KPM Pro User Guide - Quick Reference

Kinghorn Property Management System
The Kayla Acacia Company Limited

Version 2.0 | Last Updated: April 2026

Note: This is the quick reference guide. For comprehensive documentation, see user-guide-complete.md

Table of Contents

1. Introduction
2. Getting Started
3. Dashboard Overview
4. Property Management
5. Tenant Management
6. Tenancy Management
7. Financial Management
8. Maintenance & Complaints
9. Communications
10. Reporting
11. User Management
12. System Settings
13. Troubleshooting
14. Glossary

Introduction

About KPM Pro

KPM Pro (Kinghorn Property Management Professional) is a comprehensive property management system designed for The Kayla Acacia Company Limited. The system streamlines property management operations including tenant management, rent collection, maintenance tracking, and financial reporting.

System Overview

KPM Pro consists of two main applications: - Admin Portal: For property managers, agents, and administrators - Client Portal: For tenants to view their information and make payments

User Roles

The system supports three main user roles:

• Administrator: Full system access, can perform all operations
• Manager: Most access privileges, can approve transactions, create users and properties, undo transactions
• Agent: Property management access, can manage assigned properties

Getting Started

System Requirements

• Modern web browser (Chrome, Firefox, Safari, or Edge)
• Internet connection
• Valid login credentials

Logging In

Admin Portal

1. Navigate to the admin login page
2. Enter your email address
3. Enter your password
4. Click "Login"

If you encounter access issues, contact your system administrator.

Client Portal

1. Navigate to https://client.kaylaacacia.com/
2. Enter your credentials provided by your property manager
3. Click "Login"

First Time Login

Upon first login: 1. Review your user profile 2. Update your password if needed 3. Verify your contact information 4. Familiarize yourself with the dashboard

Password Reset

If you forget your password: 1. Click "Forgot Password" on the login page 2. Enter your registered email address 3. Check your email for reset instructions 4. Follow the link to create a new password

Dashboard Overview

The dashboard is your central hub for accessing all system features and viewing important information.

Admin Dashboard

The admin dashboard displays:

• Recent Activities: Latest system activities and updates
• Active Announcements: Important notices for staff
• Quick Stats: Overview of properties, tenants, and financials
• Pending Actions: Items requiring your attention
• Recent Premises: Properties you've recently accessed

Navigation Menu

The main navigation menu provides access to:

• Dashboard: Return to the main overview
• Properties: Manage properties
• Tenants: Manage tenant information
• Tenancies: Track rental agreements
• Financials: Invoices, payments, and expenses
• Maintenance: Maintenance requests and records
• Communications: Announcements, discussions, and notifications
• Reports: Financial and operational reports
• Settings: System configuration

Property Management

Viewing Properties

1. Click "Properties" or "Premises" in the main menu
2. View the list of all properties in the system
3. Use search and filters to find specific properties
4. Click on a property to view detailed information

Property Details

Each property record includes: - Property name and address - Property type and description - Current tenant information - Rental rate and terms - Maintenance history - Financial summary - Attached documents

Adding a New Property

1. Navigate to Properties
2. Click "Create New" or "Add Property"
3. Enter required information:
   • Property name
   • Full address
   • Property type
   • Description
   • Rental rate
4. Upload property photos (optional)
5. Click "Save" or "Create"

Editing Property Information

1. Find the property in the list
2. Click "Edit" or the edit icon
3. Modify the necessary information
4. Click "Save Changes"

Property Types

Common property types in the system: - Residential House - Apartment/Flat - Commercial Space - Office Space - Warehouse - Mixed Use

Property Photos

To add photos to a property: 1. Open the property details 2. Navigate to the Pictures or Attachments section 3. Click "Upload" or "Add Photo" 4. Select image files from your computer 5. Add captions or descriptions (optional) 6. Save the changes

Recent Premises

The system tracks recently accessed properties for quick access: - Recently viewed properties appear in your dashboard - Click on a recent property for immediate access - The list updates automatically as you navigate

Tenant Management

Viewing Tenants

1. Click "Tenants" in the main menu
2. Browse the complete tenant list
3. Use search functionality to find specific tenants
4. Click on a tenant to view full details

Tenant Information

Each tenant record contains: - Personal information (name, contact details) - Current property/tenancy - Payment history - Complaint history - Communication records - Attached documents (ID, references, etc.)

