Phase 1 — Property Setup
Onboard a property into the portfolio with buildings and units
1.1
🏢 Create Property
Add a new property to the portfolio — name, address, type, GPS coordinates, class, features
PM
1.2
🏗 Add Buildings
Create buildings within the property — name, floors, total units, amenities. No UI exists — buildings only created via database.
PM
⚠ GAP — No Create Form
1.3
🚪 Add Units
Create units within a building — unit number, bedrooms, bathrooms, sqft, market rent, floor
PM
1.4
👤 Assign Owner
Link Eigentümer (owner) to property — ownership percentage, role, start date
PM
1.5
📊 Dashboard & KPIs Activate
Property appears on portfolio dashboard. Occupancy, revenue, exposure KPIs start calculating
System
↓
Phase 2 — Unit Goes Vacant → Marketing
When a unit becomes available, prepare it and get it in front of prospects
2.1
📋 Mark Unit Vacant
Change unit status to vacant after move-out. Service method exists but NO button in UI triggers it.
PM
⚠ GAP — No Button
2.2
📊 Lifecycle Dashboard Updates
Lease status transitions tracked, lifecycle counts refresh, unit appears in vacancy pool
System
2.3
📸 AI Virtual Staging
Upload empty room photos → AI generates furnished versions → approve for listings
AI
2.4
📡 Syndicate Listing
Publish to Zillow, Apartments.com, etc. AI-optimized title/description. SEO scoring. Stale detection.
PM
2.5
💰 AI Revenue Pricing
Market comp analysis → recommended rent → confidence score → accept/reject pricing
AI
2.6
📅 Schedule Showings
Showings list page exists but no "Create Showing" or "Schedule" button. Can only view existing showings.
PM
View List
⚠ GAP — No Create
2.7
🚪 List Unit on Property Detail
"List Unit" button on unit detail page triggers listing creation flow
PM
↓
Phase 3 — Leasing Pipeline
From first applicant to signed lease — screening, generation, signing, and abstraction
3.1
📝 Receive Application
New applicant submits application form — personal info, income, rental history, credit score, employer
PM
3.2
🔍 AI Screening Score
AI calculates 0-100 score with component breakdown (income, credit, rental, employment). Risk factors identified.
AI
3.3
✅ Approve or Deny Applicant
PM reviews AI recommendation, clicks "Approve" or "Deny". Can override AI suggestion.
PM
↓ If Approved
3.4
📄 AI Lease Generation
3-step wizard: Deal Terms → Configure 15 Clauses (8 required, 7 optional) → Generate PDF via ReportLab
AI
3.5
✍️ Send for Signing (DocuSign)
Send generated lease to tenant for electronic signature. Token-based signing URL. IP address tracked.
PM
3.6
🔎 AI Lease Abstraction
AI extracts key terms from signed PDF → PM reviews → "Apply to Lease" confirms and writes to record
AI
↓
Phase 4 — Move-In & Onboarding
Document unit condition, issue keys, complete all move-in tasks
4.1
📸 Move-In Inspection
Room-by-room photo walkthrough with GPS. AI quality scoring. Checklist items per room. Dual signature.
PM
4.2
📋 Start Onboarding Checklist
Onboarding page lists tasks (keys, utilities, insurance, etc.) but no "Create Onboarding" action exists. Created server-side only.
PM
View List
⚠ GAP — No Create
4.3
📋 Complete Onboarding Tasks
Tenant completes tasks: sign docs, pay deposit, transfer utilities, register pets, upload insurance
Tenant
4.4
🔑 Key Issuance
Track physical key handoff — key type, identifier, issued to, return status
PM
4.5
👤 Tenant Becomes Active
Tenant portal access activated. Dashboard, payments, maintenance, chat — all live.
System
↓
Phase 5 — Active Tenancy
Day-to-day operations — rent collection, maintenance requests, communications, insurance
5.1
💰 Rent Payments
Tenant pays monthly rent via portal (Stripe). ACH or card. Autopay available. All transactions logged to ledger.
Tenant
5.2
🔧 Maintenance Request
Tenant submits request with photos → PM triages → assigns vendor → full WO lifecycle (see Phase 7)
Tenant
5.3
💬 Communications
Tenant ↔ PM chat. AI classifies urgency. Emergency detection. Broadcast messaging. Sentiment tracking.
Tenant
5.4
🛡️ Insurance & Compliance
Track renter's insurance policies. Lapse monitoring. Compliance alerts. Legal overrides.
PM
↓
Phase 6 — Delinquency & Collections
When rent isn't paid — escalating from friendly reminder to legal action
6.1
📋 Create Collection Case
Cases are managed once they exist, but no UI to create a new collection case. Backend/seed only.
PM
View List
⚠ GAP — No Create
6.2
📞 AI Collections Engine
Automated escalation: Day 1 reminder → Day 7 call → Day 14 payment plan → Day 30 legal notice. AI-tuned tone.
