Functional requirements of Real Estate Management System with non-functional

Functional Requirements

1. User Management:
   • Admin Module:
     • Manage user roles and permissions (e.g., admins, real estate agents, property managers, clients).
     • Oversee system-wide settings and configurations.
     • Generate reports and analytics.
   • Agent Module:
     • Manage agent profiles, including contact information and areas of specialization.
     • Access and manage property listings, schedules, and client interactions.
   • Client Module:
     • Allow clients to register and manage their profiles.
     • View property listings, schedule visits, and submit inquiries.
     • Track the status of offers, negotiations, and transactions.
   • Property Manager Module:
     • Manage property maintenance requests, tenant information, and lease agreements.
     • Track rent payments and manage property expenses.
2. Property Listing Management:
   • Property Listings:
     • Add, update, and remove property listings with detailed descriptions, images, videos, and pricing information.
     • Categorize properties based on type (e.g., residential, commercial, rental) and status (e.g., available, sold, under contract).
   • Advanced Search:
     • Enable clients to search for properties based on various criteria (e.g., location, price range, property type, size).
     • Support filtering by features like number of bedrooms, amenities, and neighborhood.
   • Property Comparison:
     • Allow clients to compare multiple properties side-by-side based on key attributes.
3. Scheduling and Appointment Management:
   • Appointment Booking:
     • Allow clients to schedule property visits and meetings with agents online.
     • Synchronize appointments with agent and property availability.
   • Appointment Calendar:
     • Maintain a calendar view for agents and property managers to manage their schedules.
     • Send automated reminders to clients and agents for upcoming appointments.
4. Client Interaction Management:
   • Inquiry Management:
     • Track client inquiries related to properties and respond through the system.
   • Communication Tools:
     • Provide messaging and email integration for direct communication between clients and agents.
   • Client Relationship Management (CRM):
     • Maintain a CRM system to track client interactions, preferences, and transaction history.
5. Transaction and Document Management:
   • Offer Management:
     • Enable clients to submit offers on properties, and agents to track and manage these offers.
   • Contract Management:
     • Generate and manage legal documents, including purchase agreements, leases, and contracts.
   • Digital Signature Integration:
     • Allow for digital signing of documents for seamless transactions.
   • Payment Processing:
     • Integrate with payment gateways to handle deposits, rent payments, and closing costs.
6. Property Maintenance Management:
   • Maintenance Requests:
     • Allow tenants or property managers to submit and track maintenance requests.
   • Work Order Management:
     • Assign and track work orders for maintenance tasks.
   • Service Provider Integration:
     • Manage relationships with third-party service providers for maintenance, cleaning, and repairs.
7. Reporting and Analytics:
   • Property Analytics:
     • Generate reports on property performance, such as occupancy rates, rental income, and sales trends.
   • Financial Reporting:
     • Track revenue, expenses, and profitability for properties.
   • Custom Reports:
     • Allow admins to create custom reports based on various metrics (e.g., client demographics, market trends).
8. Marketing and Promotion:
   • Property Marketing:
     • Create and manage marketing campaigns for property listings, including email campaigns and social media integration.
   • Lead Management:
     • Track and manage leads generated from marketing campaigns.
   • Promotional Tools:
     • Offer promotional features like virtual tours, featured listings, and open house events.
9. Integration with External Systems:
   • MLS Integration:
     • Integrate with Multiple Listing Services (MLS) to import and export property listings.
   • Accounting System Integration:
     • Sync financial data with external accounting systems for seamless bookkeeping.
   • CRM Integration:
     • Integrate with external CRM systems for advanced client management and follow-ups.
10. Security and Compliance:
    • Data Protection:
      • Implement data encryption to protect sensitive information, such as client data and financial transactions.
    • Access Control:
      • Ensure role-based access control to restrict unauthorized access to sensitive data.
    • Compliance:
      • Ensure compliance with relevant real estate regulations and data protection laws (e.g., GDPR, CCPA).

Non-Functional Requirements

1. Performance:
   • The system should handle multiple concurrent users, especially during peak times, without noticeable delays.
   • Page load times should be within 2-3 seconds for most user actions.
2. Scalability:
   • The system should be scalable to support an increasing number of users, properties, and transactions as the business grows.
   • Support cloud-based infrastructure to facilitate geographic expansion and remote access.
3. Security:
   • Protect sensitive data with encryption both in transit and at rest.
   • Implement multi-factor authentication (MFA) for accessing sensitive modules.
   • Regularly update security protocols and conduct vulnerability assessments.
4. Reliability:
   • Ensure the system has an uptime of at least 99.9% to support 24/7 operations.
   • Implement robust backup and disaster recovery processes to prevent data loss.
5. Usability:
   • The system should offer an intuitive user interface that is easy to navigate for all user types (agents, clients, property managers).
   • Provide consistent user experiences across different devices (desktop, tablet, mobile).
   • Include help documentation, tooltips, and user training materials.
6. Maintainability:
   • The system should be modular, allowing for easy updates and maintenance.
   • Ensure the codebase is well-documented to facilitate future development and troubleshooting.
7. Compliance:
   • Ensure the system complies with relevant real estate regulations, such as Fair Housing Act (FHA) and data protection laws.
   • Maintain audit trails for all actions involving transactions, client data, and sensitive operations.
8. Availability:
   • The system should be available 24/7, with planned maintenance communicated well in advance.
   • Minimize downtime during maintenance through efficient deployment practices.
9. Interoperability:
   • The system should integrate smoothly with third-party services, such as payment gateways, MLS systems, and CRM tools.
   • Support standard data formats (e.g., CSV, XML, JSON) for importing and exporting data.
10. Data Integrity:
    • Ensure the accuracy and consistency of data across the system, especially for property listings and financial transactions.
    • Implement transaction management to maintain data integrity during concurrent operations.
11. Response Time:
    • The system should respond to critical user actions like property searches, booking appointments, and processing transactions within 2-3 seconds.
    • Complex tasks like report generation should complete within 5-10 seconds.
12. Auditability:
    • Maintain logs of all critical actions (e.g., property listing updates, transaction changes) for audit purposes.
    • Provide audit trails for tracking changes in property data, client interactions, and financial transactions.