Admin System Review
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This page is for Landmark team members.
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In response to the June 16 review, Robert swept all eight role dashboards and the ~two dozen stats behind them. The data-integrity problem is essentially resolved — everything now reads live (or from an hourly cache in two cases). Letters and the LeadSimple workflows are loaded. His honest read: the front of the house and the data behind it are now solid; two things stand between Landmark and shutting AppFolio off — back-office accounting (incl. a replacement ACH/payment provider) and getting the portals wired up and tested.
| Now fixed (per Robert) | Detail | Status |
|---|---|---|
| Vacancies pipeline numbers | Was counting every application ever imported (44K). Now shows the real ~90-day pipeline (a couple thousand) that ties to how the office runs. | ✅ Fixed |
| Rent roll — one number | Was figured 3 ways on 3 screens. Now one figure — real in-place lease rent ~$10.1M/mo — everywhere. The "$111.9M" was the monthly annualized and mislabeled as net income. | ✅ Fixed |
| Lease statuses | 4,599 leases (~¼) showed "Unknown" — now show real statuses. | ✅ Fixed |
| Application Specialist dashboard | Was showing made-up applicant names and counts. Now pulls real applicants. | ✅ Fixed |
| All 8 role dashboards live | Every dashboard + ~24 stats now read live from the database (two from an hourly cache). Nothing faked. | ✅ Fixed |
| Letters library | Full WA template set loaded — late notices, 14-day pay-or-vacate, rent increase, renewal, deposit return, owner/applicant letters. Team to give wording a once-over. | ✅ Loaded |
| LeadSimple workflows | All 25 team-built workflows imported + browseable, syncing daily until LeadSimple is cut off in October. | ✅ Done |
| Reporting "404" | Page works fine — the checklist link just pointed at the wrong address. Not a bug. | ✅ N/A |
| Still remaining — the roll-out blockers | Detail | Status |
|---|---|---|
| Back-office accounting ★ blocker | Bills & vendor payments still run through AppFolio (team enters invoices + pays by ACH there). Needs a replacement ACH / payment provider to leave AppFolio. | 🟡 In AppFolio |
| QuickBooks sync bug | Paid-status step is timing out. Robert is working on it now. | 🟡 In progress |
| Owner & Tenant portals ★ blocker | Built, but not wired into the live system. Work left is connecting, launching, and testing — not building from scratch. | 🟡 Wire + test |
| Asset-management layer | Cap rate + cash-on-cash are in. Per-property valuation, owner benchmarking, and real-time NNN not fully fleshed out yet. | 🟡 Partial |
| People / Properties depth | Tabs are live; full 360 view and pod-based logins/filtering still in progress. | 🟡 In progress |
| Amber's two UI items | Move calendar filters to the top; add the Muljat-CRM map view to Properties. | ⬜ Open |
A second live walkthrough on June 16, 2026 found most of the June 12 decisions already built. The entire navigation restructure shipped, both new tabs (People & Properties) are live, and the dashboard now carries the four-view toggle, the 90 Rocks widget, the reworked notifications, and the "Who's Out" presence board.
The one critical item is unchanged: back-office AP & payments still run through AppFolio (QBO page still reads "Landmark enters those invoices as bills in AppFolio and pays via ACH"). That remains the long pole for the Sept 1 sync-off / Oct 1 cutover.
