User Guide

KPM Pro Admin User Guide

Standard guide for staff users of KPM Pro The Kayla Acacia Company Limited

Version 3.0 | Last updated: May 2026

This guide summarizes the main staff workflows in the KPM Pro admin portal. For deeper instructions, troubleshooting, and glossary entries, see user-guide-complete.md.

Contents

  1. Overview
  2. Signing in
  3. Dashboard
  4. Property and tenancy management
  5. Tenant management
  6. Applications
  7. Accounts and payments
  8. Bank statements
  9. Tasks, maintenance, and concerns
  10. Communication
  11. Reports
  12. Administration
  13. Quick troubleshooting

Overview

KPM Pro is the property management system used by The Kayla Acacia Company Limited. Staff use the admin portal to manage premises, tenants, tenancies, invoices, payments, expenses, maintenance records, requisitions, discussions, announcements, notifications, reports, and system settings.

The admin portal works with the tenant client portal. Records created or updated by staff can become visible to tenants when they are connected to tenant-facing features such as invoices, payments, announcements, notifications, concerns, or shared attachments.

Signing In

  1. Open the admin portal.
  2. Enter your staff email address and password.
  3. Select Login.

Access is controlled by user roles and policies. Some actions, such as bank statement processing, user management, role management, configuration, and payment verification, may require elevated permissions.

Use Logout when leaving a shared device.

Dashboard

The dashboard is the staff home page. It can show:

  • New client issues or discussions.
  • Change log notices.
  • Calendar items.
  • Recent discussions.
  • Staff announcements.
  • Client announcements.
  • Links to help.

Use the dashboard to see what needs attention before opening the detailed list pages.

Navigation

The side navigation is grouped into these areas:

  • Core: dashboard.
  • Property: tenancies, applications, premises, property groups, tenants.
  • Tasks: tasks, issues/concerns, maintenance, calendar.
  • Accounts: invoices, payments, bank statements, expenses, petty cash, requisitions, payments on requisitions.
  • Reporting and Communication: attachments, reports, emails, property notes, announcements, notifications.
  • Configuration: help file, change log, Azure OpenAI test, users, roles. This area is admin-only.

Many list pages use searchable tables. Where available, use column visibility controls to show only the columns needed for the task. The portal can remember table state so returning to a list keeps the user's recent table layout.

Property And Tenancy Management

Premises

Use List properties to manage premises. A premises is a property, building, unit, or physical location. Premises records include name, address, type, rent amount, meters, valuation details, group assignment, availability, and maintenance interval.

Common actions:

  • Create a premises.
  • Edit premises details.
  • View premises statement.
  • Assign or remove a tenant.
  • Mark a premises vacant.
  • Add a rent invoice.
  • Add a charge invoice.
  • Add an expense or petty cash item.
  • View linked tenancies, invoices, payments, discussions, maintenance, notes, and attachments.

Property Groups

Property groups are used when multiple premises belong together. Use groups to view or organize related premises, especially where financial or occupancy reporting should consider a set of units.

Tenancies

Use Tenancies to manage the rental arrangement between a tenant and premises. The list can be filtered by current, ended, archived, deleted, or all records.

Common actions:

  • Create a tenancy directly or through the wizard.
  • Add or remove tenants on a tenancy.
  • Set rent.
  • End a tenancy.
  • View tenancy details.
  • View tenancy logs.
  • Generate or view lease agreement information.
  • Add rent invoices, charge invoices, expenses, or petty cash.
  • View tenancy statements.

Tenant Management

Use Tenants to create, view, edit, and delete tenant records. Tenant records can include name, contact details, employer details, occupation, date of birth, TRN, and former address.

From a tenant record, staff can review related tenancies, statements, invoices, payments, discussions, and other history.

Applications

Tenancy applications are submitted from the client portal and reviewed in the admin portal.

Applications include the applicant's TRN where supplied. When staff convert an application into a new tenant and tenancy, the TRN is copied into the tenant record.

