Free one-pager · BuildSync
The Multi-Property Coordination Checklist
Keep turnovers, maintenance, and contractors straight across 3+ units — without living in group texts and spreadsheets.
Steal it, print it, no strings.
The core problem: Past ~3 properties, coordination breaks. A tenant texts you, the plumber texts you, your co-owner texts you — and by Friday you have no idea which unit still has an open issue. Here's the system that fixes it with zero tools.
1.One board per property (not per person)
The chaos isn't the number of units — it's scattered information.
- Give every property a single shared place where every request lives — not texts, not inbox.
- Everyone touching that unit (tenant, contractor, co-owner, PM) posts to the same thread.
- Kill the side-channels: "if it's about Unit 4, it goes on the Unit 4 board."
2.Every request gets a status
So nothing falls through. Three states only:
- OPEN reported, nobody assigned yet
- SCHEDULED contractor booked / date set
- DONE completed and confirmed by the tenant
- No status = invisible = the one that bites you. Never leave an item blank.
3.Turnover checklist (every move-out)
- Final walkthrough + dated photos of every room
- Deposit reconciliation started within your state's deadline
- Cleaning scheduled · repairs/paint logged as OPEN items
- Locks/codes changed · utilities transfer confirmed
- Listing refreshed before the unit is show-ready
4.Maintenance intake (same every time)
- What unit? What's the issue? How urgent (emergency / this week / whenever)?
- One photo from the tenant at intake — saves a truck roll
- Assign → set to SCHEDULED with a date
- Everyone you invite sees status without texting you
5.The weekly 5-minute review
- Every Friday, scan each property's board for anything still OPEN
- Anything open >7 days: chase it or reschedule
- Confirm each DONE with the tenant so it doesn't reopen
- Five minutes beats a Saturday of catch-up. You stop remembering and start reading.
We got tired of doing this in spreadsheets — so we built the app for it.
BuildSync is the shared board this checklist describes: one place per property, the people you invite update the same thread, and open/scheduled/done at a glance across your whole portfolio.
Try BuildSync free →
See how BuildSync handles this for property owners →
Made by James & Riel — two operators who got sick of the group-text-and-spreadsheet mess.