Your NextGen Home Solutions workspace. Jump to a tool, or check the team’s shared notes and calendar.
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Drag tasks between lanes or open one for details
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📝 Shared Notes
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📅 Shared Calendar
Tenant Approval
Screen pending applicants against the criminal corpus. Flags a human decision · never auto-rejects.
Active
Archived
For applicants not in DoorLoop. Recorded to the audit trail like any other.
Applicant
Property
Move-in
DOB
Result
Summary
Actions
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Templates
Edit the emails and documents the portal sends. Insert DoorLoop merge fields and uploaded images, preview with sample data, and save a global version or a per-property variant. Phase 1 covers the Prospect Communications emails; the other sections are being wired into this same editor.
Content
Merge fields — click to insert:
Images
Click an image to insert it. Note: this app runs locally, so app-hosted image URLs won't load in emails sent externally — for emailed images the editor inlines the image data instead.
Live preview (sample data)
Prospect Communications
Brand-new prospects (DoorLoop status NEW) — typically Zillow inquiries asking for more information. The top of the funnel: respond with details, invite a tour, then follow up. Emails send through the configured Gmail integration.
Sales funnel. Toggle Funnel to enroll a prospect in the 3-step series, and send each step manually below. Fully automated drip-sending — plus routing prospect replies back into this module via a dedicated Google Workspace inbox — is the planned next step.
Prospect
Email
Phone
Property / address
Submitted
Funnel
Last sent
Send email
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Tenant Onboarding
Approved applicants from DoorLoop with no active lease. Use the Documents picker to prepare, save, print and email onboarding documents — Move-In Instructions, property leases (e.g. 6633 Studios) and the Lead-Based Paint Disclosure (EPA pamphlet attached) — choosing which items each tenant's copy includes. Create a lease (prefilled from the application), or archive the applicant. Generated leases move to the Archive tab.
Active
Archive
Saved documents
Applicant
Property applied for
Move-in
Status
Lease
Documents
Actions
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Other draft leases
Tenant
Property
Type
Updated
Actions
Completed & approved leases
Tenant
Property
Type
Completed
By
Actions
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Archived applicants
Applicant
Property
Archived
Actions
None.
Saved onboarding documents
Drafts are incomplete and can't be emailed until finished. Sent documents are kept as sent — editing one saves a new copy. 📄 EPA lead pamphlet (PDF)
Tenant
Document
Property
Status
Saved
Actions
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Tenant Offboarding
Leases pulled from DoorLoop. Start a move-out to track the make-ready inspection and the security-deposit disposition (§ 92.103 — 30 days). Use the Document picker to generate, save and email the tenant-facing Move-Out Instructions or Security Deposit Disposition (the disposition picks up the move-out's make-ready charges). Completed move-outs move to the Archive tab.
Active
Archive
Saved documents
Tenant
Property
Overdue
Document
Move-out
Actions
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Other in-progress move-outs
Tenant
Property
Stage
Updated
Actions
Closed move-outs
Tenant
Property
Deposit
Refund / balance
Closed
Actions
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Saved move-out documents
Drafts are incomplete and can't be emailed until finished. Sent documents are kept as sent — editing one saves a new copy.
Tenant
Document
Property
Status
Refund / balance
Saved
Actions
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Tenant Communications
All leases pulled from DoorLoop. Filter by lease status and payment, then pick a tenant and a notice to generate, print, email, or mail.
Manual / off-platform tenants— for properties not in DoorLoop. Saved for reuse; generate any notice from them.
Manual tenant
Premises
Monthly rent
Generate notice
Tenant
Property
Monthly rent
Overdue
Total owed
Status
Generate notice
Click “Load late rent”.
STR Guests · 6633 Studios
Guests pulled from DoorLoop. Generate a Sifely door code valid through month-end (guests renew monthly) and disable it when they leave.
Unit → Sifely lock mapping— door codes are pushed to the lock mapped here. Resolved server-side.
Unit
Guest
Email
Phone
Start
End (month-end)
Door codes
Click “Reload”.
STR Wireless · 6633 Studios
Assign TP-Link Omada WiFi vouchers to units. Rent ≥ $730 → 2-device voucher (Basic-2 / Fast-2); below → 1-device (Basic-1 / Fast-1). Choose one available code per unit from the matching pool.
Import vouchers— paste the text/codes from an Omada voucher PDF; every 6-digit code is added to the pool (duplicates ignored).
Unit
Guest
Rent $
Speed
Suggested
Select voucher
Current voucher
Click “Reload”.
Admin · User Management
Add or remove portal users and reset passwords. Admin-only.