Typical workflow:

  1. Open Applications.
  2. Review active applications.
  3. Open an application. New applications are marked under review when opened.
  4. Respond to the applicant, including viewing dates or a message.
  5. Convert an accepted application into a tenant and tenancy, or archive/delete applications that should no longer remain active.

Accounts And Payments

Invoices

Use Invoices to manage charges. Invoices may be listed globally or by premises, tenant, or tenancy.

Common actions:

  • View invoice details and balance.
  • Send invoice email.
  • Record payment against an invoice.
  • Apply a discount.
  • Edit or delete invoice records when permitted.

Payments

Use Payments to view recent, all, deleted, or unverified payments. Staff can open a payment to see related invoice, tenant, premises, logs, and verification information.

Payment workflow:

  1. Record a payment from an invoice or payment page.
  2. Attach proof where available.
  3. Verify the payment if you have permission.
  4. Send the receipt email after verification.

Unverified payments should not be treated as final receipts.

Expenses And Petty Cash

Use Expenses for property or tenancy costs. Use Petty Cash for petty cash entries and reimbursements. Attach receipts where possible and use accurate expense types for reporting.

Requisitions

Use Requisitions to request goods, services, repairs, or payments. Requisitions support items, comments, submission, approval, denial, payment records, and email notification.

Bank Statements

Use Bank Statements to upload and process statement files for reconciliation.

Key points:

  • Bank statement upload is admin-only.
  • Statement files must be 10 MB or smaller.
  • Each upload creates a batch.
  • Uploaded batches are queued for background processing.
  • Use the transactions pages to review imported transactions.

Older AI payment reconciliation and bank transaction upload screens are obsolete; the unified Bank Statements workflow is the current path.

Tasks, Maintenance, And Concerns

Tasks

Use Tasks for internal work tracking. Tasks can have priority, status, assignee, requester, premises link, detail, subtasks, attachments, discussion links, and reassignment.

Issues/Concerns

Use Issues/Concerns to manage tenant discussions. Staff can create, reply, edit, close, and delete discussion records. Keep replies in the same thread when possible.

Maintenance

Use Maintenance to record maintenance work against premises. Maintenance records help track property condition, timing, and follow-up.

Calendar

Use Calendar to review scheduled or date-based work.

Communication

Announcements

Use Announcements to publish notices. Announcements can include attachments and can be copied, edited, hidden, deleted, or targeted by type.

Notifications

Use Notifications for system or user-facing notification records.

Emails

Use Emails to view queued or sent email records, inspect details, delete records, or resend when needed.

Property Notes

Use Property Notes for internal or tenant-visible notes connected to premises.

Attachments

Use Attachments to view and manage files linked to records. Attachments are also created from many feature workflows when a file is uploaded.

Reports

The Reports area includes:

  • Expense report.
  • Collections report.
  • Maintenance report.
  • Property profitability report.
  • Group monthly report.
  • Tenant delinquency reports.
  • Invoice delinquency reports.
  • Unpaid invoice reports.
  • Tenant listing.
  • Tenancy listing.
  • Occupied, vacant, and all property listings.
  • Application logs.
  • Automated marker logs.

Use report filters carefully. Date ranges, report types, and month thresholds affect the result set.

Administration

Admin-only tools include:

  • Help file configuration.
  • Change log entries.
  • Azure OpenAI test page.
  • Users.
  • Roles.

Only assign roles that match the staff member's responsibilities. Use disable instead of delete when preserving user history is important.

Quick Troubleshooting

A tenant cannot see a premises

Check the tenant account, tenant record, active tenancy, co-tenancy relationship, premises assignment, and any property group access. Confirm the tenant user is linked to the expected tenant or premises.

A receipt cannot be emailed

Check whether the payment is verified. The system blocks receipt email for unverified payments.

A bank statement upload fails

Confirm a file was selected and that it is 10 MB or smaller. If processing fails after upload, review the batch and application logs.

An application has no premises

The applicant may have described what they are seeking instead of selecting a property. Staff must choose a premises before sending some responses or converting to tenancy.

A report looks incomplete

Check filters, date ranges, deleted/archived flags, and whether the record is tied to the current tenancy, tenant, or premises expected by the report.

Client Portal

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