• Information: Summary of urgent tasks and notifications.
• Primary Actions: Navigate to detailed workflows.
• Components: Task list, notifications, quick links.

Properties

• Information: Overview of managed properties.
• Primary Actions: View and manage property details.
• Components: Property list, search/filter options.

Property Details

• Information: Detailed view of a specific property.
• Primary Actions: Edit property information.
• Components: Property data fields, save button.

Leads

• Information: Overview of tenant inquiries.
• Primary Actions: Track and follow up on leads.
• Components: Lead list, follow-up reminders.

Lead Details

• Information: Detailed view of a specific lead.
• Primary Actions: Update lead status.
• Components: Lead data fields, update button.

Rent Ledger

• Information: Overview of rent due dates and payment status.
• Primary Actions: Record rent payments.
• Components: Rent list, manual entry fields.

Rent Entry

• Information: Detailed rent payment entry.
• Primary Actions: Update payment status.
• Components: Payment fields, save button.

Lease Calendar

• Information: Calendar of lease expiries.
• Primary Actions: View reminders.
• Components: Calendar view, reminder notifications.

Maintenance

• Information: Overview of maintenance tickets.
• Primary Actions: Create and manage tickets.
• Components: Ticket list, create ticket button.

Documents

• Information: Secure storage for agreements and receipts.
• Primary Actions: Upload and manage documents.
• Components: Document list, upload button.

Owner Portal

• Information: Read-only view of property status for owners.
• Primary Actions: View property updates.
• Components: Property status list.

Tenant Requests

• Information: Tenant-facing inquiry and maintenance participation.
• Primary Actions: Submit requests.
• Components: Request form, submit button.

Billing

• Information: Subscription management for dealers.
• Primary Actions: Select subscription tier.
• Components: Subscription options, payment details.

3. Functional Requirements

• As a Property Dealer, I should be able to manage all my properties in a centralized Property CRM to track vacancy, occupancy, photos, and pricing. (explicit)
• As a Property Dealer, I should be able to track tenant inquiries and receive follow-up reminders through a Lead Pipeline. (explicit)
• As a Property Dealer, I should be able to view rent due dates and payment status in a Rent Ledger, with the ability to manually enter payments. (explicit)
• As a Property Dealer, I should receive automated reminders for lease agreement expiries through a Lease Calendar. (explicit)
• As a Property Dealer, I should be able to create, assign, track, and close maintenance tickets. (explicit)
• As a Property Dealer, I should be able to securely store agreements, KYC, and receipts in a Document Vault. (explicit)
• As a Property Owner, I should be able to view the status of my properties through an Owner Update Portal without needing to call the dealer. (explicit)
• As a Tenant, I should be able to participate in inquiries and maintenance requests through a Tenant Requests page. (required_inference)
• As a Property Dealer, I should be able to manage my subscription tier based on the number of properties managed. (explicit)

4. User Personas

• Property Dealer: Manages the rental portfolio, leads, rent follow-up, leases, maintenance, documents, and owner updates.
• Property Owner: Uses the owner update portal to view the status of their property without repeatedly calling the dealer.
• Tenant: Participates in rental operations, including inquiries, tenancy-related maintenance complaints, rent status, and documents.

5. Core User Flows

Property Dealer

1. Login: Access the system using credentials.
2. Dashboard: View urgent tasks and navigate to detailed workflows.
3. Properties: Manage property details, including vacancy and pricing.
4. Leads: Track tenant inquiries and set follow-up reminders.
5. Rent Ledger: View and manually update rent payment status.
6. Lease Calendar: Receive reminders for lease expiries.
7. Maintenance: Create and manage maintenance tickets.
8. Documents: Upload and manage property-related documents.
9. Billing: Select and manage subscription tier.

Property Owner

1. Invitations: Accept invitation to access the Owner Portal.
2. Owner Portal: View the status of owned properties.

Tenant

1. Sign Up: Register for access to the system.
2. Tenant Requests: Submit inquiries and maintenance requests.

6. Visuals Colors and Theme

• Muse: Erik Spiekermann
• Palette:
  • Background: #F6F3EE
  • Surface: #FFFFFF
  • Text: #333333
  • Primary: #FF6F31
  • Accent: #FFCC00
  • Muted: #999999
• Typography:
  • Headings: Fira Sans — Bold, uppercase
  • Body: Source Sans Pro
  • Scale: 1.25 modular (48/32/24/16/14)
• Shape Language: Rounded rectangles for buttons and input fields.
• Layout: Clear columns with generous margins, strict grid alignment.
• Motion: Functional transitions with immediate feedback.
• Imagery: Pictograms and schematic diagrams.

7. Signature Design Concept

The Landing page will feature a modular grid hero with oversized type and pictograms illustrating the workflow. The design will use a warm off-white background with primary and accent highlights to create a welcoming and professional environment. The action-first dashboard will have oversized section headers for quick navigation, with prominent use of signal colors to draw attention to important actions and alerts.

8. Interaction Model & Motion Direction

• Interaction Model: Static
• Motion Tempo: Restrained
• Hero Dimensionality: Flat
• Landing Hero Motion Brief: The focal subject will be a pictogram-driven illustration of the PropertyOS workflow, set against a warm off-white background. The transformation will involve highlighting key features with primary and accent colors, providing immediate visual feedback on user interactions.

9. Non-Functional Requirements

• The system must ensure secure handling of documents and user data. (explicit)
• The system must support scalability to accommodate varying numbers of managed properties. (required_inference)
• The system must provide reliable background processing for reminders and notifications. (required_inference)

10. Tech Stack

• Frontend: React
• Backend: Python/FastAPI
• Storage: Appropriate secure storage solutions
• Deployment: Docker/docker-compose

11. Assumptions and Constraints

• V1 will not include AI, payment gateways, or complex third-party integrations. (explicit)
• The system will support free, paid, and enterprise subscription tiers based on managed property count. (explicit)
• Owner access will be read-only for property status. (explicit)

12. Glossary

• Property Dealer: The primary user managing rental properties.
• Property Owner: The individual who owns the properties managed by the dealer.
• Tenant: The individual renting the property.
• CRM: Customer Relationship Management, a system for managing interactions with current and potential customers.
• SaaS: Software as a Service, a software distribution model in which applications are hosted by a service provider and made available to customers over the internet.