User Guide — Real Estate Management System

Video tutorials

The whole system is covered in 10 short videos. Watch them in this order — each one assumes you have done the previous ones. Click a video to jump to the written steps that go with it.

1. What is this software?

Think of this system as a digital file cabinet for every property your company owns or rents — and a reminder book that never forgets a date.

Earlier, information about a property was scattered: the sale deed in one cupboard, the insurance policy with the accounts team, the rent agreement with the legal department, the loan EMI schedule in someone's Excel sheet. If someone asked "When does the insurance of our Ahmedabad plant expire?", it took a day to find out.

In this system, you create the property once. After that, everything related to it — insurance, loans, rent agreements, court cases, income, expenses, scanned documents — is attached to that one property. Anyone with permission can open the property and see the full story in a few seconds.

What it keeps track of

2. Logging in

1. Open your browser (Chrome is recommended) and go to the address given by your administrator — for example https://realestate.divineinfosyshosting.com.
2. Type your Username / Email and Password.
3. Click Login.

To log out, click your name at the top-right corner and choose Log out. Always log out on a shared computer.

3. Understanding the screen

Every page of the system has the same three parts. Once you understand these, you understand the whole software.

4. How every screen works (learn once, use everywhere)

Every module in this system behaves identically. Learn this one pattern and you can use any screen, even one you have never opened before.

4.1 The list screen

When you click a menu item you first see a list — a table of records already saved.

• Search box (top-right of the table) — type anything and the table filters instantly. Type Sanand to see only Sanand records.
• Show 10 / 25 / 50 entries — how many rows per page.
• Column headings — click to sort A→Z or Z→A (click again to reverse).
• Action buttons at the end of each row:
  • Edit — opens the record so you can change it.
  • Delete — removes it from the list (see the safety note below).
  • View / Documents — on some modules, opens details or attached files.
• + Add / Create button (usually top-right) — opens a blank form.

4.2 The form screen

1. Fields marked with a red * are compulsory.
2. Dropdowns (the fields with an arrow) get their options from the Masters. If a dropdown is empty, the master behind it has no data yet — go create it first. This is the single most common confusion for new users.
3. Date fields open a small calendar — click the date instead of typing it, so the format is always correct.
4. Amount fields take plain numbers. Type 185000, not 1,85,000 and not ₹1.85 lakh.
5. Click Save. If something is wrong, red messages appear under the specific fields — fix those and save again. Nothing is lost.

5. The correct order of work

On a brand-new system almost every dropdown is empty. Fill the system in this order and each screen will already have the options it needs.

6. Step 1 — Basic lists (Masters)

A "Master" is just a ready-made list of choices. Instead of everyone typing "S.B.I.", "SBI Bank", "State Bank" differently, you create SBI once and everyone picks it from a dropdown. That is all a master is.

These masters depend on nothing, so create them first. Each one takes a few seconds — usually just a name and Save.

How to add a master — worked example (Bank)

1. Left menu → Masters → Bank.
2. Click + Add.
3. Bank Name: State Bank of India. Add branch/IFSC if the form asks for it.
4. Click Save. The list reappears with SBI in it.
5. Repeat for HDFC, ICICI, Axis. Two minutes of work now saves hours later.

7. Step 2 — Vendors, Property Groups, Users

7.1 Vendor Master (Masters → Vendor)

A "Vendor" here means any outside person or company you deal with — not only suppliers. The same vendor record is reused across the whole system:

• As the Advocate on a legal case
• As the Tenant (Lessee) when you rent property out
• As the Landlord (Lessor) when you rent property in
• As the Beneficiary or agent on an insurance policy or loan
• As the party who paid you, in Income

Requires: Vendor Type Master from Step 1.

7.2 Property Group Master (Property → Property Group Master)

A group is a folder for properties, used both for reporting and for access control — you can give a manager access to one group only.

7.3 User Master (Masters → User)

Every person who will log in needs a user account. Requires: User Type Master (Step 1) and Property Group (Step 2).

After saving, go to Masters → User Permission and tick what this user may do. See section 18.

7.4 Loan Officer Master (Loan → Loan Officer Master)

The bank staff who handle your loans. Requires: Bank Master.

8. Step 3 — Adding a Property (the most important screen)

Everything else in the system hangs off a property, so fill this form carefully.

Menu: Property → Property → + Add

Also useful here: Masters → Document — a list of document names you will later upload for each property (Sale Deed, Index-2, Property Tax Receipt, NOC…). Create it once, use it for every property.

9. Insurance

Insurance protects the property against fire, theft, earthquake and similar risks. The system stores the policy, tells you when it expires, records each premium payment, and tracks claims.

9.1 Add a policy (Insurance → Insurance)

Needs first: Property, Insurance Company, Insurance Type, and a Vendor for the agent/beneficiary.

9.2 Record premium payments (Insurance → Insurance Pay)

Each time a premium is paid, add a row: date, amount, mode (NEFT / cheque / UPI), reference number, and the receipt file. This gives you a complete payment history per policy.

9.3 Claims (Insurance → Claim)

If something goes wrong and you claim from the insurer, record it against the policy: claim number, date, amount claimed, amount received, status, and remarks.

