Dashboard User Guide

1. Overview

The Dashboard is your central place to monitor portfolio performance across occupancy, lease activity, compliance risk, and revenue. It combines high-level KPIs (key performance indicators) with table views and a calendar view so you can quickly understand current conditions, upcoming events, and operational follow-ups.

What you can do in the Dashboard

Use the Dashboard to:

• Monitor occupancy and revenue health at a glance.

• Track move-ins, move-outs, and upcoming lease events.

• Identify delinquent tenants and outstanding balances.

• Review lease renewals, rent increases, and expirations.

• Filter by location or entity to focus on a subset of properties.

Accessing the Dashboard

To open the Dashboard, go to Main Menu → Reports → Dashboard.

2. Dashboard Layout

The Dashboard is organized into three primary sections:

1. KPIs
   High-level metrics such as occupancy rate, rent charges, and AR balance.

2. Table View
   Detailed, tabbed lists for occupancy, compliance/risk, and lease management.

3. Calendar View
   A date-based view of upcoming lease-related events, with a details panel for additional context.

3. Location Scope (Applies to KPIs, Tables, and Calendar)

You can scope the Dashboard to specific properties or organizational groupings. The system resolves scope in the following order:

1. Property IDs – Direct list of properties

2. Location Group IDs – Group of Intacct locations mapped to properties

3. Entity IDs – Company entities mapped to properties

4. No scope provided – Defaults to all properties in your company account

Tip: If data appears empty, verify your location scope includes the properties you expect.

4. KPI Section

KPIs summarize portfolio performance for the current property scope. All values are rounded to standard decimal precision.

KPI Definitions and Calculations

KPI Configuration and Setup Notes

• Base rent designation is controlled by Property Charge Controls. A charge must be flagged as Base Rent and mapped to an order entry item to count toward Rent Charges.

• AR Balance and Delinquent Tenants require Intacct AR Aging data. If AR data is unavailable or not synced, these KPIs may display as empty.

• KPIs automatically update when you change the location scope.

5. Table View

The Table View provides detailed lists across three tabs: Occupancy, Compliance & Risk, and Lease Management.

All tables support:

• Filtering by column-level criteria

• Sorting by any column header

• Pagination (page/limit)

5.1 Occupancy Tab

Units

Displays every unit in scope and its current occupancy status.

Columns

• Unit

• Property

• Tenants (current lease tenants)

• Total Sq Ft

• Occupied (true/false)

• Status

Filters

• Unit (text, contains)

• Property (text, contains)

• Tenant (text, contains)

• Occupied (true/false)

• Total Sq Ft (exact number)

Common actions

• Identify vacant units or filter to occupied units only.

• Sort by Total Sq Ft to find the largest or smallest units.

Move-ins

Shows upcoming or current move-ins (lease move-in date on or after today).

Columns

• Unit

• Lease

• Tenant

• Lease Start

• Lease Move-In

• Total Charges (sum of recurring charges)

Filters

• Unit (text, contains)

• Lease (text, contains)

• Tenant (text, contains)

• Lease Start (exact date)

• Lease Move-In (date range)

Common actions

• Track upcoming move-ins by move-in date.

• Review total recurring charges before move-in.

Move-outs

Shows upcoming or current move-outs (actual move-out date on or after today).

Columns

• Unit

• Lease

• Tenant

• Lease End

• Lease Move-Out (actual)

• Deposit Balance

• Total Open Invoices

Filters

• Unit (text, contains)

• Lease (text, contains)

• Tenant (text, contains)

• Lease End (exact date)

• Lease Move-Out (date range)

Common actions

• Monitor leases approaching move-out.

• Review deposits and unpaid balances before closeout.

5.2 Compliance & Risk Tab

Delinquent Tenants

Shows tenants with outstanding AR balances based on aging buckets.

Columns

• Tenant

• Current

• 30 Days

• 60 Days

• 90 Days

• 120 Days

• 120+ Days

• Total Due

Filters

• Tenant (text, contains)

Notes

• Only tenants with a Total Due > 0 appear.

• Values come from Intacct AR Aging buckets.

5.3 Lease Management Tab

Lease Renewals

Shows renewal offers that are active (not accepted and not expired).

Columns

• Lease

• Tenant

• Unit

• Lease End

• Offer Date

• Offer Expiration

• Lease Term (e.g., “6 Months”, “12 Months”, “Month to Month”)

• New Charge

Filters

• Lease (text, contains)

• Tenant (text, contains)

• Unit (text, contains)

• Lease End (exact date)

• Offer Date (exact date)

• Offer Expiration (date range)

How “New Charge” is calculated

• For each renewal offer charge, the system applies the longest available term.

• New Charge equals the sum of each charge:
  current amount × (1 + markup%)

Rent Increases

Shows upcoming base-rent increases from scheduled charge changes.

Columns

• Lease

• Item (Order Entry Item ID)

• Tenant

• Unit

• Effective Date (next scheduled date)

• Current Charge

• New Charge

Filters

• Lease (text, contains)

• Item (text, contains)

• Tenant (text, contains)

• Unit (text, contains)

• Effective Date (date range)

Notes

• Only base rent items (as defined in property charge controls) are included.

• Current vs. New Charge values come from recurring charge schedules.

Lease Expiration

Shows leases with defined end dates in scope.

Columns

• Lease End

• Lease

• Tenant

• Unit

Filters

• Lease (text, contains)

• Tenant (text, contains)

• Unit (text, contains)

• Lease End (date range)

6. Calendar View

The Calendar View provides a date-based summary of key lease events. Events are derived from the same underlying data as the Table View, so filters and location scope apply consistently.

Event Types

• Move-Ins – based on Lease Move-In date

• Move-Outs – based on Actual Move-Out date

• Lease Expirations – based on Lease End date

• Lease Renewal Offers – based on Offer Date and/or Offer Expiration

• Rent Increases – based on Effective Date

Selecting Dates

• Select a single day to view all events scheduled for that date.

• Select a date range (click and drag, or use your calendar’s range selection) to view events occurring within that period.

• The Calendar automatically highlights days with events, helping you quickly identify busy periods and upcoming activity.

Events List and Details Panel

When you select a date or event, the details panel typically shows:

• Unit, Lease, and Tenant references

• Key dates (move-in/out, lease end, offer expiration)

• Financial values (charges, deposit balances, open invoices) where applicable

Tip: Use the Table View tabs if you need sortable, pageable lists of the same events.

7. Common Scenarios and Tips

Why are my KPIs empty?

• Confirm your location scope includes active properties.

• Ensure property charge controls are configured for base rent.

• Verify Intacct AR Aging is available for AR-related KPIs.

Why aren’t move-ins or move-outs appearing?

• These lists only include current or future move-in/move-out dates.

• Past events are excluded by default.

Why is the delinquent tenant list short?

• Only tenants with Total Due > 0 are shown.

• Tenants without leases in scoped properties are excluded.

Why are rent increases missing for a lease?

• Only recurring charges tied to base rent items are included.

• The increase must have a future effective date.