Adding a New Tenant

1. Navigate to Tenants
2. Click "Create New" or "Add Tenant"
3. Enter required information:
   • Full name
   • Email address
   • Phone number
   • Emergency contact
   • Additional details
4. Upload identification documents
5. Click "Save" or "Create"

Editing Tenant Information

1. Locate the tenant in the list
2. Click "Edit"
3. Update the necessary fields
4. Click "Save Changes"

Tenant Documents

Manage tenant documents: - ID copies - Employment verification - Reference letters - Previous tenancy records - Emergency contact information

To upload documents: 1. Open tenant details 2. Go to Attachments section 3. Click "Upload Document" 4. Select files and add descriptions 5. Save

Tenant Communications

Communication with tenants can be tracked through: - Discussions - Email logs - Notification history - Comments and notes

Tenancy Management

Understanding Tenancies

A tenancy represents the rental agreement between a tenant and a property. Key features: - One active tenancy per property at a time - Multiple tenancies can exist over time for the same property - Tracks start and end dates - Records rental terms and conditions

Creating a New Tenancy

1. Navigate to Tenancies
2. Click "Create New"
3. Select the property
4. Select the tenant(s)
5. Enter tenancy details:
   • Start date
   • End date (or term length)
   • Rent amount
   • Payment frequency
   • Security deposit
6. Add additional terms
7. Click "Create"

Note: Creating a new tenancy for a property automatically ends any existing active tenancy.

Viewing Tenancy Details

Tenancy details include: - Property and tenant information - Start and end dates - Rental amount and terms - Payment history - Invoice history - Associated expenses - Maintenance records - Tenancy logs (audit trail)

Lease Agreement Generation

Generate professional lease agreements:

1. Open the tenancy details
2. Click the "View" dropdown
3. Select "Lease Agreement"
4. Review the generated agreement
5. Use "Print Lease Agreement" to print or save as PDF

The lease agreement includes: - All property and tenant details - Rental terms and conditions - Company information - Bank payment details - Signature sections

Ending a Tenancy

To end a tenancy: 1. Open the tenancy details 2. Click "End Tenancy" 3. Enter the end date 4. Add end notes (reason for ending) 5. Confirm the action

The system will: - Mark the tenancy as ended - Create an audit log entry - Free the property for new tenancy

Tenancy Migration

For importing historical tenancy data: - The TenancyMigrationService can create tenancies from historical invoices and payments - Contact your system administrator for bulk data imports

Financial Management

Invoices

Creating Invoices

1. Navigate to Invoices
2. Click "Create New"
3. Select the tenancy or tenant
4. Enter invoice details:
   • Invoice date
   • Due date
   • Amount
   • Description/line items
5. Click "Save"

Invoice Status

Invoices can have various statuses: - Draft - Issued - Partially Paid - Paid - Overdue - Cancelled

Viewing Invoice History

1. Go to Invoices
2. Use filters to view by:
   • Date range
   • Status
   • Property
   • Tenant
3. Click on an invoice to view details

Payments

Recording Payments

1. Navigate to Payments
2. Click "Record Payment"
3. Select the invoice or tenant
4. Enter payment details:
   • Payment date
   • Amount
   • Payment method
   • Reference number
5. Upload proof of payment (optional)
6. Click "Save"

Payment Methods

Supported payment methods: - Bank Transfer - Cash - Cheque - Credit Card - Online Payment

Payment Allocation

Payments are automatically allocated to: 1. Outstanding invoices (oldest first) 2. Current month rent 3. Other charges

Bank Account Information

For tenant payments: - Bank: National Commercial Bank of Jamaica, Linstead Branch - Account Number: 681056351 - Account Name: The Kayla Acacia Company Limited

Expenses

Recording Expenses

1. Navigate to Expenses
2. Click "Create New"
3. Enter expense details:
   • Date
   • Amount
   • Category
   • Property (if applicable)
   • Description
4. Upload receipts/invoices
5. Click "Save"

Expense Categories

Common expense categories: - Maintenance and Repairs - Utilities - Property Taxes - Insurance - Management Fees - Professional Services - Office Expenses - Marketing

Expense Approval

Depending on your role: - Agents can create expenses - Managers can approve expenses - Administrators have full control

Petty Cash

Managing Petty Cash

1. Navigate to Petty Cash
2. Click "Create Entry"
3. Enter:
   • Date
   • Amount
   • Purpose
   • Recipient
4. Upload supporting documents
5. Click "Save"

Petty Cash Reconciliation

Regular reconciliation ensures accuracy: 1. Review all petty cash entries 2. Verify supporting documents 3. Check running balance 4. Submit for approval

Requisitions

Creating Requisitions

Requisitions are requests for payment approval:

1. Navigate to Requisitions
2. Click "Create New"
3. Enter requisition details:
   • Purpose
   • Amount requested
   • Justification
4. Add line items/details
5. Submit for approval

Requisition Approval Workflow

1. Agent creates requisition
2. Manager reviews and approves
3. Administrator processes payment
4. Payment logged in system