10. Loan

When money is borrowed against a property, record the loan here and then add each EMI as it is paid.

Menu: Loan → Loan. Needs first: Property, Bank, Loan Type, Loan Officer, and a Vendor if there is a beneficiary.

Loan installments (Loan → Loan Installment)

Add one row per EMI paid: installment number, due date, paid date, principal, interest, total, and outstanding balance after payment. Over time this becomes your repayment history — useful when the bank's statement doesn't match your books.

11. Lease Given — when YOU rent your property out

Menu: Lease → Lease Given. Needs first: Property, Vendor (the tenant), Lease Given Status.

Lessee details (Lease → Lease Given Lessee)

If more than one person or company is a tenant on the same agreement, add each of them here.

Rent received (Lease → Lease Given Installment)

One row per month: due date, received date, rent amount, TDS deducted, net received, and remarks. If rent is late, the delay is visible immediately.

12. Lease Own — when YOU are the tenant

Use this when your company occupies premises owned by someone else. Menu: Lease → Lease Own. Needs first: Property, Vendor (the landlord), Lease Own Status, Financial Status.

Lease Own Lessor — record the owner(s) receiving the rent.
Lease Own Installment — one row per month of rent paid: due date, paid date, amount, TDS, net paid, reference number.

13. Legal cases

Any court case, notice or dispute connected to a property is recorded here, along with every hearing date and every lawyer's opinion.

Menu: Legal → Legal. Needs first: Property, Case By, Case Against, Police Station, Court Authority, Vendor (the advocate), Legal Case Status.

13.1 Hearings (Legal → Hearing)

Add a row after every court date: hearing date, what happened, the judge's direction, the next date, and the updated case status. This is the case diary that the whole team can read.

13.2 External opinions (Legal → External Opinion)

Written advice taken from an outside lawyer: who gave it, the date, fees, a summary, and the opinion letter attached as a file.

14. Income

Any money the property earns. Menu: Lease → Income (or Income in the menu). Needs first: Property, Income Type, Vendor (who paid, and who received it).

Mark an entry as recurring when the same amount arrives every month, so you don't retype it.

15. Fixed expenses

Costs you pay regularly just to hold the property. Menu: Property → Property Fixed Expense. Needs first: Property and Property Fixed Expense Type.

Recording these makes the true annual cost of each property visible instead of hidden in accounts.

16. Documents & uploads

Scanned papers are the heart of property management. There are two ways to store them.

16.1 Property documents (Masters → Upload Document Master)

For papers belonging to a property. Needs first: Property, Document Master, Document Type, Document Authority.

16.2 General documents (Documents → General Document Upload / View)

Use this to attach a file to any record — an insurance policy, a loan sanction letter, a lease agreement, a court order. Pick the module, pick the record, upload the file, add a remark.

17. Buy / Sell a property

Records the purchase or sale of a property, including who bought/sold, the broker, and all costs. Menu: Property → Sold / Buy-Sell. Needs first: Property, Vendor (buyer or seller), Broker.

18. Users & permissions (for administrators)

Two separate controls decide what a person can do.

18.1 What actions they can perform

Masters → User Permission. For each module you tick the rights:

18.2 Which properties they can see

• Super Admin — sees every property in the company.
• Group-level user — sees only properties in their Property Group (e.g. all Ahmedabad plants).
• Normal user — sees only the specific properties assigned to them.

This applies everywhere automatically. A user restricted to "Ahmedabad Plants" will not see a Mumbai loan even if they open the Loan module — the list simply won't contain it.

19. Dashboard & reports

The Dashboard is the home screen after login. It summarises the things that need attention — counts of properties, policies expiring soon, EMIs due, leases ending, and pending court dates.

20. Common questions & problems

A dropdown is empty. What now?

The master behind it has no data. Open the matching master (section 6), add the entry, come back and reopen the form. Example: empty "Bank" dropdown → Masters → Bank → add SBI.

I can't find the property in the "Select Property" list.

Either it was never created (section 8), or your account isn't allowed to see it. Ask the administrator to assign that property or group to you.

I clicked Save and nothing happened.

Scroll up. A compulsory field is almost certainly showing a red message. Fix it and save again — your typing is not lost.

A menu that my colleague has is missing for me.

Your role doesn't include View permission on that module. That is a setting, not a fault.

I deleted something by mistake.

Nothing is destroyed — records are only hidden. Tell the administrator immediately and it can be restored.

The date is saving wrong.

Always pick dates from the calendar pop-up instead of typing them, so the format matches what the system expects.

Should I write ₹ or commas in amount fields?

No. Type digits only: 185000. Symbols and commas can cause the field to be rejected.

The list is very long — how do I find one record?

Use the search box above the table. It searches every column at once, so typing a policy number, a tenant's name or a city all work.

Two entries look the same in a dropdown.

The master was created twice with slightly different spelling (e.g. "SBI" and "S.B.I."). Ask the administrator to remove one and correct the records pointing to it.

Can two people work at the same time?

Yes. Just avoid two people editing the exact same record at the same moment — the last save wins.

21. Word meanings (glossary)

22. First-week checklist

Print this page and tick each item as you finish it.