AI
6.3
📅 Create Payment Plan
Offer installment plan — number of payments, frequency, start date. Track each installment status.
PM
6.4
⬆️ Escalate Case
Escalate to next level (1→5). Attorney referral. Court filing. Legal fee tracking. Full audit trail.
PM
↓
Phase 7 — Maintenance & Work Orders
Complete work order lifecycle — from 10 sources through vendor marketplace to completion
7.1
📝 Create Work Order
10 sources: tenant portal, PM manual, phone, email, IoT sensor, predictive, preventive, legal, inspection, turnover
PM
7.2
📡 Send to Vendor Portal
Post work order to VendorHub marketplace for competitive bidding. Set budget range and requirements.
PM
7.3
💼 Vendor Submits Bid
Vendor browses jobs → submits bid with line items, hours, proposed start, completion timeline
Vendor
7.4
✅ Award Bid & Schedule
PM reviews bids → "Accept Bid" → vendor confirmed → schedule with tenant availability
PM
7.5
🔧 Work Execution
Technician mobile app: GPS check-in, time tracking, photo capture, completion checklist, materials log
Vendor
7.6
✅ Tenant Sign-Off
Tenant reviews completed work → marks satisfied/not-satisfied → comments → sign-off recorded
Tenant
7.7
🧾 Vendor Invoice Upload
Vendor uploads invoice after work completion. PM reviews and approves for payment processing.
Vendor
7.8
🌡️ IoT & Predictive Maintenance
IoT sensors auto-create WOs on threshold breach. AI predicts equipment failure. Preventive schedules.
AI
↓
Phase 8 — Renewal Decision or Move-Out
Lease approaching expiry — renew with AI-optimized terms, or begin the move-out process
8.1
🔄 AI Renewal Recommendation
AI scans expiring leases → churn score → market rent comparison → recommended rent & term
AI
8.2
📨 Send Renewal Offer
PM approves terms → generates renewal letter → sends to tenant for acceptance
PM
8.3
🔄 Convert to Month-to-Month
If lease expires without renewal — PM can convert to MTM holdover with "Convert to MTM" button
PM
↓ If Tenant Leaves
8.4
📝 Give Notice
PM records notice date and expected move-out date. Updates lifecycle status to "notice".
PM
↓
Phase 9 — Move-Out & Turnover
Inspect, calculate deductions, make ready, and get the unit back on the market
9.1
📸 Move-Out Inspection
Compare vs move-in photos. AI damage detection & severity. Deduction calculation per item.
PM
9.2
📄 Generate Deduction Letter
Auto-generate deduction letter listing all damage items, amounts, and deposit refund calculation
PM
9.3
📋 Create Turnover Case
Turnover kanban exists with stage advancement, but no "Create Turnover Case" button. Cases created server-side only.
PM
View Kanban
⚠ GAP — No Create
9.4
🔧 Advance Turnover Stages
Kanban board: Notice → Inspection → Deposit Reconciliation → Make Ready → Ready to Lease → Leased
PM
9.5
🔄 Unit Back to Vacant → Return to Phase 2
Turnover complete. Unit status returns to vacant. Cycle restarts from Phase 2 — listing and marketing.
System
⚠️ 7 Workflow Gaps Identified
These steps exist conceptually in the workflow but have no UI button or form to perform the action. The data models and API endpoints exist — only the frontend trigger is missing.
🏗 1.2 — Add Building Phase 1
No form to create buildings within a property. Buildings only exist via database seeding.
💡 Fix: Add "Add Building" button to Property Detail page with name, floors, units form.
📋 2.1 — Mark Unit Vacant Phase 2
Service method markVacant() exists in tenant.service.ts but no button in the UI calls it.
💡 Fix: Add "Mark Vacant" to Tenant Detail PM actions dropdown or Unit Detail page.
📅 2.6 — Schedule Showing Phase 2
Showings page displays existing data but has no "Create Showing" or "Schedule" button.
💡 Fix: Add "Schedule Showing" button to Showings page with date/time/prospect form.
📋 4.2 — Start Onboarding Phase 4
Onboarding checklists are viewed and tasks completed, but no way to initiate a new onboarding from the UI.
💡 Fix: Add "Start Onboarding" button on Tenant Detail or auto-trigger after lease signing.
📋 6.1 — Create Collection Case Phase 6
Collections dashboard manages existing cases but has no way to create a new case from the UI.
💡 Fix: Add "Create Case" button on Collections page or auto-trigger from delinquent balance.
📋 9.3 — Create Turnover Case Phase 9
Turnover kanban tracks cases through stages but has no way to create a new one.
💡 Fix: Add "Create Turnover" button on Turnovers page or auto-trigger when notice is given.
🔧 Pattern: Most gaps are "Create" actions
6 of 7 gaps follow the same pattern: the list/detail views exist and work correctly, but there's no button to create a new entity. The fix for each is a simple form or auto-trigger.
💡 Estimated effort: ~2-4 hours per gap. Total: ~1-2 days to close all 7 gaps.