Requisition Payments

Once approved: 1. Navigate to the requisition 2. Click "Record Payment" 3. Enter payment details 4. Upload proof of payment 5. Save

Bank Transaction Upload

Importing Bank Statements

1. Navigate to Bank → Upload Transactions
2. Download the template (if available)
3. Prepare your bank statement file
4. Click "Upload"
5. Select your file
6. Review the preview
7. Confirm import

The system will: - Parse transaction data - Match with existing invoices/payments - Flag unmatched transactions for review

Maintenance & Complaints

Maintenance Records

Creating Maintenance Records

1. Navigate to Maintenance
2. Click "Create New"
3. Enter details:
   • Property
   • Issue description
   • Priority level
   • Category (plumbing, electrical, etc.)
4. Assign to technician (if applicable)
5. Click "Save"

Maintenance Categories

Common categories: - Plumbing - Electrical - Structural - Painting - Carpentry - Appliances - HVAC - General Repairs

Tracking Maintenance

Monitor maintenance through: - Status updates (Reported, In Progress, Completed) - Time logs - Expense tracking - Photo documentation - Completion notes

Complaints

Recording Tenant Complaints

1. Navigate to Complaints
2. Click "Create New"
3. Enter complaint details:
   • Tenant
   • Property
   • Complaint category
   • Description
   • Priority
4. Click "Save"

Complaint Management

Managing complaints: 1. Review complaint details 2. Investigate the issue 3. Update status 4. Add resolution notes 5. Notify tenant of outcome

Complaint Categories

Common complaint types: - Maintenance Issues - Noise Complaints - Security Concerns - Utility Problems - Neighbor Disputes - Property Damage

Communications

Announcements

Creating Announcements

1. Navigate to Announcements
2. Click "Create New"
3. Enter announcement details:
   • Title
   • Content (supports Markdown)
   • Target audience (Staff or Client)
   • Start date
   • End date (optional)
4. Add attachments (optional)
5. Click "Publish"

Markdown Support

Announcements support Markdown formatting: - Bold text: **text** - Italic text: *text* - Lists: Use - or numbers - Links: [text](URL) - Headers: Use # symbols

Managing Announcements

• Edit: Modify existing announcements
• Copy: Duplicate an announcement as template
• Delete: Remove outdated announcements
• View: See how announcement appears to users

Announcement Visibility

Announcements can be targeted to: - Staff: Visible in admin portal only - Client: Visible in client portal only

Visibility is controlled by start and end dates.

Discussions

Creating Discussion Threads

1. Navigate to Discussions
2. Click "Create New"
3. Enter:
   • Subject
   • Initial message
   • Associated entity (property, tenant, etc.)
4. Click "Create"

Participating in Discussions

• Reply to messages
• Tag users with @username
• Attach files
• Mark as resolved

Email Management

Viewing Email History

1. Navigate to Emails
2. View sent emails list
3. Filter by:
   • Date range
   • Recipient
   • Subject
   • Status

Email Templates

The system may include templates for: - Rent reminders - Late payment notices - Maintenance notifications - General communications

Notifications

Push Notifications

Enable browser notifications: 1. System will prompt for permission 2. Allow notifications in your browser 3. Receive real-time alerts for: - New messages - Payment received - Maintenance updates - Important announcements

Notification Center

Access notifications: 1. Click notification icon in header 2. View recent notifications 3. Click to view details 4. Mark as read

Reporting

Available Reports

Common reports include: - Financial Summary - Rent Roll - Outstanding Invoices - Payment History - Maintenance Report - Expense Report - Occupancy Report - Tenant Ledger

Generating Reports

1. Navigate to Reports
2. Select report type
3. Set parameters:
   • Date range
   • Properties
   • Other filters
4. Click "Generate"
5. View or download report

Report Formats

Reports can be generated in: - PDF (for printing) - Excel (for data analysis) - CSV (for import to other systems) - On-screen view

Custom Reports

Contact your administrator for: - Custom report creation - Scheduled report delivery - Report modifications

User Management

Viewing Users

1. Navigate to Users
2. View all system users
3. Filter by role or status
4. Click on a user to view details

Adding New Users

1. Click "Create New User"
2. Enter user information:
   • Full name
   • Email address
   • Username
   • Role
3. Set initial password
4. Assign properties (for Agents)
5. Click "Create"

The system will send credentials to the user.

