Property Admin is Kenya’s leading cloud-based property management system (PMS), designed to streamline the way landlords, agencies, and real estate investors manage rental properties. It is part of the Kayapro360 suite and supports features tailored to the Kenyan rental ecosystem—such as M-PESA payments, lease digitization, tenant communication, maintenance workflows, and detailed financial tracking.
Unlike legacy systems or spreadsheets, Property Admin is modern, mobile-friendly, multi-tenant, secure, and highly customizable. It provides landlords and managers a full 360-degree view of their properties, tenants, revenue, and performance.
🛠️ 1. System Setup and Getting Started
1.1 Creating an Account
Start your journey at pms.co.ke. New users can sign up with their email address and select a plan (Starter, Pro, or Enterprise). Verification is handled via email OTP. Once logged in, you’re greeted with a setup wizard that helps you:
Add your agency details (name, contact, logo)
Input properties and units
Add tenant and lease records
Configure billing, branding, and notifications
1.2 User Roles
Admin: Full access to all modules
Accountant: Finance-only permissions
Maintenance Staff: Task view & assignment only
Agent: Assigned properties only
🏢 2. Property Management
2.1 Adding Properties & Units
You can register multiple properties, whether you manage apartments, bedsitters, offices, townhouses, or mixed-use buildings. Each property supports:
Geo-location
Owner profile
Unit groupings (e.g. Block A, B)
Custom tags
2.2 Unit Features
Type (e.g., 2BR, bedsitter)
Rent amount
Deposit amount
Utility billing preferences (e.g., per meter reading or fixed)
2.3 Vacant Unit Dashboard
Property Admin offers a real-time overview of all vacant units and average turnaround time. You can also schedule alerts to your agent when a unit has been vacant for more than X days.
2.4 Filtering Properties by Status
The properties page lets you narrow results using a status dropdown. Choose from active, inactive, or maintenance to quickly focus on a specific set of properties.
👥 3. Tenant & Lease Management
3.1 Adding a Tenant
Each tenant profile can store:
Full contact details
ID/Passport document
Lease documents
Payment history
Communication logs
Service requests
3.2 Lease Management
Lease contracts can be created from a template and signed digitally via email or PDF upload. Each lease includes:
Start and end date
Grace period settings
Deposit amount
Monthly rent, due dates
Utility terms
The system notifies tenants and admins when leases approach expiry (60, 30, 7 days).
💳 4. Rent Billing & Collections
4.1 Recurring Invoices
Automatically generates invoices every month
Invoices are sent via SMS, email, and dashboard
Reminders are auto-sent 3 days before due date, on due date, and after due date
4.2 M-PESA Integration
Payments are automatically matched to the tenant
SMS is sent with payment confirmation
Admin dashboard updates in real-time
4.3 Manual Payments
Admins can record cash, cheque, or bank deposit payments manually and attach receipt evidence (PDF, image, etc).
🧾 5. Expense & Financial Management
Every expense entry can be tagged:
Utility (Water, Electricity)
Repairs
Marketing
Salaries
Staff Allowance
Other (with custom label)
Receipts can be uploaded and linked to specific units or properties.
🔧 6. Maintenance & Service Requests
Tenants can submit maintenance tickets via dashboard or SMS. Each ticket includes:
Description
Photo attachment
Status updates
Assigned staff
Resolution logs
Cost tracking
📈 7. Reporting & Analytics
Admin dashboard includes:
Rent Roll Report
Aged Receivables Report
Income vs Expense Report
Balance Sheet
Occupancy Trends
Unit Turnover Reports
💬 8. Communication Center
Send SMS, email, in-app messages
Log all communications with tenants
Track delivery and engagement
📲 9. Mobile Access
Responsive dashboard for landlords and tenants. Tenants can view invoices, pay rent, submit issues. Landlords can track payments and communication from anywhere.
🔐 10. Data Security & Compliance
AES-256 encryption
Two-factor authentication
GDPR & Kenya DPA-compliant
Audit logs
Automatic backups
🧩 11. Customization & White-Labeling
11.1 Branding
Agency logo, color theme
Subdomain (e.g., yourname.pms.co.ke)
11.2 API Access
Integrate external systems like QuickBooks, Xero, or Google Sheets using PMS API (Enterprise only).