Buildium New Property Onboarding Workflow: 9 Phases

New Property(s) Onboarding

All owner KYC documents, property information, marketing, screening, lease, inspection, and accounting records must be captured in Buildium tasks, files, and ledgers as the single source of truth.

3PM Website

Buildium Task Setup – New Property Onboarding

Task name: [Property Address] – New Property Onboarding – [Owner Name] – [PMA Date]
Category: “Owner / Property Setup” (3PM custom category)
Status: “New” | Priority: “Normal”
Due Date: Target date to be “rent-ready” (photos, listing, screening system live)
Assigned To: Property Manager responsible for the file
Collaborators: Admin, Accounting, Marketing, Leasing (as needed)
Share With: Staff (always), Owner on selected updates (per PMA communication policy)

All emails, PMA, KYC, property documents, marketing links, screening decisions, and lease/move-in records must be attached to this onboarding task or clearly linked to related workflows (Maintenance, Move-In, etc.).

Phase 1: PMA SIGNED & OWNER / PROPERTY INTAKE

1. Description

PMA is fully signed. Staff collects basic owner and property details, uploads PMA and disclosure documents, and creates the onboarding task. This is the legal “start point” for 3PM managing the property.

2. Buildium Task Fields (Initial)

Field	Value/Instruction
Task Name	[Property Address] – New Property Onboarding – [Owner Name] – [PMA Date]
Category	Owner / Property Setup
Status	“New”
Priority	Normal
Due Date	Rent-ready target date
Assigned To	Primary Property Manager (per PMA)
Collaborators	Admin, Accounting, Marketing

3. Messages (Template: PMA Signed & Intake Log)

Use this log when PMA is fully signed and the onboarding task is created:

[Date Time] - Staff [Name]: PMA signed and New Property Onboarding task created.

PMA DETAILS:
- Owner name(s): [Owner Name(s)]
- Property address: [Full address]
- PMA signed date: [Date]
- PM assigned: [Name]
- Service type: [Full management / Placement only / Other]

DOCUMENTS UPLOADED:
- Signed PMA (PDF)
- 3PM disclosures (agency / privacy / risk where applicable)
- Any special instructions from owner: [Short notes]

NEXT STEP:
- Create property and owner records in Buildium (Phase 2).

4. Attachments/Evidence

Signed PMA (full copy)
Disclosures and any addenda (e.g. pet addendum, extra services)
Initial owner intake form (if used)

Phase 2: BUILD PROPERTY & OWNER RECORDS IN BUILDIUM

1. Description

Create or confirm the Owner record and Property/Unit in Buildium. Link owner to property, assign the correct bank account and property manager, and upload PMA and important property photos.

2. Buildium Owner & Property Fields

Area	Key Steps
Owner	- Add/confirm owner profile (name, email, phone) - Enter legal mailing address (for statements/Notices) - Set communication preferences (email/portal)
Property	- Properties → Add Property - Enter full address and unit number - Assign primary bank account and management fee rule - Link owner per signed PMA - Assign Property Manager
Files	- Upload PMA under Property Files - Upload any existing photos (developer, MLS, etc.) - Tag files clearly (e.g. “PMA – 2025-01-10 – Smith”)

3. Messages (Template: Owner & Property Record Created)

Use this log once Buildium records are set:

[Date Time] - Staff [Name]: Owner and Property records created/updated in Buildium.

OWNER RECORD:
- Owner name: [Name]
- Email: [Email]
- Phone: [Phone]
- Mailing address: [Address]
- Communication preference: [Email / Portal / Both]

PROPERTY RECORD:
- Property: [Address / Unit]
- Linked owner: [Owner Name]
- Bank account: [Account name]
- PM assigned: [Name]
- Management fee rule: [X% or flat fee setup]

FILES:
- PMA uploaded to Property Files
- Existing property photos uploaded (if available)

NEXT STEP:
- Collect supporting owner/strata/tax documents (Phase 3).

Phase 3: OWNER, STRATA & COMPLIANCE DOCUMENT COLLECTION

1. Description

Collect and upload key documents: insurance, mortgage/tax info, strata bylaws/rules, key schedule, void cheque, and any special instructions. These drive maintenance, leasing, and accounting decisions.

2. Required Documents Checklist

Owner ID and contact confirmation (for compliance)
Void cheque / bank details for owner disbursement
Current insurance policy for the property
BC Assessment / property tax notice (latest)
Strata bylaws, rules, move-in/move-out procedures (if strata)
Key/fob/remote inventory (how many and where kept)
Any warranties (appliances, roof, equipment)

3. Messages (Template: Documents Collected & Uploaded)

Use this once main documents are in Buildium:

[Date Time] - Staff [Name]: Owner/strata/compliance documents collected and uploaded.

