Property management

The Property management section holds two screens: Owners and Tenants. Owners are the people whose properties you manage; the Tenants screen holds the leases, the contracts behind the properties you list for rent. Rent is collected on the Rent payments screen under Finance.

Owners

The Owners screen lists every owner with their contacts (masked, like enquiries), their approval limit for repairs, their properties, and the state of their invitation to the owner space. Every change is audited.

• Link a property to its owner on the listing. Set the commission (holiday homes) and the fee on rent (properties for rent) on the property itself. An owner’s own rates, from before, stay as the fallback for properties that set none; the owner’s form no longer shows them.
• An owner’s contacts and notes are personal data: encrypted, masked in lists, and covered by the per-person find and erase tools. Erasing an owner keeps the record and its properties, deactivated.
• An owner is never a staff account. They sign in to their own space only.

An owner’s page opens with a header card: their name, active or not, how many properties they have, their documents approved out of those asked, their owner space, and how to reach them (in full only for those who may see owners’ contacts). Statement comes first, with Ask for documents and Invite to the owner space beside it, the rest under ⋯.

An owner’s documents

When an owner signs with you, they hand over documents: an ID, the title deed of each property, the signed management agreement and so on. Majali asks for them, collects them and tracks them on the owner.

• Document types are your company’s own list, under Settings, then Property management, then Document types: a name in each language, whether it is asked of the owner or of each of their properties, whether it is required, and whether it expires (its expiry date is then asked when it is approved, with a reminder before). Abu Dhabi companies start with the owner’s Emirates ID or passport, a power of attorney when someone signs for the owner, the signed management agreement and a bank letter with the IBAN, and the title deed of each property. A type in use is set aside, never deleted.
• Ask for documents on the owner’s page offers your types, the required ones ticked. The owner receives one email with the list and a link to their owner space. A document already asked, received or approved is never asked twice.
• The owner uploads each document from the owner space, from the phone or the computer: a PDF, or a JPEG, PNG or WebP image, at most 15 MB, checked by its content. You can also upload a copy the owner handed you, from the document’s page. Every upload is kept.
• Where the files live: only in your company’s connected storage (see Settings), never on a public address, under file names that never carry a person’s name. A photo loses its location and other metadata. Staff who may see the owner, and the owner, open a file through Majali; every opening is recorded in the audit log.
• Review: each upload makes a “Review” task for the person who asked for it. On the document’s page, approve it (with its expiry date when the type expires) or send it back with a reason the owner reads.
• Expiry: before an approved document expires, the person who reviewed it gets a task. On the day it expires, the owner is asked for a new one in their space.
• Progress: the Owners list shows each owner’s required documents approved out of those asked (for example 3 / 5) and filters on “Documents incomplete”; the owner’s page has a Documents tab. Missing documents block nothing: listing, leasing and the owner space work as before.

Erasing an owner’s personal data deletes their files from your storage and keeps what was asked, and when.

Inviting an owner

Press Invite to the owner space on the owner’s record. The owner receives a one-time link, valid for 15 minutes and used once, which opens a 30-day session in the owner space. Opening the link shows a Sign in button: the link is used only when it is pressed, so a mail scanner that opens links never uses it up. More than five links requested for one address in an hour pause that address. The Owners screen shows whether the invitation is pending or accepted and the last sign-in.

What an owner sees

The owner space is a mobile-first app in your company’s branding, installable from the phone’s browser. It shows only the owner’s own properties. On a phone, the bar at the foot holds Properties, Calendar, Leases and Maintenance (Documents and Statements take a free place when your company does not run one of those), and More opens Documents, Statements, Team and Profile. On a laptop the sidebar lists them all.

• Properties: this month’s nights, paid stays and the net owed per property.
• Calendar per property (while your company runs bookings): the property is chosen in a list with each property’s photo, the month shows each stay as a band (dates and status only, never a guest’s name), and today is circled. Block dates opens a sheet for the owner’s own stay, within the property’s rules; Remove asks first, and works while no booking covers the dates.
• Leases (while your company runs leases): a card per lease, running ones first, with the renter’s name, the term, the rent, the notice deadline, any renewal, how many payments are received and which are late, and the payments themselves. The renter’s email and phone are never shown.
• Maintenance (while your company runs maintenance): what waits for their approval first, a card each with the estimate against their approval limit, Approve or Decline with an optional note; then the jobs in progress and those done in the last 90 days, with the charges to them.
• Documents: how many are received of those asked, what to send (each Upload opens a sheet for a PDF or a photo) and what you received, with any expiry.
• Statements, one per month (see below).
• Profile: the owner’s name and phone, which they change; their email, shown read-only because they sign in with it (your team changes it on the owner’s record); how to reach your company; and Sign out.

