Functional requirements of Online Property Management System with non-functional

Functional Requirements

1. User Management:
   • Account Creation: Allow users to create accounts for property owners, tenants, property managers, and administrators using email or mobile numbers.
   • Profile Management: Users can manage and update their profiles, including personal information, contact details, and payment information.
   • Role Management: Support for different user roles with varying access levels and permissions (e.g., owner, tenant, manager, admin).
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2. Property Listings:
   • Property Details: Allow users to list properties with details such as location, size, type, amenities, and images.
   • Search and Filter: Enable users to search and filter properties based on criteria such as location, price, type, and availability.
   • Map Integration: Provide a map view for users to see property locations and surrounding areas.
3. Tenant Management:
   • Application Processing: Allow potential tenants to apply for rental properties online, including submission of required documents.
   • Tenant Profiles: Manage tenant profiles with details such as rental history, credit score, and contact information.
   • Lease Management: Track and manage lease agreements, including start and end dates, rent amounts, and terms.
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4. Lease Agreements:
   • Agreement Creation: Allow for the creation and management of lease agreements, including automated generation of lease documents.
   • Renewals and Terminations: Handle lease renewals, terminations, and updates to lease terms.
   • E-Signatures: Support electronic signatures for lease agreements and related documents.
5. Maintenance Requests:
   • Request Submission: Allow tenants to submit maintenance requests online, including descriptions and attachments (e.g., photos).
   • Request Tracking: Track the status of maintenance requests, including assignment, progress, and completion.
   • Service Provider Management: Manage contacts and details for maintenance service providers.
6. Financial Management:
   • Rent Collection: Facilitate online rent payments through various payment methods (e.g., credit/debit cards, bank transfers).
   • Invoices and Receipts: Generate and send invoices and receipts for rent payments and other charges.
   • Expense Tracking: Track and manage property-related expenses, including maintenance costs and utility bills.
   • Financial Reports: Generate financial reports, including rent roll, income statements, and expense reports.
7. Communication:
   • Messaging System: Provide a messaging system for communication between property managers, owners, and tenants.
   • Notifications: Send notifications for important events such as lease renewals, maintenance updates, and payment reminders.
8. Document Management:
   • Document Storage: Store and manage important documents such as lease agreements, inspection reports, and maintenance records.
   • Document Sharing: Allow users to upload, download, and share documents securely.
9. Reporting and Analytics:
   • Performance Metrics: Track key performance metrics such as occupancy rates, rent collection efficiency, and maintenance response times.
   • Custom Reports: Allow users to generate custom reports based on various criteria.
10. Admin Panel:
    • Dashboard: A central dashboard for administrators to manage users, properties, financial transactions, and system settings.
    • User Management: Admins can add, remove, or modify user accounts and roles.
    • System Configuration: Allow admins to configure system settings, permissions, and integrations.

Non-Functional Requirements

1. Performance:
   • Speed: Ensure fast load times for the platform, quick response times for search and transaction processing.
   • Scalability: The system should handle increasing numbers of users, properties, and transactions without performance degradation.
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2. Security:
   • Data Protection: Implement robust encryption and secure storage for sensitive user data, including personal, financial, and property information.
   • Access Control: Enforce role-based access controls to prevent unauthorized access to sensitive data and system features.
   • Transaction Security: Securely handle all financial transactions and sensitive interactions.
3. Usability:
   • User Interface: Design an intuitive and user-friendly interface for property management, tenant interaction, and financial transactions.
   • Accessibility: Ensure the platform is accessible to users with disabilities, following WCAG guidelines.
4. Reliability:
   • Uptime: Aim for high availability with minimal downtime to ensure continuous access to the system.
   • Backup and Recovery: Implement regular backups and a disaster recovery plan to protect data and ensure business continuity.
5. Maintainability:
   • Code Quality: Maintain clean, well-documented code to facilitate easy updates and maintenance.
   • Modularity: Design the system in a modular way to allow for easy addition of new features and updates.
6. Compatibility:
   • Cross-Browser Support: Ensure compatibility with major web browsers (e.g., Chrome, Firefox, Safari, Edge).
   • Mobile Responsiveness: The platform should be fully functional on various mobile devices and screen sizes.
7. Localization:
   • Multilingual Support: Provide the platform in multiple languages if serving a diverse user base.
   • Regional Customization: Allow for region-specific content, compliance, and system configurations.
8. Analytics and Reporting:
   • Data Insights: Provide actionable insights into property management performance, financial metrics, and user engagement.
   • Custom Reporting: Allow administrators to generate and customize reports based on specific criteria.