Rent Logger

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Add a landlord portfolio

A landlord portfolio is the record for one landlord in Rent Logger. Properties, tenancies, notices, and ownership sit on it. Add the portfolio first, then complete ownership, the privacy notice, and data retention.

1. What a portfolio is

Use a separate portfolio for each landlord you manage. That keeps trading identity, staff access, and privacy information with the right landlord, even when several landlords share the same manager account.

  • A landlord who owns several properties usually needs one portfolio. Split into more than one only when the trading name, legal identity, or privacy notice is genuinely different.
  • Properties are added afterwards from Properties, and each property is assigned to a portfolio on the form.

2. Open Add portfolio

The form opens as a dialog. It has two tabs: Basic Information and Trading Info.

In the app

  1. Landlord Portfolio
  2. Add portfolio
  • Landlord Portfolio is a sidebar item. Add portfolio is the button on that page.
  • After you save, Rent Logger opens the new portfolio. If the account has staff, you are asked who can view it first.

3. Portfolio identity

On Basic Information, set the name people will see and the logo used on the dashboard and tenant-facing screens.

In the app

  1. Add new portfolio
  2. Basic Information
  3. Portfolio Identity
  • Trading Name is required. Use the name tenants and agents already know.
  • For the logo, upload an image or use the generated mark. The saved logo is a 400 × 150 image on a white background. The generated option needs a trading name first.
  • Trading email and phone are on the Trading Info tab, under Contact Information. Trading email is required.

4. Email settings

These fields control how outgoing mail from this portfolio appears, and where replies go.

In the app

  1. Add new portfolio
  2. Basic Information
  3. Email Settings
  • From Name is the sender name tenants see. Keep it to 64 characters.
  • Reply-To Email is where replies to those messages should arrive.
  • If both are left blank, mail is sent from auto-mailer@rentlogger.co.uk. That address is unmonitored, so replies will not be received.

5. Trading identity

Trading Info is used on websites and emails. Choose Ltd Company, Sole Trader, or Partnership and LLP, then complete the fields that appear for that type.

In the app

  1. Add new portfolio
  2. Trading Info
  3. Trading Identity Selection
  • A limited company needs the registered name, company number, place of registration, and registered office address.
  • A sole trader needs the trading name and contact address. A partnership or LLP needs the trading name, address, whether it is a partnership or an LLP, and the partner or member names.
  • Say whether the portfolio is VAT registered. The VAT number is required only when the answer is yes. An email footer is generated from the trading details you enter.
  • Default letting VAT treatment is a portfolio-wide fallback for agent-statement income when a property has no override of its own. You can leave it unconfirmed until you need it.
  • If you chose the wrong type, use Reset Trading Info and start that tab again.

6. Staff access

If the account has staff, Rent Logger asks who can view and manage the new portfolio before it opens. You can change this later in Business Settings.

In the app

  1. Add portfolio
  2. Who can view and manage this portfolio?
  1. Business Settings
  2. Staff Management
  • Managers always have access. The prompt only appears when there are staff accounts to choose.
  • You can skip the prompt and assign staff later. Properties inherit access from the portfolio.

7. What to do next

Open the portfolio from the list and finish the remaining tabs before you add tenancies. The recommended order is in Getting started.