What Is Property Management Software? A Guide for Landlords, Agents and Property Professionals

Managing properties involves much more than collecting rent and responding to maintenance requests. From arranging repairs and coordinating contractors to managing compliance requirements, maintaining property records and communicating with tenants, there can be a lot for property professionals to keep track of.

For landlords, letting agents, property managers, social housing providers and sheltered accommodation providers, managing these responsibilities manually through emails, phone calls, spreadsheets and messaging apps can quickly become difficult.

This is where property management software with Fiixit can help. By bringing repairs, compliance, maintenance, communication and property information together in one place, software can provide a more structured and connected way to manage properties.

For Fiixit, these areas are built around four key pillars:

• Repairs – managing reported issues and repair jobs
• Compliance – keeping important requirements, records and actions organised
• Maintenance – managing ongoing property maintenance and contractor activity
• Tenant Hub – connecting tenants with property professionals and keeping communication in one place

While each pillar can provide different benefits depending on the organisation using the platform, they are closely connected and work together to support more effective property management.

What Does Property Management Involve?

Property management covers the wide range of activities required to keep properties safe, functional, compliant and well maintained.

Depending on the type and size of property portfolio, just a snapshot of a property management software tasks can include:

✅ Receiving and recording repair requests

✅ Assessing the urgency of reported issues

✅ Assigning jobs to suitable tradespeople

✅ Arranging appointments and access

✅ Getting quotes for repair work

✅ Managing ongoing maintenance

✅ Coordinating contractors and trades

✅ Keeping tenants updated on progress

✅ Recording completed work

✅ Maintaining accurate property records

These responsibilities apply across a range of property sectors. A letting agent may be managing repairs across hundreds of rental properties, while a landlord may be responsible for a smaller portfolio. Property managers, social housing providers and sheltered accommodation providers can also face significant maintenance, compliance and communication requirements across larger or more complex portfolios.

With so much information to manage, having a centralised system can make it easier to maintain visibility and keep important tasks organised.

Why Can Property Management Be Difficult to Manage Manually?

Many property professionals still rely on a combination of emails, telephone calls, spreadsheets and messaging applications to manage their properties.

While these methods can work for a small number of properties, they can become increasingly difficult to manage as portfolios grow or property management responsibilities become more complex.

For example, a single repair could involve a tenant reporting an issue, a property manager reviewing the request, a contractor being contacted, an appointment being arranged, the tenant receiving an update, photographs being provided and the completed work being recorded.

If this information is spread across different systems, it can be difficult to see the full history of a job or understand what action still needs to be taken.

Manual processes can also lead to missed or delayed repair requests, reduced visibility into outstanding jobs, time-consuming administration, and communication delays.

For organisations managing larger property portfolios, these challenges can become even more significant.

What Is Property Management Software?

Property management software is a digital platform designed to help property professionals manage the different responsibilities involved in managing properties.

Rather than relying on multiple systems, property management software can bring key activities into one central platform. Depending on the software, users may be able to manage repairs, maintenance, compliance, contractors, appointments, communication and property records from a single location.

This can include many of the functions traditionally associated with property maintenance software, while providing a broader approach to property management.

A property management app can also provide access to relevant information through a mobile device, allowing property professionals, tenants and tradespeople to interact with the system while away from the office.

The exact features vary between platforms, but the overall purpose is to simplify property management, improve visibility and connect the people involved.

What Are the Benefits of Property Management Software?

1. Keep Repairs Organised

A central system makes it easier to see which repairs have been reported, which are in progress and which have been completed.

Instead of searching through emails or messages, users can access relevant job information from one place.

2. Reduce Administrative Work

Property management can involve a significant amount of repetitive administration. Software can help streamline processes such as assigning jobs, sending updates, arranging appointments and keeping records.

This can give property professionals more time to focus on other aspects of managing their properties.

3. Improve Communication

Good communication is important when dealing with property repairs and maintenance.

Tenants want to know that their issue has been received and understand what is happening next. At the same time, contractors need accurate information about the job and access arrangements.

A central platform can help keep communication connected to the relevant repair or property, reducing the need to search through different conversations.

4. Track Repairs From Start to Finish

Property management software can provide greater visibility over individual jobs.

Users can see when a repair was reported, what action has been taken, whether a contractor has been assigned and whether the work has been completed.

This can make it easier to identify outstanding repairs and prevent jobs from being forgotten.

5. Maintain Better Records

Keeping an accurate history of property repairs and maintenance can be important for property professionals.

A digital system can store information about previous work, communications, photographs and other relevant documentation, creating a clearer record for each property or repair.

6. Manage Tradespeople More Efficiently

Property professionals may work with a wide range of contractors and tradespeople. Coordinating different jobs and contractors manually can become complicated.

Property management software can help centralise trade information and make it easier to assign, monitor and record work.

7. Support Property Compliance

Property management, maintenance and compliance are closely connected.

Depending on the type of property and organisation, there may be important requirements, deadlines and documentation to manage.

This can be particularly relevant for social housing and sheltered accommodation, where property-related responsibilities and compliance requirements can be more complex.

Software with compliance management features can help property professionals monitor requirements and keep relevant information organised.

Who Can Use Property Management Software?

Property management software can benefit a wide range of organisations and individuals responsible for managing properties, repairs, maintenance and tenants.

Letting Agents

For letting agents, software can provide a centralised way to manage maintenance across multiple properties and tenants.

Instead of handling every repair individually through emails and phone calls, agents can manage jobs through a structured workflow.

Landlords

Landlords with multiple rental properties can use property management software to improve visibility over repairs, maintenance and contractor activity without having to manage every communication manually.

It can also provide a clearer record of work carried out across their portfolio.

Property Managers

Property managers are responsible for coordinating multiple aspects of property management and may oversee large portfolios with numerous tenants, contractors and ongoing maintenance requirements.

A central platform can help property managers maintain visibility across repairs, maintenance, compliance and communication.

Social Housing Providers

Social housing providers can face significant responsibilities when managing repairs, property conditions, compliance and tenant communication across larger portfolios.

Property management software can provide a centralised approach to managing these activities, helping teams keep information organised and track outstanding work.

Sheltered Accommodation Providers

Sheltered accommodation can have additional property management and compliance considerations, alongside the need to maintain effective communication with residents and manage repairs promptly.

A connected platform can help bring relevant property, maintenance, repair and communication information together.

Tenants

Tenants and residents can also benefit from simpler ways to report problems and receive updates about their repairs.

A property management app can make it easier to communicate issues without relying solely on telephone calls or emails.

How Can a Property Management App Streamline Repairs and Maintenance?

A property management app can make property management more accessible by connecting the people involved in a repair or maintenance job.

For example, a typical repair process could look like this:

1. Tenant reports an issue

The tenant submits details of the problem, potentially including photographs or videos to help explain the issue.

2. The repair is reviewed

The landlord, letting agent or property manager can assess the request and determine what action is required.

3. A trade is assigned

The job can be passed to an appropriate contractor with the relevant information.

4. The appointment is arranged

The parties involved can coordinate access and appointment details.

5. The work is completed

The tradesperson carries out the repair and provides relevant updates or evidence of the completed work.

6. The job is recorded

The maintenance history can be retained within the system for future reference.

Having this process managed through one platform can reduce unnecessary administration and make it easier for everyone involved to understand what is happening.

The Four Pillars of Fiixit