After repeated wrong passwords a login is locked for 15 minutes. Locks clear on a successful login, after 15 minutes, or with Unlock.
Email
Role
MFA
Status
Created
Actions
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Failed logins for unknown emails
These attempts used an email that doesn't match any user — usually a typo (compare with the list above) or someone guessing.
Email as typed
Status
Actions
Settings · Integrations
Connect third-party services. Credentials are encrypted at rest and never shown again. Admin-only.
🔐 Sifely smart locks
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📮 Docsmit · certified mail
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Used to mail notices via certified mail. Get an API token from
secure.docsmit.com → Account → API (you said one is requested).
The token is sent as HTTP Basic auth and stored encrypted here.
✉️ Gmail · email (Workspace)
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Setup instructions (app password)
On the sending mailbox, turn on 2-Step Verification (myaccount.google.com → Security).
Go to myaccount.google.com → Security → App passwords (or visit
myaccount.google.com/apppasswords).
Create an app password (name it “Tenant Portal”). Google shows a 16-character code.
Paste it below with the sender address, then Save and Test connection.
If “App passwords” is missing, your Workspace admin has disabled it (Admin console → Security → less-secure/app passwords) — ask them to allow it.
Leave blank to send from the sender above. To use an alias, first add & verify it in Gmail → Settings → Accounts → “Send mail as”, otherwise Gmail rewrites From back to the sender. This is the address recipients see and (unless a Reply-To is set) reply to.
All aliases send through the same account above (same app password). Each must also be added & verified in that Gmail account under Settings → Accounts → “Send mail as”. Every Email button in the portal gets a From dropdown listing the default, these aliases and the sender. Replies go to the alias you pick; the Reply-To address below still gets the Cc copy.
Sends authenticated as the sender; recipients’ replies are directed to this address (e.g. an alias).
To change just the sender or Reply-To, leave the app password blank and Save — the stored password is kept.
✍️ Landlord signature
Upload a signature image (PNG/JPG). It is cleaned automatically (background removed, cropped to the ink, sized to a standard height). Every document and email has a ✍️ Sign with my signature checkbox — when ticked, it is placed above the signer line (preview, print, email, and mailed PDF).
💾 Backup & restore
Creates a single .tar.gz containing everything needed to stand the portal back
up, plus a RESTORE.md with step-by-step instructions. The database is captured
with VACUUM INTO, so the copy is consistent and standalone — safe to take while
the app is running.
⚠️ This makes the archive a secret..env holds the DoorLoop API key and
SIFELY_CONFIG_ENC_KEY — the only key that can decrypt the stored Gmail, Docsmit
and Sifely credentials. Anyone who obtains the file obtains those credentials.
Without it, a restore works but integrations must be re-entered.
Saved on server
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Account Security
Protect your login with an authenticator app (Google Authenticator, Authy, 1Password…). After it's on, signing in needs your password and a rotating 6-digit code.
Checking…
Two-factor authentication is off for your account.
Scan this QR code
Can't scan? Enter this key manually:
Enter the 6-digit code it shows
Two-factor authentication is on. You'll be asked for a code each time you sign in.
Save these backup codes now — each works once if you lose your phone. They won't be shown again.
3-Day Notice to Pay Rent or Vacate
From — landlord entity issuing the notice
Parties & Premises
Amounts — late fees excluded
Notice Type & Timing
Delivery day = day 0; deadline = notice date + period days.
Payment & Delivery
Expanded Remedies (optional — must match the lease)
Service / Certificate (fill at service)
Live preview — re-renders as you edit
Notice history
Notice
Generated
Status
Delivery / sent
Total
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Create Lease
Lease type & parties
Property & term
Rent & fees
Additional monthly fees
Fees & penalties (one-time)
Other charges / penalties
Other terms
Policies & disclosures
Notices & electronic delivery
Special provisions
Live preview — re-renders as you edit
Move-Out
Workflow stage
Tenant & premises
Timeline
Make-ready charges (checked items deduct from the deposit)
Custom charges
Deposit disposition
Document options
Live preview — re-renders as you edit
Communication
Details
Signature
Live preview — re-renders as you edit
Move-out document
Document
Property letterhead
Tenant & addresses — type over anything DoorLoop didn't provide
Dates
Notes for this tenant (optional)
Credits — funds held
Debits — other amounts withheld
Itemized charges — move-out fee schedule (enter a quantity)
Unit prices default to the schedule; edit them for "actual cost" items. Cleaning/repair under the $95 minimum is topped up automatically.
Custom lines
Details
Live preview — re-renders as you edit
Onboarding document
Document
Property letterhead
Applicant / tenant — type over anything DoorLoop didn't provide