DOCUMENTS RECEIVED:
- Owner void cheque / banking info: [Yes/No – Date]
- Property insurance policy: [Yes/No – Expiry date: ____]
- BC Assessment / Property tax notice: [Yes/No – Year: ____]
- Strata bylaws & rules: [Yes/No – Version date: ____]
- Move-in/out procedures (strata): [Yes/No]
- Key/fob/remote inventory: [Count + notes]
- Warranties (if any): [List]

FILES:
All documents uploaded to Property Files under clear labels
(e.g. “Insurance – 2025 – Expires 2026-05-01”, “Strata Bylaws – 2024 Ver”).

NEXT STEP:
- Set up fees, recurring charges, and accounting rules (Phase 4).

Phase 4: ACCOUNTING, FEES & RENT SETTINGS

1. Description

Configure owner statement preferences, management fees, placement fees, and trust accounting rules before any rent is collected. This avoids later corrections and protects compliance.

2. Key Accounting Settings in Buildium

Area	Setup Items
Owner	- Statement delivery: [Email / Portal] - Management fee rule: [X% / Flat / Hybrid] - Placement fee rule (if any)
Property	- Default rent income account - Default maintenance expense accounts - Reserve amount (if required)
Future Tenant	- Target rent amount and due date (for recurring charge later) - Deposit type and amount (security, pet, etc.)

3. Messages (Template: Accounting Setup Complete)

Short internal log for accounting configuration:

[Date Time] - Staff [Name]: Accounting/fee setup completed for new property.

OWNER SETTINGS:
- Statement delivery: [Email / Portal / Both]
- Management fee rule: [X% / Flat – details]
- Placement fee rule: [Yes/No – details]
- Reserve required: [Yes/No – Amount: $___]

PROPERTY SETTINGS:
- Default income/expense accounts confirmed
- Bank account: [Trust account name]

RENT/DEPOSIT TARGET:
- Target market rent: $[amount] per month
- Target deposit(s): $[amount] – [Security / Pet etc.]
- Target rent due date: [1st of month / Other]

NEXT STEP:
- Prepare marketing & listing (Phase 5).

Phase 5: MARKETING & LISTING PREPARATION

1. Description

Create a rent-ready listing: photos, description, restrictions (pets/smoking), strata rules, showing instructions, and syndication. Everything must be consistent with the PMA and strata bylaws.

2. Marketing Checklist

Take/collect professional photos (or Matterport if available).
Confirm rent amount, availability date, and minimum term with owner.
Confirm pet/smoking/parking/storage policies (PMA + strata).
Create listing in Buildium: description, amenities, rent, deposit.
Turn on syndication / external advertising (as per 3PM policy).
Prepare a link or flyer to share with owner for transparency.

3. Messages (Template: Listing Live & Ready)

Record when marketing goes live:

[Date Time] - Staff [Name]: Marketing/listing prepared and published.

LISTING DETAILS:
- Rent: $[amount] per month
- Available from: [Date]
- Min term: [X months / 1 year etc.]
- Pets: [Allowed/Not allowed – details]
- Smoking: [Allowed/Not allowed – details]
- Parking/Storage: [Details]

ACTIONS:
- Photos uploaded to Buildium
- Listing created and published on Buildium website
- External syndication: [Enabled/Disabled – where]
- Owner listing link sent for review on [Date]

NEXT STEP:
- Manage inquiries, showings, and applications (Phase 6).

Phase 6: APPLICANT & SHOWING MANAGEMENT

1. Description

Track all inquiries, showings, and applications in Buildium. Prepare weekly owner updates summarizing traffic and feedback.

2. Messages (Template: Weekly Marketing & Showing Summary)

Use weekly (or as agreed with owner) while property is advertised:

[Date Time] - Staff [Name]: Weekly marketing/showing update.

PERIOD: [From Date] to [To Date]
- Number of inquiries: [#]
- Number of showings completed: [#]
- Number of applications received: [#]

GENERAL FEEDBACK:
- Rent level: [Too high / Reasonable / Good – sample comments]
- Condition/presentation: [Feedback]
- Location/amenities comments: [Feedback]

ACTIONS:
- Owner update email sent on [Date] (summary attached to Files if needed).
- Any adjustments recommended (rent, presentation, pet policy etc.): [Details]

NEXT STEP:
- Continue showings and move suitable applicants to screening (Phase 7).

