3PM Property Manager Onboarding Workflow

3PM Property Manager Onboarding

1–2 month structured workflow • Buildium-centric • MCC & PMA compliant

Training Status: In Progress Target completion: 4–8 weeks from start date

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Expand to see detailed steps and training checklist.

Use as workflow

Each nested item can become a Buildium task or training module.

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Top row gives a quick view of onboarding progress.

Phase 1 Week 1–2

Foundation Setup

Tools, access, identity, and baseline policy training.

1.1 Account Setup Target: 2–3 days
  • Buildium login + portfolio access confirmed.
  • 3PM email, Zoom number, and signature installed.
  • MCC access tested (test call / sample task visibility).
  • Matterport & HappyCo accounts activated.
  • Shared folders (Drive/Dropbox) connected for property files.
  • Branding kit & templates reviewed (letters, emails, notices).
1.2 Mandatory Policy Training Target: 3–5 days
  • Review PMA: manager vs owner responsibilities, repair authority, deposits, and communication rules.
  • Review 3PM communication policy (Buildium official, email legal, other channels convenience only).
  • Review RTA basics for repairs, emergencies, and required notice.
  • Review Emergency Contractor Agreement and $500 approval rule.
  • Walk through MCC triage + emergency vs non-emergency examples.
  • Review 3PM maintenance workflow and move-in/out inspection requirements.
Phase 2 Week 2–4

Property File Upload & System Input

Make every property Buildium-ready and compliant.

2.1 Upload Property Documents Target: 1–2 weeks (by batch)
  • Upload PMA, active leases, renewals, and addenda.
  • Upload move-in inspection (RTB-27) + supporting photos.
  • Upload strata bylaws, building rules, and insurance docs.
  • Document and upload key/fob inventory for each unit.
  • Attach deposit receipts and trust verification records.
  • Record any “special instructions” or owner preferences.
2.2 Buildium Property Data Entry Target: parallel with 2.1
  • Complete property profile (beds, baths, size, parking, storage).
  • Link owner profile and confirm contact details.
  • Enter lease start/end, rent amount, and recurring charges.
  • Record deposit amount and ensure trust balance matches.
  • Apply vendor tags and notes for maintenance routing.
2.3 Create Performance & Compliance Tasks Target: final week of Phase 2
  • Create annual inspection task for each property.
  • Create 90-day lease renewal review task for fixed terms.
  • Create monthly owner update task for communication trace.
  • Create quarterly “property health check” task for proactive review.
Phase 3 Week 3–6

System Training (Buildium, MCC, HappyCo)

From basic navigation to full workflow execution.

3.1 Buildium Operations Target: 1–2 weeks
  • Practice creating, assigning, and closing tasks with proper notes.
  • Create and manage work orders, assign vendors, and attach invoices.
  • Use owner and tenant portals for official communication.
  • Review rent roll and tenant ledgers; understand arrears workflow.
  • Follow move-in / move-out workflow inside Buildium.
3.2 MCC Workflow Training Target: 3–5 days
  • Understand how MCC calls create tasks in Buildium.
  • Learn emergency vs non-emergency criteria and thresholds.
  • Review dispatcher notes and confirm vendor acceptance.
  • Establish weekly routine to review all MCC-generated tasks.
3.3 HappyCo & Inspections Target: 3–5 days
  • Set up inspection templates aligned with RTB-27.
  • Perform sample inspection, including detailed photo evidence.
  • Export and upload reports into Buildium, linked to the unit.
Phase 4 Week 5–8

Portfolio Activation

Start managing a live portfolio with supervision.

4.1 Initial Property Assignment Target: 1 week
  • Assign 5–10 properties as a test portfolio.
  • Review compliance files and Buildium data for each unit.
  • Send one structured owner update via Buildium + email.
  • Complete at least one annual inspection with full documentation.
4.2 Weekly Performance Review Ongoing
  • Review overdue tasks and reasons for delay.
  • Check emergency completion times and vendor coordination.
  • Audit documentation quality (photos, invoices, notes).
  • Gather informal owner feedback where possible.
4.3 Expand Portfolio End of Phase 4
  • Gradually increase number of properties managed.
  • Introduce complex units (heavy strata rules, high maintenance).
  • Allow PM to handle renewals, disputes, and projects with oversight.
Phase 5 End of Month 2

Full Independence & KPI Tracking

PM fully operational with measurable performance.

5.1 KPI Tracking Ongoing
  • Task completion rate and volume per week.
  • Average work order completion time.
  • Rent collection performance & arrears management.
  • Renewal success rate and vacancy control.
  • Compliance percentage (documentation, inspections, communication).
5.2 Monthly Review Meeting Monthly
  • Review portfolio health and key risks.
  • Review arrears and action plans.
  • Discuss owner satisfaction and feedback.
  • Set development goals and training next steps.

Use this page as the master onboarding map. Each nested item can become a Buildium task template or training checklist.

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