Functional requirements of Rental Property Management System with non-functional
Projects Inventory
Functional Requirements
Property Management
Property Listings: Allow property managers to create and manage property listings, including property details (e.g., address, size, amenities, photos).
Unit Management: Manage individual rental units within a property, including unit details, availability, and status.
Tenant Management
Tenant Registration: Enable tenants to apply for rental properties and register with the system, including entering personal details and rental preferences.
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Lease Management: Track lease agreements, including start and end dates, lease terms, rent amounts, and renewal options.
Tenant Profiles: Maintain tenant profiles with contact information, rental history, and payment records.
Application and Screening
Rental Applications: Allow prospective tenants to submit rental applications online, including required documentation.
Screening Processes: Facilitate tenant screening, including background checks, credit reports, and rental history verification.
Lease Agreements
Lease Creation: Generate and manage lease agreements, including customizable templates for different types of leases.
Digital Signing: Provide functionality for tenants and landlords to sign lease agreements electronically.
Rent Collection
Payment Processing: Enable tenants to pay rent online via various payment methods (e.g., credit/debit cards, bank transfers).
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Automated Billing: Generate and send rent invoices to tenants, including due dates and payment instructions.
Late Fee Management: Automatically apply late fees for overdue payments and track payment history.
Maintenance and Repairs
Maintenance Requests: Allow tenants to submit maintenance requests online, including details and urgency levels.
Service Tracking: Track the status of maintenance requests, including assignment to maintenance staff, completion status, and follow-up.
Maintenance Scheduling: Schedule regular property maintenance and inspections.
Accounting and Financial Management
Expense Tracking: Record and manage property-related expenses, including repairs, utilities, and management fees.
Financial Reports: Generate financial reports, including income statements, expense reports, and profit and loss statements.
Tax Documentation: Provide tax-related documentation for property owners and tenants, including year-end summaries.
Communication and Notifications
Tenant Communication: Facilitate communication between property managers and tenants via messaging or email.
Alerts and Notifications: Send automated alerts and notifications for important events, such as upcoming rent due dates, maintenance updates, and lease renewals.
Document Management
Document Storage: Store and manage important documents, including lease agreements, maintenance records, and tenant correspondence.
Document Retrieval: Provide easy access to stored documents for both property managers and tenants.
Reporting and Analytics
Property Reports: Generate reports on property performance, including occupancy rates, rental income, and maintenance costs.
Tenant Reports: Provide reports on tenant activities, including payment history, lease expirations, and maintenance requests.
Financial Analytics: Offer analytics tools for tracking financial performance and identifying trends.
User Management
Role-Based Access: Implement role-based access control to manage user permissions for property managers, tenants, and maintenance staff.
User Profiles: Manage user profiles, including authentication settings and access rights.
Integration
Payment Gateways: Integrate with payment gateways for processing online rent payments.
Accounting Software: Integrate with accounting software for seamless financial management.
Property Listings: Integrate with property listing services for advertising available units.
Non-Functional Requirements
Performance
Response Time: Ensure fast response times for user interactions, such as searching for properties, submitting applications, and processing payments (e.g., under 2 seconds for most operations).
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Scalability: The system should handle increasing numbers of properties, tenants, 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 ensure data integrity.
Security
Data Protection: Protect sensitive data, including tenant and property information, through encryption and secure storage.
Authentication and Authorization: Use secure authentication methods and role-based access control to manage user access and permissions.
Compliance: Ensure compliance with relevant data protection regulations and standards (e.g., GDPR, CCPA).
Usability
User Interface: Design an intuitive and user-friendly interface for managing properties, handling applications, and processing payments.
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 system maintenance and updates.
Documentation: Provide comprehensive documentation for users, administrators, and developers, including user guides, technical manuals, and troubleshooting guides.
Availability
Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
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 used by users, including desktops, tablets, and mobile devices.
Supportability
Technical Support: Provide mechanisms for obtaining technical support and resolving issues, including help desks, online resources, and customer service.
Error Reporting: Include functionality for reporting issues or bugs and tracking their resolution.