Getting Started as a Landlord

Welcome to the Landlord Portal! This guide will help you get started managing your properties in the housing assistance program.

What is the Landlord Portal?

The Landlord Portal is your dedicated interface for:

Managing Properties - View and update your enrolled properties
Reviewing Applications - See tenant applications from the housing program
Tracking Payments - Monitor assistance payments and rent status
Managing Units - Track vacancies and tenant information
Completing Tasks - Handle program requirements and documentation

Accessing the Portal

URL: /landlord/login

Login Credentials:

Email address associated with your account
Password (change after first login)

First Time Login:

Navigate to the landlord portal login
Enter your email and password
Click "Sign In"
Change your password when prompted
Review portal orientation

Your Dashboard

After logging in, you'll see:

Key Metrics

Total Properties - Number of properties enrolled
Active Units - Units currently occupied
Pending Applications - Applications awaiting your review
Recent Payments - Latest assistance payments received

Recent Activity

Payment notifications
New applications
Task assignments
System updates

Pending Tasks

Documents to upload (W-9, lease agreements)
Inspections to schedule
Applications to review
Forms to complete

Main Features

Properties

View all your enrolled properties:

Property details and addresses
Number of units per property
Vacancy status
Program enrollment status

Actions:

View property details
Manage units
Update property information

Applications

Review tenant applications:

Applicant information
Program details
Move-in date
Rent amount
Application status

What You Can Do:

Review application details
Accept or decline applications
Request more information
View applicant background (program provided)

Payments

Track assistance payments:

Payment history
Pending payments
Payment amounts
Program information
Tenant information

Features:

Export to CSV
Filter by date range
Search by tenant
View payment details

Tasks

Manage your to-do list:

Document uploads
Inspection scheduling
Form completion
Compliance items

Status Tracking:

Open (needs attention)
In Progress (working on it)
Completed (done)
Overdue (past due date)

Documents

Upload and manage documents:

W-9 forms
Lease agreements
Property insurance
Inspection reports
Other program requirements

Supported Formats:

PDF files
Images (JPG, PNG)
Up to 10MB per file

Settings

Manage your account:

Contact information
Notification preferences
Password changes
Profile details

Understanding Assistance Payments

How It Works

Tenant is approved for housing assistance
You accept the application
Lease is signed
Assistance payments begin
You receive regular payments from the program

Payment Types

Rent Assistance - Portion or full rent paid by program
Security Deposit - One-time assistance for deposit
Utility Assistance - Help with utility costs

Payment Schedule

Monthly payments on set date
Direct deposit to your account
Email notification when payment processed
View in Payments section

Your Responsibility

Charge tenant their portion (if any)
Maintain property standards
Follow program requirements
Report changes promptly

Program Requirements

Property Standards

Meet local housing codes
Pass inspections
Maintain safe conditions
Complete repairs promptly

Documentation

W-9 form (for tax purposes)
Current lease agreement
Property insurance
Inspection reports
Owner identification

Inspections

Initial inspection before tenant moves in
Annual inspections
As-needed inspections
Must pass to continue receiving payments

Tenant Relations

Non-discrimination
Fair housing compliance
Professional communication
Proper notice for entry/changes

Application Process

When You Receive an Application

1. Review Details

Tenant name and contact
Household size
Income information
Move-in date requested
Rent amount offered

2. Consider Factors

Unit availability
Timing
Rent amount
Program requirements
Your preferences

3. Make Decision

Accept application
Decline with reason
Request more information

4. If Accepting

Coordinate move-in date
Prepare lease agreement
Schedule inspection
Complete program paperwork

What the Program Provides

Pre-screening
Background check summary
Income verification
Program eligibility confirmation
Case manager contact

What You Must Do

Standard tenant screening
Lease agreement
Move-in inspection
Coordinate with case manager

Best Practices

DO:

✅ Check portal daily for new applications
✅ Respond to applications within 3 days
✅ Keep contact information current
✅ Upload documents promptly
✅ Schedule inspections on time
✅ Communicate professionally
✅ Report issues immediately
✅ Follow program guidelines

DON'T:

❌ Ignore pending tasks
❌ Miss application deadlines
❌ Discriminate against program participants
❌ Charge prohibited fees
❌ Skip required inspections
❌ Fail to maintain property
❌ Miss document deadlines

Common Questions

How do I add more properties?

Contact your program coordinator to enroll additional properties.

When will I receive payments?

Payments process monthly on a set schedule. Check your payment history for dates.

What if a tenant doesn't pay their portion?

Follow normal eviction procedures. Notify the program coordinator immediately.

How do I handle maintenance issues?

You remain responsible for property maintenance. Address issues promptly to maintain program eligibility.

Can I decline an application?

Yes, you have final say. Provide a reason when declining.

What if I need to raise the rent?

Notify program coordinator. Rent increases must follow program guidelines and local laws.

How do I end participation?

Provide proper notice per program agreement. All current tenancies must be honored.

Getting Help

Technical Support

Portal issues: Contact IT support
Password reset: Use "Forgot Password" link
Login problems: Call support line

Program Questions

Contact your program coordinator
Email program office
Refer to program handbook

Emergency Issues

Property emergencies: Handle per your procedures
Payment issues: Contact accounting
Tenant emergencies: Coordinate with case manager

Quick Reference

Important Links

Dashboard: /landlord
Applications: /landlord/applications
Payments: /landlord/payments
Tasks: /landlord/tasks
Documents: /landlord/documents
Settings: /landlord/settings

Response Times

Applications: Review within 3 days
Tasks: Complete by due date
Documents: Upload within 7 days
Inspections: Schedule within 2 weeks

Support Contact

Program Coordinator: [Your coordinator's contact]
Technical Support: [Support email/phone]
Emergency: [Emergency line]

Next Steps

✅ Review all pending tasks
✅ Upload required documents
✅ Review any pending applications
✅ Check payment history
✅ Update contact information

Welcome to the program! We're glad to have you as a partner in providing quality housing. 🏠