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NextGen Home Solutions

Tenant Management Portal

Welcome

Your NextGen Home Solutions workspace. Jump to a tool, or check the team’s shared notes and calendar.

Team task board

Drag tasks between lanes or open one for details

To do

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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
ApplicantPropertyMove-inDOBResultSummaryActions
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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. Create a lease (prefilled from the application), or archive the applicant. Generated leases move to the Archive tab.

Active
Archive
ApplicantProperty applied forMove-inStatusLeaseActions
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Tenant Offboarding

Leases pulled from DoorLoop. Start a move-out to generate Move-Out Instructions, track the make-ready inspection, and itemize the security-deposit disposition (§ 92.103 — 30 days). Completed move-outs move to the Archive tab.

Active
Archive
TenantPropertyOverdueDocumentMove-outActions
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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.

TenantPropertyMonthly rentOverdueTotal owedStatusGenerate 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.

UnitGuestEmailPhoneStartEnd (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.

UnitGuestRent $SpeedSuggestedSelect voucherCurrent voucher
Click “Reload”.

Admin · User Management

Add or remove portal users and reset passwords. Admin-only.

EmailRoleCreatedActions
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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)
  1. On the sending mailbox, turn on 2-Step Verification (myaccount.google.com → Security).
  2. Go to myaccount.google.com → Security → App passwords (or visit myaccount.google.com/apppasswords).
  3. Create an app password (name it “Tenant Portal”). Google shows a 16-character code.
  4. 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.
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 embedded above the signature line on every generated notice (preview, print, email, and mailed PDF). A cropped image on a white/transparent background looks best.

💾 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.
Saved on server
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