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Before you start adding properties and tenants, take a few minutes to configure your PropManager account. A complete profile ensures your tenants and team members can reach you, your notifications stay relevant, and your account stays secure.
Keep your contact email and phone number up to date. PropManager uses this information to copy you on tenant communications, payment confirmations, and maintenance alerts. Outdated details mean missed notifications.

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Profile Settings

Your profile controls how PropManager identifies you and how tenants and team members see your contact information. To update your profile, go to Settings → Profile.
FieldDescription
Full nameDisplayed on lease documents, emails, and tenant portal messages
Contact emailReceives all account notifications and tenant correspondence
Phone numberUsed for SMS alerts (if enabled) and vendor coordination
TimezoneEnsures due dates, reminders, and timestamps display correctly for your location
Click Save Changes after updating any field.

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Notification Preferences

PropManager can alert you by email whenever key events happen across your properties. Customize which alerts you receive so your inbox stays useful, not noisy. Navigate to Settings → Notifications to manage your preferences.
  • Payment received — notifies you when a tenant completes a rent payment
  • Payment failed — alerts you if an ACH transfer or card charge is declined
  • Late payment — triggers when a payment passes the due date without being received
  • Autopay enrolled / cancelled — confirms when a tenant toggles autopay
  • New request submitted — notifies you the moment a tenant opens a work order
  • Request status updated — alerts you when a vendor marks a job in-progress or complete
  • Overdue request — triggers when an open request has gone unassigned past your SLA threshold
  • Screening report ready — notifies you when a background check or credit report finishes processing
  • Application submitted — alerts you when a prospective tenant completes their rental application
Toggle each alert on or off individually, then click Save Preferences.

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Team Members

If you manage properties with colleagues or staff, you can invite them to PropManager and assign each person a role that matches their responsibilities. To add a team member, go to Settings → Team → Invite Member. Enter their email address, select a role, and click Send Invite. They’ll receive an email to create their account and join your workspace.

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Roles and Permissions

Each workspace has exactly one Owner. You can have unlimited Managers and Maintenance Staff members depending on your subscription plan.
RoleAccess Level
OwnerFull access to all settings, billing, properties, tenants, maintenance, and team management
ManagerCan add and edit properties, manage tenants and leases, configure rent collection, and run screening reports — no access to billing or team settings
Maintenance StaffCan view and update maintenance requests and communicate with vendors — no access to tenant financials, screening, or account settings
To change a team member’s role, open Settings → Team, click the member’s name, select a new role from the dropdown, and click Update Role. To remove a member, click Remove from Workspace.

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Security

Protecting your account keeps sensitive tenant data — including credit reports and payment information — safe.

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Change Your Password

  1. Go to Settings → Security.
  2. Click Change Password.
  3. Enter your current password, then enter and confirm your new password.
  4. Click Update Password.
Choose a password that is at least 12 characters long and includes a mix of uppercase letters, lowercase letters, numbers, and symbols.

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Enable Two-Factor Authentication (2FA)

Two-factor authentication adds a second layer of protection to your login. PropManager supports authenticator apps such as Google Authenticator, Authy, and 1Password.
1

Open Security settings

Go to Settings → Security and click Enable Two-Factor Authentication.
2

Scan the QR code

Open your authenticator app and scan the QR code displayed on screen. If you can’t scan it, click Enter code manually to copy the setup key into your app instead.
3

Enter the verification code

Your authenticator app will generate a six-digit code. Enter it in the Verification Code field on PropManager and click Confirm.
4

Save your backup codes

PropManager will display a set of one-time backup codes. Save these somewhere secure (a password manager is ideal). You can use a backup code to access your account if you ever lose your authenticator device.
Once 2FA is enabled, you’ll be prompted for a verification code each time you sign in from a new device or browser.
If you manage a team, consider making 2FA mandatory for all members. Contact PropManager support to enforce 2FA across your entire workspace.