Property Vista
By Property Vista Software Inc
Property Vista typical implementation process:
Initial Consultation & Needs Assessment: Property Vista’s team works with your organization to understand specific requirements and portfolio structure.
System Configuration: The software is tailored to your property types, workflows, and branding. This includes setting up user roles, permissions, and integrating with existing accounting or banking systems.
Data Migration: Existing data (tenants, leases, financials) is imported into Property Vista. This step may involve coordination with your previous software provider.
Training: Staff receive onboarding through Property Vista University courses, product videos, and live support to ensure comfort with the system’s features. Training typically requires 15–20+ hours over several weeks.
Testing & Validation: The setup is tested for accuracy, and workflows are validated to ensure all modules (leasing, maintenance, accounting, etc.) function as expected.
Go-Live: Once validated, the platform is launched for daily operations. Staff begin using Property Vista for real tenant and property management tasks.
Property Vista can be customized to fit specific business needs. Here are several data points illustrating its customization capabilities:
Custom Features and Add-ons: You can add custom features (such as parking, pet fees, or storage) to properties, set them as mandatory or optional, and define whether they require recurring or one-time payments. Each feature can have its own deposit rules and market pricing, and can be made available online for tenant selection.
Unit-Level Pricing and Feature Assignment: Features can be assigned at the unit level, allowing for specific pricing or availability per unit (e.g., different parking rates for different units).
Custom Policies by Region or Building: The customization framework allows you to create region- or building-specific policies. This is especially useful for meeting local regulatory requirements, such as including unique lease clauses or amenities (e.g., snow removal, recycling services) that vary by region or building.
Custom Data Fields: You can add custom data fields to capture information not included in the default system, ensuring all required operational or compliance data is recorded.
Customizable Lease Agreements: Lease documents can be tailored with custom clauses, checkboxes, and fields to reflect local laws and business rules.
Custom Reports: Property Vista offers over 100 customizable reports, enabling you to tailor analytics and business intelligence to your organization’s unique performance metrics and decision-making needs.
Custom Roles and Permissions: User roles and permissions can be configured to match your team structure, ensuring appropriate access and workflow controls.
Automated Workflows: Many processes, such as rent collection, maintenance requests, and lease renewals, can be automated and tailored to your specific operational requirements.
Branding and Online Presence: The platform allows for customizable branding, including website templates and online application forms, to match your company’s identity.
Integration with Other Systems: Property Vista supports integration with third-party accounting, banking, and marketing tools, allowing you to build a tech stack that fits your business processes.
Mobile Configuration: The system is accessible via mobile apps, and workflows can be adjusted for mobile use, supporting on-the-go management.
Property Vista offers a robust training and support program for new users designed to ensure a smooth onboarding and ongoing proficiency with the platform:
Comprehensive Training Courses: Users have access to a wide range of on-demand courses covering essential topics such as tenant engagement, maintenance, financial management, and lease administration. These courses are available 24/7, allowing team members to learn at their own pace and convenience.
Role-Based Learning: Training is tailored for all skill levels and job roles, ensuring that each team member receives relevant instruction specific to their responsibilities.
Live Training Sessions: New users participate in live training sessions led by Property Vista representatives, which guide them through platform navigation, core features, and best practices.
Interactive Platform Navigation: Training includes detailed walkthroughs of the Property Vista interface, teaching users how to utilize modules, options, filters, and customizable views to manage properties efficiently.
Certification: Team members can earn the Property Vista Pro Certification, demonstrating expertise and supporting professional growth within the organization.
Ongoing Support: After initial training, users have continuous access to support resources, including a help center with articles, video tutorials, and direct customer service for troubleshooting and guidance.
Property Vista employs a comprehensive set of security measures to protect user and company data:
PCI Compliant End-to-End Encryption: All sensitive information, including payment data, is protected using PCI-compliant encryption both in transit and at rest, safeguarding user information from unauthorized access or interception.
Enterprise-Grade Security: The platform uses industry-standard security protocols, including two-factor authentication (2FA) and role-based access control (RBAC), ensuring only authorized users can access sensitive data and specific system functions.
SOC 2 Compliance: Property Vista adheres to SOC 2 standards, which require rigorous controls for data security, availability, and confidentiality, providing assurance that client data is managed according to industry best practices.
Cloud-Based Security Updates: Security patches and updates are managed automatically in the cloud, ensuring the platform is always protected against the latest malware, vulnerabilities, and hacking strategies without requiring manual intervention from users.
Firewall and Backup/Recovery Modules: The system includes robust firewall protections and automated backup and disaster recovery processes, minimizing the risk of data loss from hardware failure, accidents, or cyberattacks.
Reduced Human Error: By digitizing and automating processes (such as rent collection), Property Vista reduces the number of people handling sensitive data, lowering the risk of data breaches due to human error.
Property Vista releases updates on a frequent, structured schedule, typically providing new features, enhancements, and bug fixes every month. Here’s how updates are managed:
Monthly Product Updates: Property Vista issues regular monthly product updates, as documented in their support and product update archives. These updates include new features, workflow enhancements, bug fixes, and improvements across modules such as CRM, accounting, tenant portal, and more.
Automatic Cloud Deployment: Updates are deployed automatically to the cloud-based platform, ensuring all users have immediate access to the latest features and fixes without manual intervention or downtime.