A sign-in link in an email about a document or a repair opens that page once the owner has confirmed.

The owner’s team in the owner space

An owner whose properties are run by their own staff can let up to three people into their space, each with their own email. The owner adds them under Team in the owner space, with Add; your team can do the same from the People tab on the owner’s page, where a new sign-in link can also be sent.

• Team lists the owner first, who is never removed, then their people.
• Each person receives an email with a one-time link, and later signs in with their own address, like the owner.
• They see what the owner sees, except Team. The header shows who they are and for whom. In their profile they change only their own name.
• What they do is recorded under them: a document uploaded, a repair answered, dates blocked.
• Remove asks first; it ends their access at their next click. Deactivating or erasing the owner removes their people too.
• Their name and email are personal data, covered by the per-person find, export and erase tools.

Statements

A statement is computed from the records; nothing is typed in. For each property and month it shows:

• the paid stays’ nights, gross, fee lines, the commission at the owner’s rate or the property’s override, and the net owed;
• the rent recorded that month for the owner’s leases, less the cheques bounced that month, your fee and the owner’s share;
• the maintenance charges recorded that month to the owner, less those cancelled that month, deducted from what is owed.

Amounts are totalled per currency and never added across currencies. Deposits never appear: they are the renter’s money. In the admin, Statement on an owner’s record shows the same figures for a chosen month. Both the admin and the owner space print it or save it as a PDF through the browser.

A statement never changes after the fact: see “How money is dated” in Finance.

Print or save as PDF in the owner space prints the statement itself, on A4: your company’s letterhead (logo, name, office, phone, email, website and trade licence, from Settings > Holiday homes and your branding), the period, the issue date and a statement number, who it is for, a summary ending on the amount owed, and a table per part.

Leases

A lease is made on a property listed for rent. It records:

• the renter, a person in your Contacts, chosen by searching your people or added with Add a person (found by email, then phone, or created); a company renter keeps its company name beside the person who signs;
• the use (residential or commercial) and whether the property is furnished;
• the term (start and end dates, inclusive), the annual rent, the currency and the number of instalments;
• the landlord (the property’s owner, or empty for your company’s own property) and the management fee, which defaults to the property’s fee on rent, else the owner’s;
• the deposit, which defaults to your company’s percentage of the annual rent (furnished or unfurnished);
• the registration number with the authority, under your company’s registry name, and its date;
• the team member who handles it.

No identity document, copy or attachment is stored on a lease. Every change is audited.

A lease’s page opens with a header card: the renter, the status, use and reference, the yearly rent with the term, how to reach the renter (masked for those who may not see their details), the property, who handles it and the notice deadline, and a warning when it is past its end, ends within 90 days or is not registered. Activate (a draft) or Renew (an active lease) comes first, the next steps beside it, the rest under ⋯.

From draft to end

Nothing ends a lease by itself. A lease past its end with no active successor is flagged until you end or renew it.

The schedule and cheques

Activation needs a rent schedule. Let Majali split the term’s rent into the lease’s number of equal instalments (any remainder goes on the first; the first is due on the start date; month ends are clamped), or enter the rows one by one. A schedule that does not add up to the term’s rent is a warning, not a refusal. Rows still due can be edited; received, bounced and cancelled rows are history.

Each instalment carries its due date, amount and method (cheque, transfer, cash, card or other), with the cheque number, bank and reference when you record it.

Deposits

The deposit’s amount defaults from your Lease settings. At the end of the lease you record what was returned and what was withheld, with a note. With maintenance on, End the lease is prefilled from the move-out inspection’s deductions and the renter’s unpaid charges, and a missing move-out is its own alert. Deposits never appear in an owner’s statement, and Majali never holds the money.

