Managing a rental property portfolio through spreadsheets, email chains, and paper-based lease agreements creates operational complexity that scales poorly. Tenant applications are tracked in one place, lease agreements in another, rent payments in a third, and maintenance requests wherever they happen to land. When a property manager needs a complete picture of any one property — current tenant, lease end date, outstanding payments, open maintenance issues — assembling it requires navigating multiple systems and files that were never designed to work together.
The Rental Property Management Platform for SharePoint, built with Infowise Ultimate Forms, brings all of these operational threads into a single, structured SharePoint environment — covering tenant applications, lease management, rent payment tracking, property status, and maintenance requests — with automation handling the repetitive tasks that currently consume management time.
How it works
Tenant applications
Prospective tenants submit applications through a structured form that captures all the information a property manager needs to assess an application — personal details, employment information, references, and the property being applied for. Applications are stored in a centralized SharePoint list, giving property managers a complete view of all active applications filterable by property, status, or submission date. The application process includes an approval workflow to formalize the review and acceptance decision within the same system.
Lease agreement management
Approved tenants are linked to a lease record capturing all relevant terms — the property, lease start and end dates, monthly rent amount, security deposit, and any special conditions. Lease records are stored in SharePoint and are immediately searchable and filterable by tenant, property, or lease end date. When a lease is signed, the property status is automatically updated to Rented — no manual update required. Automated alerts notify the property manager in advance of upcoming lease expirations, giving sufficient lead time to initiate renewal discussions or begin re-letting the property before a vacancy occurs.
Rent payment tracking
The system maintains a structured rent payment record for each tenancy, logging each payment received against the expected amount and due date. Scheduled reminders are sent automatically to tenants before payment is due, reducing the frequency of late payments without manual follow-up. Property managers have an accurate, current picture of payment status across the portfolio without maintaining a separate ledger or spreadsheet.
Property status management
Each property in the portfolio has a dedicated status record — whether occupied, vacant, under maintenance, or pending re-letting — maintained automatically as lease and application records are updated. Color-coded status indicators give property managers an instant visual read of the entire portfolio without having to open individual records.
Maintenance request management
Tenants submit maintenance requests through a structured form capturing the nature of the issue, the location within the property, and the urgency. Requests are stored in a centralized list linked to the relevant property and tenancy record. Automated notifications alert the maintenance team when a new request is submitted and notify the tenant when the issue has been resolved.
What you get
- A tenant application form with approval workflow and a centralized application list
- Lease agreement records capturing all tenancy terms with automated expiry alerts
- Automatic property status update to Rented when a lease is signed
- Rent payment tracking per tenancy with scheduled payment reminder alerts
- Tenant maintenance request submission with automated notifications
- Color-coded status indicators across properties, leases, and payments for at-a-glance portfolio visibility
- All components linked within the same SharePoint environment — no separate systems or data silos
- Configurable columns, workflows, and alerts to match your property management requirements
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Rental Property Management Platform is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All tenant records, lease agreements, payment histories, and maintenance requests stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
