Tenant Portal Template

A comprehensive portal for property managers and tenants to manage units, track maintenance requests, handle rent payments, and streamline communication in one place.

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Overview

This free template helps you build a custom tenant portal on top of your existing property management data—so you can eliminate scattered spreadsheets, endless email threads, and phone tag with tenants.
It includes a sample database showing how to structure your data for managing units, tenants, maintenance requests, payments, and documents. You can also connect to any Softr-supported data source like Airtable, Google Sheets, Notion, monday.com, and more.

Why use this tenant portal template

Centralize property operations in one place: Manage units, tenants, maintenance requests, and rent payments in a single secure platform.
Give tenants self-service access: Tenants can view unit details, submit requests, track payments, and access documents—without constantly reaching out to you.
Get AI-powered insights on requests: Property managers can chat with an AI assistant to analyze maintenance trends, identify urgent issues, and make data-driven decisions.

Template features:

Unit and tenant management
Property managers can add new units, edit unit information, view occupancy status, and browse all tenants with their assigned units in one central hub.
Maintenance request tracking
Tenants submit maintenance and repair requests with categories, priorities, and photo attachments. Property managers can track status, assign requests, and communicate via comments.
Rent payment logging and confirmation
Tenants log rent payments with proof of payment uploads. Property managers can view payment history, track overdue payments, and confirm receipt.
Document storage and access
Store and organize leases, policies, rules, and other important documents. Tenants can access documents related to their unit anytime.
Targeted announcements
Property managers can post announcements to specific units, automatically making them visible to the relevant tenants.
AI-powered request insights
Property managers can use an AI chatbot to query maintenance requests, identify trends, and get instant insights about property issues.
Task management
Property managers can track their own tasks to stay organized and ensure timely follow-ups on maintenance and tenant issues.
Works on any device
Allow users to access the platform from any device with a fully responsive design. You can even turn your app into a downloadable mobile app with Softr's PWA feature.

Who is this tenant portal template for?

This template is designed for property managers, landlords, and real estate professionals who need a simple way to manage rental units and communicate with tenants. It's especially useful for:

Residential property managers: Oversee multiple rental units, track maintenance, and manage tenant communications from one dashboard.
Small to medium property management companies: Centralize operations across portfolios without paying for expensive property management software.
Landlords with multi-unit properties: Keep track of apartment buildings or multiple rental properties with organized unit and tenant data.
Real estate professionals: Manage tenant relationships, maintenance requests, and lease documents in a structured, accessible way.
Housing cooperatives: Coordinate member units, maintenance requests, and community announcements efficiently.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your tenant portal template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Bring in your data: Your template comes with a Softr Database already connected and loaded with sample data. From there, replace it with your own data or connect to 17+ external sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks.
3
Customize logic and branding: Describe changes using the AI Co-Builder, or adjust layouts with drag-and-drop blocks. Review user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your tenant portal is ready! Authentication, permissions, and hosting are already built in. Publish and share the URL with your teammates or clients to start collaborating.

Frequently asked questions

What is a tenant portal?
A tenant portal is a digital platform that connects property managers and tenants, providing a centralized space to manage unit information, maintenance requests, rent payments, documents, and communications. It eliminates the need for back-and-forth emails and phone calls by giving both parties real-time access to property management data.
Can tenants submit maintenance requests through the portal?
Yes. Tenants submit maintenance requests with a category (plumbing, electrical, appliance, or general), priority level, description, and photos, then track status in real-time as it moves from New to In Progress to Completed.
You can set up a Softr Workflow to notify the assigned property manager by email or Slack whenever a request comes in marked High priority, so urgent repairs don't sit in a queue.
How do property managers track overdue rent payments?
Property managers get a dashboard view showing all rent payments with their status—unpaid, payment sent, or payment received. The system highlights overdue payments so managers can quickly follow up with tenants.
Can I customize the portal design and branding?
Yes. Duplicate the template into your workspace, then prompt the AI Co-Builder with something like "add a Pet Deposit field to the Units table and show it on the unit details page," and it builds the change for you. Prefer hands-on control? Use the visual editor instead.
You can also add your logo, connect a custom domain, and adjust colors and layout to match your property management company's branding.
What data sources does this template integrate with?
This template works with Softr's built-in database and can connect to 17+ data sources including Airtable, Google Sheets, Notion, HubSpot, monday.com, and SQL databases. You can also integrate with tools like Zapier or Make for extended automation.
How does the AI chatbot help property managers?
The AI-powered chatbot allows property managers to ask questions about maintenance requests and get instant insights—like identifying recurring issues, urgent requests, or trends across units. This helps managers make faster, data-driven decisions without manually reviewing every request.