Companies
PBS Property is multi-company from the ground up. A user works in the company they have been given access to, switches between the companies they belong to, and never sees the ones they do not.
Product
PBS Property
An operations system for landlords, business parks and managing agents. It holds the portfolio, the people, the maintenance and the money in one place, under one permission model, with a complete audit trail.
Portfolio
The structural record everything else hangs from.
Buildings and units
Buildings carry a type and a status; units carry a type and an occupancy status. Both are drawn from managed reference sets, so reporting is consistent instead of depending on how a value was typed.
People, occupiers and tenancies
A person is not just a name in a cell. They have a relationship to a company, to a unit, to a household and to the system itself.
Contacts
Names, contact details and person type, created against the company you are working in.
Business roles
The role a person holds against a company, a building or a unit, held explicitly rather than implied.
Households
Who lives together, who signed the lease, who is the primary contact, and the move-in and move-out dates.
System access
Whether a person can sign in at all, what system role they hold, and the state of their invitation.
Company access
Which companies a user can work in and with what role, managed as memberships that can be withdrawn without deleting history.
Visibility
Scopes that narrow what a user sees, so access can be granted precisely rather than by making everyone an administrator.
Maintenance
From the moment something is reported to the moment it is closed with a cost against it.
Repairs and work orders
- Repairs carry a category, a severity and a status, all from managed reference data.
- A repair becomes a work order with an owner and a date rather than an informal promise.
- Progress and cost stay attached to the unit and the building, not to an inbox.
Contractors
- Trades held against each contractor, so dispatch matches capability.
- Insurance type and status recorded, with documents categorised against the contractor.
- Contractor status controls who is available for new work.
Tasks tie it together
Not every piece of work is a repair. Tasks carry a type, a priority and a status, can be assigned to a person, and hold comments so the conversation lives with the work rather than beside it.
That is the difference between a system of record and a system of work: the thing that needs doing, and the trail of it being done, are the same object.
Deposits
Deposit handling is deadline-driven, and the deadlines are statutory.
Dates calculated, not typed
Protection and prescribed-information deadlines are derived from the date the deposit was actually received, so the clock is right even when the paperwork is late.
Events, not overwrites
Each step is recorded as an event against the deposit case. Adding what happened today does not erase the note somebody left last month.
Finance
Enough financial structure to answer “what is outstanding, and what did that payment settle?”
Finance cases
Arrears and other financial matters tracked as cases with a type, a status and a resolution.
Transactions
Charges and payments recorded against the unit and the occupier they belong to.
Allocations
Payments allocated to what they settle, by a recorded method, so the balance is explainable.
Underneath everything
Audit and control
These are not features bolted on at the end. They are the reason the rest of it can be trusted.
Audit log
Creates, updates and deactivations are written with the actor, the entity, the values before, the values after and the screen the change was made on.
Role-based access
What a user can see and change is decided by their system role and their company memberships, and enforced in the database rather than only in the interface.
Reference data
Statuses, types and categories are managed centrally so that the same concept carries the same code across every screen and every report.
Deactivate, do not destroy
People, memberships and records are deactivated rather than deleted, so the history behind a decision survives the person who made it.