A portfolio is a named group of properties linked to the owner they belong to, with an ownership percentage for each property. Use portfolios if you manage properties for different owners, so you can run reports for one owner at a time. Many reports have a Portfolios filter.
Before you start
- Portfolios are available on Property Standard, Property Pro and Property Max. If you see a lock or an Upgrade Needed message, upgrade in Settings > Subscription.
- Team members need Portfolios access in their role.
- Add your properties first.
- Have these details ready:
- A portfolio name, for example "Smith Colorado Holdings"
- The owner's name, email and phone number
- Which properties belong to that owner, and what percentage of each they own
How ownership works
- You can split one property across portfolios. For example, 60% in one owner's portfolio and 40% in another's. The total can't go over 100%.
- A property that is already 100% assigned is grayed out and can't be picked again.
- Portfolios don't control which properties a team member can see. That is set by their role.
1. Open Portfolios
In the sidebar, go to Settings > Portfolios. You will see a list of your portfolios with a search box and a Property filter.
2. Name the portfolio and add the owner
- Click Add Portfolio.
- Enter a Portfolio Name.
- Under Who owns these properties?, enter the Owner Name, Owner Email and Owner Phone.
- Click Next.
3. Assign properties
- Use Search Properties... to find properties. More load as you scroll.
- Click a property to select it. A counter shows how many you have selected.
- Type the Ownership percentage in the box next to each selected property. Every selected property needs a number above 0. Hover over the box to see how much ownership is still available.
- Click Next.
4. Review and create
- Check the owner details and each property's Ownership %. Click edit next to a section to change it, or Previous to go back a step.
- Click Complete.
You will see Portfolio created successfully! and your list refreshes.
If the owner's details match an owner already in DigitalTenant, an Owner Exists box appears. Read the message carefully, choose Yes or No, then click Confirm.
5. View or edit a portfolio
In the list, click Action > View to open Portfolio Details.
- To change the name or owner details, click Edit Info, make your changes and click Save Changes.
- To add or remove properties or change percentages, click Edit Properties, make your changes and click Save Changes.
- Click a property to open its property page.
6. Delete a portfolio
- To delete one, click Action > Delete, then Delete again to confirm.
- To delete several, tick them in the list, click the Delete button above the table, then confirm.
Deleting a portfolio doesn't delete its properties. After deleting, check the portfolio is gone from the list.
Good to know
- Property grayed out? It is already 100% assigned in other portfolios. Lower its ownership in the other portfolio first.
- Ownership box won't go higher? Only that much is still available for that property.
- "Please enter a valid ownership for each selected property." A selected property is at 0%. Enter a number above 0, or unselect it.
- "...already associated with another portfolio for the same owner." That owner already has this property in another portfolio. Remove it here, or edit the other portfolio.
- Edit Properties panel stays open after you click Save Changes? Check every selected property has an ownership above 0 and isn't over the available amount. Then refresh and try again.
- Deleted portfolio still in the list? Try deleting it again.
- "You don't have permission to perform this action." Ask the account owner to give your role Portfolios access.
What to do next
Run reports with the Portfolios filter to see one owner's numbers. When you add new properties, add them to the right portfolio.
Need help?
Email us at support@digitaltenant.com, or use the Help button in the bottom-right corner of your dashboard.