| Item | June 12 | June 16 | Notes |
|---|---|---|---|
| Nav restructure (renames + AI Agents section + People/Properties) | ⬜ To do | ✅ Done | Leasing · Rental Applications · Properties · People · Accounting · Maintenance · Communications · AI Agents · Website · System · Reporting |
| People tab (directory) | ⬜ To build | ✅ Built | 444 owners · 31,408 tenants · 1,365 vendors. Pod filter + 360 view still "in progress" |
| Properties tab (Muljat CRM style) | ⬜ To build | ✅ Built | Gallery/table toggle, pod/group filter, photos, occupancy + rent |
| 4 dashboard views + filters | ⬜ To do | ✅ Live | Portfolio/Company toggle + Residential/Commercial filter (pod-level logins not yet confirmed) |
| 90.io Rocks & Scorecard on dashboard | ⬜ To do | ✅ Live | "The 90 — Rocks & Scorecard" widget |
| Notifications rework | ⬜ To do | ✅ Done | Dashboard box, individual dismiss per item |
| Simple In/Out widget | ⬜ To do | ✅ Live | "Who's Out" presence board on dashboard |
| Revenue stat data-integrity fix | 🟡 Mismatch | ✅ Fixed | Now labeled "Rent roll · occupied units (not company revenue)" |
| Accounting rebuilt on AppFolio categories | ⬜ To do | ✅ Done | Financials · Bills/AP · Deposits · Receipts · Analytics · Sales Tax · NNN Recon · QBO |
| NNN reconciliation (Troy wish #1) | ⬜ — | 🟡 Partial | Annual run with pro-rata share built; not yet "instant/real-time" |
| Asset-management metrics (Troy wish #3) | ⬜ — | 🟡 Started | Cap rate + cash-on-cash on Financials; per-property valuation + benchmarking not yet |
| Letters library | ⬜ To do | 🟡 Framework only | Grouped/searchable UI built, but empty — master ** templates not imported from AppFolio yet |
| Back-office AP & payments → native | 🟡 In AppFolio | 🟡 In AppFolio | Unchanged. Still entered & paid in AppFolio. The cutover long pole. QBO sync also showing "paid-status sweep FAILED (timeout)" |
| Owner & Tenant portals | ⬜ Not built | ⬜ Not built | Internal tool only so far — customer-facing portals still to come |
From Amber's June 15 email (with Robert's optimization notes). These are the open change requests for Robert & Parth ahead of the Thursday dashboard deep-dive.
| Area | Request | Source | Status |
|---|---|---|---|
| Dashboard | Too busy. Likely the Scorecards being front-and-center — move KPI cards to the top, collapse Scorecards on load. | Amber + Robert | ⬜ Open |
| Calendar | Filter options are poorly placed — move the filters to the top of the calendar. | Amber | ⬜ Open |
| Properties / Vacancies | Add the map view that exists in the Muljat CRM login — the current Properties page has Gallery/Table only, no mapping. (Confirmed in the June 16 re-review.) | Amber | ⬜ Open |
From an intensive June 16 walkthrough of the CRM. The bones are good — the issue is density and trust: too much on every screen, and enough visibly-wrong numbers to undermine the right ones. Prioritized punch list for Robert & Parth.
| # | Issue | Recommendation | Status |
|---|---|---|---|
| 1 | Dashboard does too much ~10 modules stacked on one scroll | Cut to the KPI row + two hero visuals (Occupancy + Portfolio Health). Collapse The 90 / Scorecard on load. Move the 13-row Team Performance table to its own tab — it's a report, not a glance. | ⬜ Open |
| 2 | Fake-looking data credibility killer | ✅ Fixed | |
| 3 | No consistent page pattern | Adopt one template everywhere: title → max 4–5 KPI cards → filters in a top bar → one primary table. Filters-at-top should be the rule (fixes Amber's calendar point too), not per-page invention. | ⬜ Open |
| 4 | Dead ends & glitches | Mostly resolved June 17: Reporting works (checklist link was wrong, not a bug); Letters now loaded with the full WA template set. Remaining: minor render glitch (Vacancies "in 0d" → "in Od"); keep stubbing any not-ready nav items rather than 404-ing. | 🟡 Minor left |
| 5 | Metric noise | Almost every screen leads with 4–5 big stat cards that compete with the data below. Keep the 3–4 that drive a decision on that screen; demote the rest to small text. | ⬜ Open |
(a) Simplify the dashboard to KPIs + two visuals, and (b) make every visible number real. Those two do more for staff adoption than any new feature. The system's problem isn't that it does too little — it shows too much and verifies too little.
