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Project management system-user flows - Coggle Diagram
Project management system-user flows
•Login → Dashboard → Click Property Management
•Go to Assets → Properties → Create Property
•Fill: Name, Address, Property Type
•Add main photo + extra attachments
•Save → Property screen opens.
•Tabs: Overview | Units | Documents
•Buttons (placeholders): Units, Leases, Rent Ledger, Maintenance
•Click Add Unit → Fill: Unit Number, Type, Status, Photos
•Save → Unit appears under property
•Search and group properties by type or portfolio
•Outcome: Property + units created, photos uploaded, easy navigation
Slice 4 — Rent & Ledger
•Goal: Track rent payments, arrears, commissions/deductions
•User Flow:
•Go to Rent & Arrears → Receipts → Create Receipt
•Enter Date, Amount, Payment Method, link to lease/unit.
•Split payment if needed: Rent, Commission, Repair, Deduction
•Save → Rent Ledger updates: Expected vs Received, Variance, Days Overdue
•Property/Unit/Lease → Smart Button → Rent Ledger (quick view of arrears)
•Outcome: You know if rent is paid, who owes, and by how many days
•Goal: Add and see properties, buildings, units with photos
Slice 1 — Asset Register + Basic UI
Slice 2 — Ownership
•Goal: Track who legally owns the property
•User Flow:
•Property → Ownership tab
•Click Add Ownership Period → Enter Owner, Share %, Start/End Dates
•Save → Property shows current owner
•Can see list of properties grouped by owner
•Outcome: You can always see who owns what and ownership history
Slice 3 — Leasing + Occupancy
•Goal: Track leases and whether a unit is occupied or vacant
•User Flow:
•Property → Units → Select Unit → Leases tab
•Click Create Lease → Enter Tenant, Start/End Dates, Rent, Deposit
•Save → Unit marked Occupied
•Unit screen shows: Occupied/Vacant, Days Occupied/Vacant
•Ending a lease → Marks unit Vacant
•Property → Units list shows occupancy and can filter vacant units >30 days
•Outcome: You always know which units are rented, for how long, and vacancies
Slice 5 — Maintenance
Goal: Track repairs and costs
•User Flow:
•Property/Unit → Maintenance → Requests
•Click Create Maintenance Request → Add Description, Property/Unit, SLA Due, Vendor
•Attach Vendor Bill → Actual cost calculated
•Mark request complete → Costs recorded
•Dashboard shows overdue requests, pending tasks
•Outcome: Repairs are tracked, costs recorded, nothing gets missed
Slice 7 — Insurance
Goal: Manage insurance policies and premiums
•User Flow:
•Property → Insurance → Create Policy → Enter Type, Dates, Coverage
•Save → Policy linked to property/unit; dashboard shows expiring policies
•Premium bills auto-link to accounting
•Outcome: Insurance policies monitored; payments linked to accounting
Slice 9 — Lifecycle (Acquisition/Disposal/Loans)
•Goal: Track buying, selling, and loans for properties
•User Flow:
•Property → Lifecycle tab → Acquisitions/Disposals → Create Record.
•Enter docs, costs, agents/solicitors
•Loans → Finance → Create Loan → Enter lender, docs, optional bills
•Dashboard shows stages and reports
•Outcome: Complete history of property transactions and loans
•Property → Compliance tab → Assign compliance profile
•Add Certificate → Type, Expiry Date, Attachments
•Save → Dashboard shows expiring/overdue certificates
•Calendar shows upcoming inspections
•Outcome: You never miss expiry dates; property is always compliant
Slice 6 — Compliance (Certificates & Inspections)
•Goal: Make sure certificates and inspections are up-to-date
•User Flow:
Slice 8 — Utilities & Council Tax
•Goal: Track bills for vacant units and save related documents
•User Flow:
•Property/Unit → Utilities → Create Utility Account → Enter Type, Attachments
•Link Vendor Bills → Auto-link property/unit
•Dashboard shows overdue bills and documents
•Outcome: Landlord costs tracked; all documents in one place
Slice 10 — Cases & Document Register
•Goal: Track miscellaneous issues and documents
•User Flow:
•Property/Unit/Lease → Cases → Create Case → Enter Type, Status, Next Action, Attachments
•Property/Unit/Lease → Documents → Create Document → Type, Valid To, Attachments
•Dashboard shows counts, search across portfolio
•Outcome: All miscellaneous items captured safely, nothing is lost