Admin System Review
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This page is for Landmark team members.
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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.