User Roles Management

Assigning Roles

1. Open user details
2. Navigate to Roles section
3. Select appropriate role(s)
4. Click "Save"

Role Capabilities

Administrator: - Full system access - User management - System configuration - All financial operations - Property and tenant management

Manager: - Property and tenant management - Financial operations - Approve transactions - Create users - Generate reports - Cannot modify system settings

Agent: - Assigned property management - Basic financial operations - Maintenance tracking - Tenant communications - Limited reporting

User Profile

Managing your own profile: 1. Click your name in header 2. Select "Profile" 3. Update information 4. Change password 5. Set preferences 6. Save changes

System Settings

Configuration

Administrators can configure: - Company information - Default settings - Email templates - Notification preferences - Payment methods - Report templates

Accessing Settings

1. Navigate to Configurations or Settings
2. Select the configuration category
3. Modify settings
4. Click "Save"

Backup and Data

Contact your system administrator for: - Data backups - Data exports - System maintenance - Technical support

Troubleshooting

Common Issues

Cannot Login

Problem: Unable to access the system

Solutions: 1. Verify your username/email 2. Check password (case-sensitive) 3. Clear browser cache 4. Try a different browser 5. Use password reset 6. Contact administrator

Page Not Loading

Problem: Page is slow or won't load

Solutions: 1. Check internet connection 2. Refresh the page (F5) 3. Clear browser cache 4. Try a different browser 5. Check for system maintenance

Upload Fails

Problem: Cannot upload files

Solutions: 1. Check file size (maximum varies by type) 2. Verify file format is supported 3. Ensure stable internet connection 4. Try a different browser 5. Contact support if persistent

Data Not Displaying

Problem: Expected data is missing

Solutions: 1. Check applied filters 2. Verify date range 3. Check user permissions 4. Refresh the page 5. Contact administrator

Getting Help

Help Center

1. Click "Help" in the menu
2. Search knowledge base
3. View FAQs
4. Access user guides

Contacting Support

Email: info@kaylaacia.com
Payment Inquiries: payment@kaylaacaica.com
Phone: 876-819-8900
Address: 1 Church Street, Linstead, St. Catherine

When contacting support, provide: - Your username - Description of the issue - Steps to reproduce the problem - Screenshots (if applicable) - Browser and operating system information

Glossary

Attachment: A file uploaded and associated with an entity (property, tenant, invoice, etc.)

Audit Log: A record of all changes made to data in the system, including who made the change and when

Azure Blob Storage: Cloud storage service used for storing uploaded files and documents

Premise: A property or rental unit in the system

Primary Tenant: The main tenant on a tenancy agreement (when multiple tenants exist)

Reference: Lookup data or master data used throughout the system

Requisition: A formal request for payment approval

Soft Delete: Marking a record as deleted without removing it from the database (using IsDeleted flag)

Tenancy: The rental agreement linking a tenant to a property for a specific time period

Tenant: A person or entity renting a property

Transaction: A financial record such as payment, invoice, or expense

User Role: The access level assigned to a user (Administrator, Manager, Agent)

VAPID Keys: Security keys used for push notifications

View Model: A data structure used to pass data between the controller and view in the application

Appendix

Keyboard Shortcuts

Common shortcuts: - Ctrl+S / Cmd+S: Save (where applicable) - Ctrl+F / Cmd+F: Find on page - Ctrl+P / Cmd+P: Print - Esc: Close dialog/modal

Best Practices

Property Management

• Keep property information up to date
• Upload clear property photos
• Document all maintenance work
• Regular property inspections

Tenant Management

• Verify tenant information
• Maintain complete documentation
• Keep communication records
• Respond promptly to concerns

Financial Management

• Record all transactions promptly
• Reconcile accounts regularly
• Keep digital copies of receipts
• Review reports monthly

Communication

• Be professional in all communications
• Document important conversations
• Respond to tenant inquiries promptly
• Keep announcements current

Data Retention

The system maintains: - Financial records: 7 years - Tenancy records: 7 years - Maintenance records: 5 years - Communication logs: 3 years - User activity: 1 year

Security

Password Requirements

• Minimum 8 characters
• Mix of letters and numbers
• Include special characters
• Avoid common words

Security Best Practices

• Never share your login credentials
• Log out when finished
• Use secure networks
• Report suspicious activity
• Keep personal information updated

System Updates

The system is updated regularly with: - Security patches - New features - Bug fixes - Performance improvements

Users will be notified of major updates via announcements.

Contact Information

The Kayla Acacia Company Limited
1 Church Street
Linstead, St. Catherine
Jamaica

General Inquiries: info@kaylaacia.com
Payment Inquiries: payment@kaylaacaica.com
Phone: 876-819-8900
Client Portal: https://client.kaylaacacia.com/

Banking Details
National Commercial Bank of Jamaica
Linstead Branch
Account Number: 681056351

This user guide is a living document and will be updated as the system evolves. For the latest version, check the system help section or contact support.

Document Version: 1.0
Last Updated: January 2025
Next Review: July 2025