Phase 7: TENANT SCREENING & OWNER APPROVAL

1. Description

For selected applicants, complete full screening (credit, income, references) and prepare a clear summary for owner approval. Attach necessary reports and keep notes factual and fair (Human Rights rules).

2. Messages (Template: Screening Summary – For File)

Internal file summary (do not include protected grounds or unfair comments):

[Date Time] - Staff [Name]: Screening completed for applicant.

APPLICANT:
- Name(s): [Applicant name(s)]
- Application date: [Date]
- Unit: [Address / Unit]
- Proposed rent & move-in date: $[rent], [Date]

SCREENING:
- Credit check: [Completed – result summary e.g. “Good, no major delinquencies”]
- Income verification: [Employer, position, income range – meets X:1 ratio]
- Landlord references: [Summary – on-time payments, care of property]
- Other checks per 3PM policy: [Details]

INCOME / RENT RATIO:
- Monthly household income: $[amount]
- Rent: $[rent]
- Ratio: [X:1] (target ≥ 3:1)

OWNER COMMUNICATION:
- Screening summary & recommendation sent to owner on [Date Time] via email.
- Recommendation: [Approve / Approve with conditions / Decline]
- Owner response: [Approved / Declined – Date Time]

ATTACHMENTS:
- Credit report (redacted where appropriate)
- Employment/income proof
- Reference notes

NEXT STEP:
- If approved → prepare lease & deposit collection (Phase 8).

Phase 8: LEASE, DEPOSIT COLLECTION & MOVE-IN SETUP

1. Description

Generate lease (RTB agreement + addenda), collect deposits and first rent into trust, set up recurring charges, and create a linked Move-In / Move-Out Workflow task for inspections and key handover.

2. Messages (Template: Lease & Deposit Setup Log)

Record the financial and lease setup:

[Date Time] - Staff [Name]: Lease prepared and deposits/rent collected.

LEASE:
- Lease form: [RTB standard + 3PM addenda]
- Lease start date: [Date]
- Lease term: [Fixed / Month-to-month – details]
- Rent: $[amount] per month, due on [Date] each month

PAYMENTS COLLECTED:
- Security deposit: $[amount] – received [Date] – receipt #[#]
- Pet deposit: $[amount] – received [Date] – receipt #[#] (if applicable)
- First month rent: $[amount] – received [Date] – receipt #[#]

BUILDIUM SETUP:
- Tenant created and linked to unit
- Recurring rent charge set: $[amount] / month, starting [Date]
- Deposit liability accounts updated correctly
- Lease documents uploaded to Files

MOVE-IN TASK:
- Move-Out / Move-In workflow task created and linked (see separate workflow page).
- Move-in inspection date planned: [Date] (RTB-27 + HappyCo)

NEXT STEP:
- Complete move-in inspection and onboarding (managed under Move-Out / Move-In Workflow).

Phase 9: POST MOVE-IN REVIEW & FINAL ONBOARDING CLOSURE

1. Description

After the Move-In workflow is completed, confirm rent is posting correctly, all documents are in place, and the owner understands reporting. Then close the onboarding task with a short summary.

2. Messages (Template: Final Onboarding Closure – MANDATORY)

Use this final comment once onboarding is fully complete:

[Date Time] - Staff [Name]: NEW PROPERTY ONBOARDING COMPLETED

CHECKLIST:
- PMA & disclosures uploaded ✓
- Owner profile complete & KYC docs uploaded ✓
- Property record created & linked to correct owner ✓
- Insurance/tax/strata documents uploaded ✓
- Accounting & fee settings configured ✓
- Listing marketed & rented ✓
- Screening summary and owner approval documented ✓
- Lease, deposits & recurring rent set in Buildium ✓
- Move-in inspection (RTB-27 + HappyCo) completed and filed ✓
- First rent posted correctly & owner statement verified ✓

OWNER COMMUNICATION:
- Owner received explanation of:
  • How to read owner statements
  • When funds are disbursed
  • How to contact 3PM for maintenance, tenancy issues, and reports

SUMMARY:
Property [Address / Unit] successfully onboarded.
Resident: [Tenant Name(s)] – move-in [Date] – rent $[amount]/month.
Owner: [Owner Name] – management live as of [Date].

Onboarding task closed on: [Date]
Completed by: [Name, Title]

3. Attachments/Evidence

No new documents needed, but confirm all earlier items (PMA, KYC, insurance, strata, listing, screening, lease, deposits, inspection, and accounting) are attached and easy to find in Buildium.