The Automated Property Management System
This universal playbook is for any property management operation. It turns every on-site action—from maintenance to cash collection—into a structured data point. Select your role to see your playbook.
Owner's Playbook
Your role is the **Architect**: Build the digital infrastructure, define the rules, and oversee the entire system.
System Overview Infographic
Phase 1: System Setup & Deployment
1. Establish the Google Drive Command Center
Create a universal folder structure for each property you manage.
2. Instructions for Your Web Developer
To create the public upload portal, provide your web developer with a "Public Contributor" link from the `01 - Daily Operations & Uploads` folder in Google Drive.
- Right-click the `01 - Daily Operations & Uploads` folder and select "Get link".
- Change "General access" to "Anyone with the link".
- Change the role to "Contributor".
- Copy this single URL and give it to your web developer to embed in the site's upload buttons.
3. Define the "Operational Protocol"
Create a Google Doc named "Operational & Payment Protocol" defining all rules (payment formulas, cash handling, etc.). Share it as "View only" with the team.
On-Site Operator's Playbook
Your role is the **Executor**. You are the eyes and ears on the ground. Your mantra: "If it's not documented, it didn't happen."
Your 3-Step Daily Workflow
SEE EVENT
Identify any task, issue, payment, or activity that needs to be documented.
RECORD & NARRATE
Take a clear photo or video. Speak into the video: "Date, time, location, what's happening."
TAP & UPLOAD
Open the web portal on your phone, tap the button, and select the file you just created.
Start-to-Finish Guide
- Bookmark the Portal: Save the portal link to your phone's home screen for instant access.
- Document in Real-Time: The moment something happens, capture it. Don't wait.
- Narrate Clearly: Your voice note is the official report. Be specific. "The lock on unit C4 is cut. It is now 2 PM on Tuesday. Notifying the VAs."
- Log Cash Payments: Treat cash like any other event. Take a clear photo of the cash, and in a voice narration, state the amount, date, customer name, and purpose. Upload it immediately via the portal.
- Tap, Upload, and Move On: Once the file is uploading, your task is complete.
Communication Rules
99% of the time: Use the Web Portal to report everything.
For true emergencies only (fire, flood, police activity): Use your designated emergency communication channel.
Virtual Assistant's Playbook
You are the **Central Nervous System**: Turn raw data from the field into organized, actionable information.
Data Processing Workflow
Daily Workflow (Start to Finish)
- Monitor the Upload Folder: Keep the `01 - Daily Operations & Uploads` folder open at all times.
- Process New Files: The moment a file appears:
- Create a Report Doc with the naming convention: `YYYY-MM-DD - [Category] - [Description]`.
- Transcribe the operator's narration and embed media.
- MOVE & FILE the report and media into the correct destination folder.
- Compile Daily Summary: At the end of the day, create the `YYYY-MM-DD - Daily Summary Report` and post the link for the team.
How to Provide Links
1. Sharing a Report with a Manager:
Go to the report, click "Share," set access to "Anyone with the link" and role to "Viewer," then copy and paste the link.
2. The Link for the Web Developer (Portal Setup):
Right-click the `01 - Daily Operations & Uploads` folder, click "Get link," set access to "Anyone with the link" and role to "Contributor," then copy and send the link to the web developer.