Build Rental Property Management Platform

# AAVINEST ## RENTAL PROPERTY MANAGEMENT PLATFORM ### Software Requirements Specification (SRS) **Version:** 1.0 **Initial Market:** Hyderabad, Telangana, India **Document Type:** Product & Software Requirements --- ## 1. Project Overview AAVINEST is a comprehensive rental property management platform designed to simplify and streamline the entire residential rental lifecycle. The platform will provide end-to-end support for property listings, tenant enquiries, property visits, tenant applications, background verification, rental agreements, move-in coordination, rent collection, agent commissions, and property maintenance requests. The initial launch will focus on **Hyderabad, Telangana**, with a scalable architecture that supports future expansion into additional cities and markets. The solution will be delivered as a **responsive web application**, featuring dedicated portals for Administrators, Property Agents, Property Owners, and Tenants. Each portal will provide role-specific functionality, ensuring secure access, operational transparency, and a seamless user experience. ## 2. Project Goals The primary objectives of the AAVINEST platform are to: 1. **Build a Trusted Rental Marketplace** Provide an online platform where prospective tenants can discover and explore available residential rental properties. 2. **Empower Property Agents** Equip agents with tools to manage property listings, tenant enquiries, property visits, applications, agreements, and ongoing tenant support. 3. **Improve Owner Visibility** Give property owners clear visibility into property marketing, tenant selection, occupancy, rental income, and maintenance activities. 4. **Simplify the Tenant Experience** Enable tenants to search for properties, submit applications, complete verification, pay rent online, and raise maintenance requests. 5. **Automate Business Operations** Streamline notifications, payment tracking, agent commission calculations, service-level monitoring, and operational escalations. 6. **Ensure Transparency and Accountability** Maintain a centralized, auditable record of property activities, communications, approvals, payments, and financial transactions. ## 3. User Roles & Access Management The platform will support four primary user roles. Each role will have specific permissions and access to functionality based on its responsibilities. ### 3.1 Administrator The Administrator will have centralized control over platform operations, users, configurations, and business performance. **Key Responsibilities:** - Create, update, suspend, and manage Agent, Owner, and Tenant accounts. - Review, approve, or reject property listings. - Assign and reassign properties to agents. - Monitor the complete rental lifecycle, including enquiries, visits, applications, verification, agreements, rent, deposits, commissions, and service requests. - Configure platform settings, property categories, service fees, commission structures, and notification rules. - Review escalations and monitor service-level compliance. - Review, approve, or reject agent commission entries. - Record agent commission payouts and adjustments. - Generate operational, financial, property, and agent performance reports. ### 3.2 Property Agent The Property Agent will manage assigned properties and coordinate interactions between prospective tenants, existing tenants, and property owners. **Key Responsibilities:** - Create and maintain assigned property listings. - Upload and manage property images, videos, descriptions, and availability details. - Receive tenant enquiries and contact prospective tenants. - Schedule and coordinate property visits. - Arrange multiple property visits, including other properties managed by the same agent. - Capture visit-specific tenant feedback, preferences, and follow-up actions. - Coordinate tenant applications, background verification, rental agreements, deposit collection, and move-in activities. - Receive and manage tenant maintenance/service requests. - Acknowledge service requests within **24 hours**. - Coordinate with property owners, tenants, and maintenance vendors to resolve issues. - Record communication, agreed actions, and final resolution details. - Access a personal commission dashboard displaying earnings, transaction history, monthly statements, and payout status. ### 3.3 Property Owner The Property Owner will have access to a dedicated portal to monitor their properties, prospective tenants, rental activity, and maintenance requirements. **Key Responsibilities:** - View and manage information related exclusively to their own properties. - Track property enquiries and prospective tenant interest. - View scheduled and completed property visits. - Review tenant feedback and agent follow-up updates. - Review applicant information and background-verification status or reports, subject to authorization and applicable privacy requirements. - Approve or reject prospective tenants. - Review and approve rental agreements. - Monitor property occupancy, rent collections, and security deposits. - View and respond to maintenance/service requests. - Approve maintenance work and associated expenses where required. - Review property-level income and expense summaries. ### 3.4 Tenant The Tenant will have access to a dedicated portal to discover properties, manage rental applications, make payments, and request property-related services. **Key Responsibilities:** - Search and filter available rental properties based on location, rent, property type, amenities, and other preferences. - Express interest in selected properties. - Track enquiry updates and property visit schedules. - Monitor application and background-verification progress. - Submit required personal, employment, and verification information with appropriate consent. - Access signed rental agreements and active tenancy details. - View upcoming rent dues and payment status. - Pay rent securely through supported online payment methods. - Download paym