The Property Manager Portal is the operational command center of Sentus.ai. While tenants, landlords, techs, and vendors each get purpose-built views, the PM portal aggregates everything into a single dashboard designed for managing portfolios of any size.
This guide walks through every major section of the PM portal, what it does, and how it connects to the rest of the platform.
Dashboard Overview
The dashboard is the first screen you see after login. It is designed to answer the question: “What needs my attention right now?”
Active Work Orders. A count and list of all open work orders across your portfolio, sorted by priority. Emergency work orders (water leaks, gas, no heat) appear at the top with visual urgency indicators. Each card shows the property, unit, issue category, assigned tech/vendor, and time since creation.
Today’s Schedule. A timeline view of all scheduled maintenance visits for the day. Click any visit to see the full work order, contact the tech, or reschedule.
Recent Calls. A log of all calls handled by Sophia in the last 24 hours, with transcripts, work orders created, and any items flagged for PM review. This is where you spot issues Sophia was unsure about — she marks them for human review rather than guessing.
Key Metrics. Average response time, open work orders by priority, tenant satisfaction score (if surveys are enabled), and occupancy rate.
Work Order Management
This is the core of the PM portal. Every work order in your portfolio lives here, filterable by property, status, priority, category, assignee, and date range.
Creating a Work Order. PMs can create work orders manually from the portal. The form auto-populates property and unit information, and the category selector triggers the appropriate dispatch rules. But in practice, most work orders are created by Sophia from phone calls or by tenants through the tenant portal.
Work Order Detail View. Each work order shows the complete lifecycle:
- Creation source (Sophia call, tenant portal, PM manual entry)
- Full conversation transcript (if created by Sophia)
- Status history with timestamps
- Assigned tech/vendor and their response
- Photos (before, during, after)
- Parts and labor logged
- Cost summary
- Tenant communication log
Bulk Actions. Select multiple work orders to reassign, reprioritize, or close in batch. Useful when a tech calls in sick and you need to redistribute their queue.
Property & Unit Management
Property Overview. Each property page shows units, current tenants, active work orders, financial summary, and maintenance history. This is where you configure property-specific settings: access codes, vendor preferences, emergency contacts.
Unit Detail. Drill down to any unit to see lease status, tenant information, work order history, and inspection records. The unit page is also where you record move-in/move-out condition reports.
Vacancy Management. A filtered view of all vacant units across your portfolio with days vacant, make-ready status, and listing information. Make-ready work orders can be created directly from this view.
Voice AI Management
This section gives PMs control over how Sophia handles calls for their properties.
Call Log. Every call Sophia handles is logged with full transcript, duration, language detected, work order created (if any), and confidence score. Low-confidence calls are flagged for PM review.
Review Queue. Calls where Sophia was not confident enough to create a work order automatically appear here. The PM reviews the transcript and either approves the auto-generated work order, modifies it, or dismisses it.
Configuration. PMs can customize Sophia’s behavior per property:
- Greeting message
- Emergency keywords and escalation rules
- After-hours behavior
- Language preferences
- Call routing rules (which calls go to Sophia, which go to a human)
Vendor & Tech Oversight
Internal Staff. View and manage your in-house maintenance team. See each tech’s current workload, assignment history, average completion time, and performance metrics.
Approved Contractors. Manage your contractor roster. Each contractor profile includes trade specialties, service area, insurance status, average response time, and rating.
Dispatch Rules. Configure the automated dispatch engine: which issue categories route to which tiers, cost approval thresholds, response time deadlines, and escalation paths.
Reporting & Analytics
Operational Reports. Work order volume, response times, completion rates, and cost per work order — all filterable by property, date range, and category.
Financial Reports. Maintenance spend by property, vendor, and category. Year-over-year comparisons. Budget vs. actual.
Tenant Satisfaction. If surveys are enabled, aggregated satisfaction scores by property with trend lines and drill-down capability.
Export. All reports export to CSV for import into accounting software, owner reports, or board presentations.
Notifications & Alerts
PMs configure which events trigger notifications and through which channel (portal, email, SMS, or push):
- New emergency work order created
- Work order SLA exceeded
- Vendor declined a dispatch
- Tenant escalation (multiple calls about the same issue)
- Lease expiration approaching
- Vacancy exceeding threshold
The goal is not to send more notifications — it is to send the right notifications at the right time.
Mobile Access
The PM portal is fully responsive. Every feature available on desktop works on a phone or tablet. There is no separate mobile app to download — the portal is a progressive web app (PWA) that can be installed on any device’s home screen.
Field PMs who spend most of their day at properties have the same access as office PMs who sit at a desk. The interface adapts, but the data and capabilities are identical.
Getting Started
The PM portal is available to all Sentus.ai customers on every pricing tier. If you are evaluating the platform, the best way to understand the PM portal is to see it in action with your own data.
Book a demo and we will walk you through every feature with a sandbox account configured for your portfolio size and property types.
See Sophia in action