Tenant Registration: Allow new tenants to register online or through the system, including submitting necessary documentation.
Profile Management: Maintain detailed profiles for each tenant, including personal details, lease agreements, and contact information.
Lease Management: Track lease agreements, including start and end dates, rent amounts, and renewal options.
Property Management
Property Listings: Manage and display listings of available apartments, including details such as unit size, amenities, and rental price.
Unit Management: Track details of each apartment unit, including status (occupied/vacant), maintenance history, and tenant information.
Amenities Management: Manage common area amenities (e.g., gym, pool) and track their usage and availability.
Rent and Payment Management
Rent Collection: Facilitate online rent payments through various methods (e.g., credit/debit cards, bank transfers).
Payment Tracking: Track and record rent payments, including due dates, amounts, and payment history.
Late Fees and Penalties: Calculate and manage late fees and penalties for overdue rent payments.
Maintenance Management
Maintenance Requests: Allow tenants to submit maintenance requests online, including description and urgency.
Request Tracking: Track the status of maintenance requests from submission to completion.
Work Orders: Generate and manage work orders for maintenance tasks, including assignment to maintenance staff and tracking completion.
Communication and Notifications
Tenant Notifications: Send automated notifications to tenants regarding rent due dates, maintenance updates, and community announcements.
Manager Communication: Allow property managers to communicate with tenants through the system, including sending messages and alerts.
Reporting and Analytics
Financial Reports: Generate reports on rent collections, late payments, and overall financial performance.
Maintenance Reports: Produce reports on maintenance requests, response times, and costs.
Occupancy Reports: Track occupancy rates, lease expirations, and vacancy trends.
Document Management
Lease Agreements: Store and manage digital copies of lease agreements, addendums, and other important documents.
Legal Documents: Maintain and manage legal documents related to tenant agreements and property regulations.
User Management
Role-Based Access: Define roles with specific permissions (e.g., tenants, property managers, maintenance staff) and enforce access control.
User Profiles: Manage user profiles for different roles, including authentication and access rights.
Integration
Payment Gateways: Integrate with payment gateways for processing rent payments and financial transactions.
Accounting Systems: Sync with accounting systems for financial reporting and reconciliation.
Communication Tools: Integrate with email and SMS services for notifications and alerts.
Compliance and Security
Data Protection: Protect sensitive tenant and property data through encryption and secure storage.
Compliance: Ensure compliance with local regulations, including tenant rights, data protection laws, and fair housing practices.
Non-Functional Requirements
Performance
Response Time: Ensure quick response times for user interactions, such as rent payments, maintenance requests, and data retrieval (e.g., under 2 seconds for most operations).
Scalability: The system should handle increasing numbers of tenants, units, and transactions without performance degradation.
Reliability
Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and maintain data integrity.
Security
Data Protection: Implement strong security measures to safeguard sensitive tenant and financial data, including encryption and secure access controls.
Authentication and Authorization: Use secure authentication methods and enforce role-based access control.
Compliance: Adhere to relevant data protection regulations and privacy laws (e.g., GDPR, CCPA).
Usability
User Interface: Design an intuitive and user-friendly interface for tenants, property managers, and maintenance staff.
Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
Maintainability
Code Quality: Write high-quality, well-documented code to facilitate maintenance and updates.
Documentation: Provide comprehensive documentation for users and administrators, including user guides and technical manuals.
Availability
Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures.
Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
Portability
Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems, including desktops, tablets, and mobile devices.
Supportability
Technical Support: Provide mechanisms for users to obtain support and resolve issues, including help desks and online resources.
Error Reporting: Include functionality for users to report bugs or issues and track their resolution.
