Tenant Portal
A self-service web app where tenants view their balance, make payments, submit maintenance requests, and download documents - without calling you.
How tenants access the portal
Each landlord account has its own portal address based on your account slug, for example: yourname.tenant-portal.robs-tools.com. Tenants log in with their email address and a password they set when they accept the invite.
- Enter the tenant's email on their profile tab in the main app.
- Click the Invite button next to the email field.
- The tenant receives an email with a secure link to set their password.
- After setting their password they can log in any time at your portal address.
The Invite button shows a checkmark and changes to Resend once the tenant has been invited. Use Resend if they lose the original email.
What tenants can do in the portal
| Tab | What the tenant sees |
|---|---|
| Dashboard | Current balance, next charge due, recent activity summary |
| Charges | All open charges with amounts and due dates |
| Pay | Make a payment by ACH bank transfer or credit/debit card |
| Maintenance | Submit a new work order and track all their open requests |
| Ledger | Full transaction history - charges, payments, and running balance |
| Documents | Download documents you have sent them (leases, notices, etc.) |
| Contact | Your contact information |
Online payments
Tenants can pay by ACH bank transfer or credit/debit card. Payments are processed through Stripe and applied to open charges oldest-first, the same as a manually entered payment.
Fee passthrough: You can choose whether to absorb processing fees or pass them through to the tenant. This is configured in Settings > Portal. When fee passthrough is on, the tenant sees the fee amount before confirming.
Sending documents to tenants
There are two ways to send a document to a tenant's portal:
- From the Documents page - open a template, click Send to Portal, choose the tenant and document category. The app merges the template with that tenant's data and delivers the PDF.
- From the tenant's Docs tab - click Send to Portal, select a PDF file from your computer, choose a category (Lease, Notice, or Misc) and a title. Use this to send any PDF - not just templates.
Documents appear in the tenant's portal under the Documents tab, organized by category. They can download them any time.
Maintenance requests
When a tenant submits a work order from the portal it appears immediately in your Work Orders tab with a blue New badge. You can reply through the message thread; the tenant sees your replies in real time. See Work Orders for full details.
Portal demo mode
When you load demo data in the main app, the demo banner shows a Portal demo code. Anyone can use this code at your portal address to log in as a demo tenant and see what the portal looks like from the tenant's perspective - useful for showing prospective tenants before they sign a lease.
Localization
The portal is fully localized in English, Spanish, and French. Each tenant sees the portal in whatever language their browser is set to.