Registration

Record the registration number given by your market’s registry, where leases are registered (Tawtheeq in Abu Dhabi, for example), and its date. A number can be used once. An active lease without one is flagged on My work and the dashboard until you record it.

Notices and renewals

The lease shows its renewal notice deadline: the end of the lease less your company’s notice period, residential or commercial. Record a notice keeps when it was given, by whom, and its intent: renew, leave, new terms or vacate. A notice given late, or a vacate notice shorter than your company’s period, is a warning.

Renew makes one successor draft starting the day after the end, at the same rent and number of instalments. A rent higher than the previous one by more than your company’s cap is a warning. Activating the successor ends the previous lease as renewed and carries its deposit over.

Lease settings and warnings

Settings, then Property management, then Lease settings holds your company’s rules: the registry’s name in each language, whether notices count in days or months, the renewal notice for residential and for commercial leases, the vacate notice, the rent increase cap (empty means no cap), the deposit percentages for unfurnished and furnished properties, and the renewal window in days. They start empty, or from your region’s starter pack where one exists (Abu Dhabi: Tawtheeq, 2 and 3 months’ notice, 12 months to vacate, a 0% cap since 3 June 2026, deposits of 5% and 10%, a 30-day window), and keep your changes. The screen lists what is still missing.

Every rule is a warning, never a refusal: you see the legal limit and decide.

Who sees a lease

People with “see every lease” see them all; everyone else sees the leases they handle. The renter’s email and phone show in full on your own leases; otherwise they need the unmasking permission and a fresh code, and each view is audited. When someone leaves the team, their leases are left to nobody until reassigned.

Alerts and the timeline

My work, its badge and the dashboard list rent due within seven days, overdue rent, renewal decisions inside the window before the notice deadline, active leases without a registration number and leases past their end. No email is sent.

Log activity and Add a follow-up work on a lease. A lease can be created from an enquiry or from a leasing deal, filled from the person, the property, the owner and the value.

The tenant space

The people renting your properties get an app of their own, at <company>.tenants.majali.app (or your own host), in your branding and installable from the phone. It needs the tenant space in your plan.

• Inviting: on a lease, Invite to the tenant space sends the renter a sign-in link (the lease needs their email). The Leases list shows whether each renter is not invited, invited or signed in.
• Signing in: a one-time link, valid 15 minutes and used once, opens a 30-day session once its Sign in button is pressed. More than five links asked for one address in an hour pause it. The sign-in link is the only email a renter ever receives.
• My property: the property and term, the next payment due, open repair reports with their visit, the deposit and the person handling the lease. A renter with several leases chooses the property in a list with each property’s photo; drafts never show, and ended leases show for a year.
• Payments: the schedule with each payment’s due date, amount, method and cheque number, and whether it was received, bounced, is due or late; the charges made to them. Nothing is paid in the space.
• Maintenance (while your company runs maintenance): their reports with the state and the visit, and Report a problem: what kind, what is wrong, where (a room of the property, as its inspections walk it), more details, whether the property may be entered, and up to five photos, taken with the camera or chosen from the phone. It opens a job reported by the renter.
• My lease: the lease’s facts and the move-in inspection once done.
• Renew or leave: while the lease is active and no notice is recorded, the renter answers: renew for another year, renew on new terms, or leave at the end. The answer is recorded once as their notice, dated that day, and appears in your renewal alerts. The renewal itself stays yours to make.
• Profile: their name, phone and the language of their emails, which they change; their email, read-only because they sign in with it (your team changes it on the contact’s page); the person handling their lease, how to reach your company, and Sign out.

Erasing a renter’s personal data closes their account and ends their sessions.

Rent payments

The Lease rentals screen under Finance lists every instalment of every lease, overdue and this week’s first. From there, or from the lease’s schedule tab:

• Mark received: the date, the method and the cheque or transfer details. The receipt is recorded on your company’s day, with the landlord and the fee amount of that moment, and those never change.
• Cheque bounced: records a reversal on the day it is recorded. Then Add a replacement for the new cheque.
• Cancel: for an instalment that will never be collected, such as those after an early end.

An instalment is overdue when it is due and its date has passed; nothing stores it, so it disappears the moment it is received. See Finance for how receipts reach the owner’s statement.