From the recorded session with Amber, Mike, and Haley. Agreed navigation/structure changes plus the resulting to-do list.
| Now | Change to |
|---|---|
| Market | Leasing — vacancies, CRM, guest cards, rental applications, leases, renewals, metrics |
| Qualify | Rental Applications — separate residential & commercial, filter by pod |
| Collect | Accounting — move in deposits, holding fees, QBO; keep AppFolio-style categories |
| Maintain | Maintenance — work orders, WO schedule, recurring WOs, inspections (AppFolio parity) |
| AI Receptionist + AI Agents | Dedicated AI Agents / Tools section |
| Scorecard + Team KPIs | Move into the dashboard (90/ROCKS), remove from left nav |
| — (new) | Add People nav — directory like Muljat CRM; filter by portfolio/pod/SPM |
| — (new) | Add Properties nav — map/gallery, photos, filters; Muljat template |
Today the Landmark Admin is a nightly mirror — a 2 a.m. full pull from AppFolio, which remains the source of truth. The migration is a hard switch, not a gradual one:
Build (now→Aug 31) with the sync running → Sep 1: shut the sync off and start entering data natively (unofficial launch) → September: test month with AppFolio as read-only fallback → Oct 1: official go-live, AppFolio retired. Because the sync overwrites, every must-have write-path has to be done before Sep 1.
Sections below follow the new left-hand nav the team agreed on in today's call. Each renamed component shows its old name→ new name. Component numbers are unchanged so earlier references still match.
| Week | Sessions | Notes |
|---|---|---|
| Jun 16–20 | #1 Cutover Strategy · #7 Accounting B (books) | Foundation + the long pole first |
| Jun 23–27 | #6 Accounting A (resident money) · #2 Dashboard & Calendar | Resident money + the four views |
| Jun 30–Jul 4 | #5 Leases & Move-In · #8 Maintenance | Lease + maintenance write-paths |
| Jul 7–11 | #3 Leasing (vacancies) · #4 Rental Applications | Front of funnel |
| Jul 14–18 | #9 People & Properties · #10 Communications & Letters | New Muljat-style tabs + letters library |
| Jul 21–25 | #11 Renewals & Move-Outs · #12 AI Agents / Tools | Lease tail + agent governance |
| Jul 28–Aug 1 | #14 System / Admin · #13 Website | Roles / security + public site |
| Jul (early) | #15 Owner Portal · #16 Tenant Portal — scoping | Net-new builds — start scoping early |
| Aug 1–31 | Finish build; validate the final AppFolio→Landmark data pull; train staff | Sync still running nightly. Every must-have write-path complete by Aug 31 |
| Sep 1 | Unofficial launch — shut off the AppFolio sync, begin native data entry | Hard feature-complete gate; AppFolio kept as read-only fallback |
| Sep 1–30 | Test month — run natively, shake out issues, reconcile, fix | This is the real test of native entry with the sync off |
| Oct 1 | Official go-live — retire AppFolio | Landmark Admin is the system of record |
| Where Landmark Admin beats AppFolio ✅ | Where AppFolio is still ahead — to add/finish 🟡⬜ |
|---|---|
| Lilly + Applications AI + AI Dispatcher + 195 AI agents (AppFolio has no equivalent) | Owner portal — not built |
| Lifecycle navigation + executive dashboard / portfolio health / per-PM KPIs | Tenant portal (pay rent, requests, docs) — not built |
| Native in-app lease generation + e-sign + countersign | Online payment processing (EFT/card) — Pay Rent still routes to AppFolio |
| Built-in public-website CMS | AP entry + ACH vendor payments + GL/bank-rec/trust close — mirrored, not owned |
| Vacancy / pre-leasing funnel visualization | Owner statements + distributions + 1099s — verify / build |
| Screening (reverting to AppFolio), renters insurance, HOA depth, income recertification, RUBS, bank feeds — confirm coverage |
The front-of-house (Leasing, Rental Applications, Maintenance, AI, Website) is genuinely owned and strong. The risk concentrates in two places — and they should anchor the schedule:
Everything else is review-and-verify. These two are build-from-here.