Functional requirements of Rent Management System with non-functional

Functional Requirements for a Rent Management System

1. User Authentication and Authorization:
   • Users (landlords, tenants, and administrators) should be able to create accounts, log in, and manage their profiles.
   • Role-based access control to manage permissions and access levels for different user types.
2. Property Management:
   • Landlords should be able to add, edit, and manage property listings, including details like address, rent amount, amenities, and photos.
   • Support for managing multiple properties and units.
3. Tenant Management:
   • Ability to create and manage tenant profiles, including contact details, lease agreements, and payment history.
   • Track tenant applications, approvals, and move-in/move-out dates.
4. Lease Agreement Management:
   • Create, store, and manage lease agreements, including terms, start and end dates, and rental conditions.
   • Support for electronic signatures and document storage.
5. Rent Collection and Payment Processing:
   • Enable tenants to pay rent online via various payment methods (e.g., credit/debit cards, bank transfers).
   • Support for setting up recurring payments and reminders for due rent.
6. Accounting and Financial Reporting:
   • Track and manage rent payments, late fees, and security deposits.
   • Generate financial reports, including income statements, expense reports, and payment histories.
7. Maintenance and Repairs Management:
   • Tenants can submit maintenance requests and track their status.
   • Landlords can review, approve, and manage repair requests and assign contractors if needed.
8. Communication and Notifications:
   • Provide a messaging system for communication between landlords and tenants.
   • Send notifications for rent due dates, maintenance updates, lease renewals, and other important events.
9. Document Management:
   • Store and manage important documents such as lease agreements, payment receipts, and maintenance records.
   • Support for document upload and retrieval.
10. Reporting and Analytics:
    • Generate reports on rental income, tenant occupancy, maintenance costs, and other relevant metrics.
    • Provide analytical tools to track performance and make informed decisions.
11. Search and Filtering:
    • Allow users to search and filter properties based on various criteria (e.g., location, price, amenities).
    • Enable tenants to find available properties and landlords to locate tenants.
12. User Preferences and Customization:
    • Allow users to set preferences for notifications, payment methods, and report formats.
    • Customize dashboards and user interfaces based on roles and preferences.
13. Legal and Compliance Management:
    • Ensure that lease agreements and processes comply with local rental laws and regulations.
    • Provide templates and guidelines for creating legally compliant documents.

Non-Functional Requirements for a Rent Management System

1. Performance:
   • The system should provide quick response times for user interactions, such as property searches, payment processing, and report generation.
   • Ensure efficient handling of high volumes of data and concurrent user access.
2. Scalability:
   • The system should be able to scale to accommodate a growing number of properties, tenants, and transactions.
   • Support for scaling both backend infrastructure and user-facing applications.
3. Reliability:
   • Ensure high availability of the system with minimal downtime.
   • Implement redundancy and failover mechanisms to maintain system reliability.
4. Security:
   • Implement strong authentication and encryption to protect user data and financial transactions.
   • Regularly update security measures to address vulnerabilities and protect against threats.
5. Usability:
   • The user interface should be intuitive and easy to navigate for landlords, tenants, and administrators.
   • Provide clear instructions and support to ensure effective use of the system.
6. Maintainability:
   • The system should be designed with modularity and clear documentation to facilitate maintenance and updates.
   • Implement automated testing and monitoring to identify and resolve issues promptly.
7. Interoperability:
   • Ensure compatibility with external systems such as payment gateways, accounting software, and property listing platforms.
   • Support standard data formats and communication protocols for seamless integration.
8. Availability:
   • The system should be available 24/7, with mechanisms to handle high traffic and system outages.
   • Implement regular backups and recovery procedures to ensure data integrity and system continuity.
9. Compliance:
   • Adhere to relevant data protection regulations (e.g., GDPR, CCPA) to ensure the privacy and security of user information.
   • Ensure compliance with local rental laws and regulations.
10. Accessibility:
    • Design the system to be accessible to users with disabilities, following WCAG (Web Content Accessibility Guidelines).
    • Ensure compatibility with assistive technologies and various devices.
11. Localization and Internationalization:
    • Support multiple languages and regional settings for a global user base.
    • Allow for customization of settings based on regional preferences and legal requirements.
12. Disaster Recovery:
    • Implement a disaster recovery plan to restore system functionality in case of major failures or data loss.
    • Regularly test and update recovery procedures to ensure effectiveness.
13. Data Accuracy and Integrity:
    • Ensure the accuracy and reliability of data related to properties, tenants, and financial transactions.
    • Implement validation mechanisms to prevent and correct data errors, and perform regular audits to maintain data quality.