Incremental Improvements: Each update often introduces incremental improvements, such as new automation features, user interface enhancements, and expanded integration options, helping clients stay current with evolving operational needs.
User Notifications: Users are notified of new features and changes through release notes, in-app notifications, and the Property Vista Help Center, which maintains a detailed archive of product updates and changes.
Integration Updates: For clients integrated with systems like Yardi, Property Vista syncs data in real time and provides scheduled updates (e.g., daily at 7pm EST), with the option for users to manually trigger updates as needed.
Year-End Regulatory Updates: Regulatory or compliance-driven updates are included in the regular release cycle, with specific attention to year-end requirements for different regions.
Property Vista’s policy on data ownership and portability centers on respecting client rights and complying with privacy regulations:
Client Data Ownership: Property Vista collects and manages personal and business information on behalf of its clients, but clients retain ownership of their own data. The company’s privacy policy emphasizes that personal information is collected fairly, with consent, and in accordance with the law.
Data Portability: Clients have the right to access, correct, and export their data. This means you can request a copy of your information and, if needed, transfer it to another service provider. These rights are in line with data protection regulations such as GDPR, which grant users the ability to request data access and portability.
Consent and Control: Property Vista obtains consent before collecting, using, or disclosing personal information. Clients can withdraw consent at any time, though this may affect the ability to provide services.
Data Deletion: Personal data is retained only as long as necessary to fulfill its intended purpose or comply with legal obligations. Clients can request deletion of their data when it is no longer needed, subject to regulatory requirements.
Security and Confidentiality: All data is protected with strong security measures and confidentiality obligations, ensuring it is only used for the purposes consented to by the client and not shared with third parties except as required by law or with explicit permission.
Property Vista’s terms for scaling up or down as organizational needs change are structured to support portfolio growth and flexibility, but with some important conditions:
Per-Unit Pricing Model: Property Vista charges on a per-unit, per-month basis, allowing your costs to scale directly with the number of units you manage. This makes it straightforward to add or remove units as your portfolio changes.
Minimum Portfolio Size: Both Essential and Premium plans require a minimum portfolio size of 500 units. This means you must maintain at least 500 units to use the platform, and billing is based on this minimum even if your unit count drops below it.
Annual Billing Commitment: Both plans are billed annually, so while you can scale the number of units up or down, you are financially committed for the year based on your contracted unit count at the start of the billing cycle.
Upgrading Features: If your needs expand (e.g., you require advanced accounting or work order features), you can upgrade from Essential to Premium at any time, though this will increase your per-unit cost.
Adding Units: You can add more units to your portfolio at any time, and your billing will reflect the increased unit count, subject to the annual contract terms.
Reducing Units: You may reduce your unit count, but you will still be billed for the minimum 500 units for the remainder of your annual contract term.
Terms and conditions for contract renewal and cancellation:
Contract Initiation: The agreement begins on the effective date stated in the signed Initial Order Form between Property Vista and the customer.
Renewal Term:
The agreement defines a “Renewal Service Term,” which refers to the period after the initial contract term.
Unless otherwise specified, the contract automatically renews for successive renewal terms (typically annual) unless either party provides written notice of non-renewal before the current term expires.
The length and process for renewal are detailed in the contract and may require notice (often 30–60 days) before the renewal date to avoid automatic extension.
Notice of Non-Renewal:
Either party can opt not to renew by providing written notice within the period specified in the agreement (commonly 30–60 days prior to the end of the current term).
If no notice is given, the agreement continues for another renewal term under the same terms and conditions unless otherwise amended.
Cancellation/Termination:
The agreement may be terminated by either party for cause (such as material breach) as outlined in the contract.
The customer may also terminate the agreement by providing written notice, but early termination may result in liability for fees through the end of the then-current term, unless otherwise specified.
Upon termination, the customer’s access to the service ends, and Property Vista’s obligations to provide the service cease.
Data Handling After Termination:
Upon contract termination, Property Vista will retain customer data for a limited period (as specified in the agreement) to allow data retrieval.
After this period, all customer data is deleted and cannot be recovered, so clients are responsible for exporting their data before the end of this window.
Additional Fees:
If the agreement is terminated for breach or non-payment, Property Vista may charge additional fees as defined in the agreement.
Amendments and Modifications:
Property Vista software meets several important compliance standards and industry best practices for data security and privacy:
PCI DSS Compliance: Property Vista ensures PCI-compliant end-to-end data encryption, which is crucial for protecting payment and sensitive tenant information during online rent payments and other financial transactions. This compliance means the platform meets the Payment Card Industry Data Security Standard for handling, processing, and storing cardholder data securely.
SOC 2 Compliance: The platform is SOC 2 compliant, adhering to rigorous standards for security, availability, confidentiality, and privacy of customer data. SOC 2 is an industry-recognized framework for managing and protecting sensitive information in cloud-based services.
Enterprise-Grade Security Protocols: Property Vista employs security measures such as two-factor authentication (2FA) and role-based access control (RBAC), aligning with industry standards for safeguarding access to sensitive data and ensuring only authorized users have appropriate permissions.
Cloud Security Best Practices: As a cloud-based solution, Property Vista benefits from automatic updates, continuous virus protection, and offsite data backup and recovery, reducing risks associated with outdated software and local hardware failures.
