Documentation · Owners

Everything in its place.

Everything you need to set up a home, meet prospective residents, bring a household into Parc & Portfolio, and keep the day-to-day work in order once they move in.

All documentation Create account

Start with the home

Start with what’s real: the property, the unit, then the people who belong there.

Add the property first, then the unit people will actually rent.
A single-family home will usually have one whole-home unit.
While the unit is available, you can schedule tours, open a prospect questionnaire, and add your outside application link.
Once you have real residents, create the household and lease.
After move-in, the home becomes about payments, requests, documents, and resident communication, not prospect tools.

No need to overbuild it. Set up what you need now. The rest can wait until the home is ready for it.

Already have a resident? Skip the pretend work.

If someone already lives there, you do not need to recreate old tours, applications, or move-in steps just to make the account look complete.

Add the property and unit.
Create the household and lease from the agreement you already have. If the lease already started, Parc & Portfolio records it as an active tenancy without making you repeat the move-in checklist.
Upload the signed lease when you have it.
Invite the residents who should have access.
From there, use Parc & Portfolio for the home as it exists today.

Prospect questionnaire

The prospect questionnaire is the first look at a prospective household before you decide who moves on to your official application.

Email the pre-screen directly or copy the link and share it yourself.
If you replace the link, the old one stops working.
The Primary applicant adds the household. Other adults complete their own part when invited.
Children are listed as household members but do not get accounts or their own forms.
Primary and Co-applicants may be asked for Social Security number and government ID. Adult household members provide ID, but not Social Security number.
When everyone who needs to finish is done, the household is ready for you to review.
If you use an outside application service, the application link goes only to the adults who should receive it.

One important distinction: a pre-screen is not an approval or denial. It is simply the first step in your process.

Tours

Tours stand on their own. You can schedule one whether or not you are using the prospect questionnaire.

Schedule the date and time from the available unit.
The prospect gets a confirmation when the message sends successfully.
If the time changes, reschedule the existing tour rather than creating a new one.
Mark tours complete or canceled so your upcoming list stays useful.
If an email fails, retry the message for that tour. Do not make a duplicate appointment.

Who can see what

Household roles are there for a reason. Two people in the same home can correctly have different access.

Primary resident: normal resident access, including payments.
Co-tenant: normal resident access, including payments.
Authorized Occupant: household access without balances, payment history, Pay, or the signed lease.
Guarantor: limited access based on what they need for the lease, without the normal resident payment experience.
Children do not receive accounts.

A useful first check: if one resident can see something another cannot, compare their roles before assuming something is wrong.

The lease and household record

Once the tenancy begins, the household record becomes the running history of that home.

The lease is signed outside Parc & Portfolio at launch. Upload the signed copy when it is complete.
Uploaded files stay private and are checked before they can be opened.
The household page brings together the people, lease, payments, requests, and other important activity for that home.
A submitted move-in condition report remains available from Documents as part of the household record.
Use Download household record when you want a point-in-time copy of that history without exposing protected identity details.

House Bulletin

Keep the everyday property instructions residents need in one clear place on the property.

Use House Bulletin for trash and recycling, parking, entry instructions, laundry, emergency contacts, common-area details, and similar home guidance.
Add short, useful items and hide an item when residents should no longer see it.
Current residents can open the published House Bulletin from their home details and lease.
Supporting PDF, JPG, and PNG files stay private and must finish their security check before residents can open them.

Payments

The rule here is simple: trust the payment status and avoid creating a second payment just to make the first one look finished.

Residents with financial access can pay eligible charges by debit card or bank account.
Bank payments can take time to finish. Processing does not mean failed.
Use Record payment received outside Parc & Portfolio only after your property team has actually received the money. The payment applies immediately, eligible residents receive a receipt, and the receipt makes clear that Parc & Portfolio did not process the funds.
Residents can report a payment they sent outside Parc & Portfolio. Their report stays Pending property-team confirmation and does not reduce the balance until you confirm receipt.
Review the reported amount, purpose, method, resident, and sent date. Confirm only after the money was actually received; confirmation applies it and sends a receipt.
If the payment was not received or cannot be confirmed, choose Reject / Not confirmed. The balance stays unchanged and the resident receives a factual notice.
Successful receipt and not-confirmed emails are retained in communication history, while the financial ledger remains the source of truth for balances and allocations.
Authorized Occupants do not see balances, charges, payment history, or Pay.

Requests

Keep requests clear, current, and easy for the resident to follow.

Residents send requests from their active home.
Review the issue, update the status, and send a plain-language note when there is something useful to share.
Close the request when the work is actually done so the history stays meaningful.
Parc & Portfolio is not an emergency service. Emergencies should follow the property’s emergency instructions.

What Parc & Portfolio emails automatically

Some messages are tied directly to product events, so you do not need to write or resend them yourself.

Household invitation: sent when you invite a resident into the lease household.
Move-in ready: sent when the move-in workflow starts.
Welcome home: sent when the lease becomes active.
Payment receipt: sent to financially responsible household members after a successful payment.
Outside-payment receipt or decision: sent when the property team records a received outside payment, or when a resident-reported outside payment is confirmed or rejected.
Request acknowledgement: sent when a resident submits a request.
Request status update: sent when the property team changes the request status.

Manual messages are separate. Free-form owner correspondence still comes from you. Reusable email templates for those messages are coming very soon.

A few things worth remembering

These small habits prevent a surprising amount of confusion.

If an ID says it is still being checked, give it a moment instead of asking for the same upload again.
If a tour email fails, retry the email, not the tour.
If a bank payment is still processing, do not charge the resident again.
Prospect tools should get out of the way once the unit is occupied.
Move-in is temporary. Once the resident is settled, the normal home experience should take over.
Team & access can manage roles for people already in the organization. Inviting brand-new property-team members is not part of this launch release.