Creating and managing properties

Last updated: November 11, 2026

Overview

The Properties module lets you organize and manage multiple serviceable units under a single structure. This is especially useful for apartment buildings, mobile home parks, and bulk-managed environments.

There are three levels in the hierarchy:

  1. Property group - the umbrella structure (e.g., a landlord or property management company)

  2. Property - a specific building, park, or site managed by the group

  3. Unit - a single serviceable address within the property

If you don’t see the Properties section in your navigation, reach out to gaiia support to have it enabled.

Step 1: Create a property group

  1. Go to the Groups section.

  2. Click New group and complete the required details: the group's general information and billing address, then its Group manager.

  3. Save the group. You can now associate properties to it.

Step 2: Create a property within the group

Option 1 - From the Properties module

  1. Go to the Properties section.

  2. Click New property.

  3. Select the group the property belongs to, then click Continue.

Option 2 - From the group view

  1. Open a Group.

  2. Scroll to the Properties section.

  3. Click Add new property. The group will be pre-selected.

Property setup flow

1. Property information

  1. Enter the property name.

  2. Select a Property type (e.g. Apartments, Hotel, Manufactured home community).

  3. Enter the main address (usually the management office).

  4. Choose whether the property requires a Right of entry (ROE). When it does, a valid ROE agreement must be on file before a subscriber can place an order for a unit at this property.

You can assign different addresses to each unit later—this address won’t limit your unit configurations.

2. Additional information

Fill in any custom fields configured for properties. You can edit this information later from the property details.

3. Property contacts

  1. Add one or more property contacts.

  2. You can import the Group manager’s details or add new ones manually.

  3. Choose a primary contact from the list.

4. Billing settings

Choose how tenants will be billed:

  • Self-serve (recommended) - Tenants register and pay their own invoices. Allows for split billing with the group.

  • Property managed - The group pays 100% of all tenant invoices. Tenants cannot register via checkout.

With Self-serve, you then choose the invoice setting: invoices are entirely paid by the accounts living on the property, or shared between the accounts and the group.

5. Product assignation

  1. Select which products are available at this property. You can pick them manually, or assign all available products in the property's coverage area.

  2. Choose invoice settings: full amount billed to group, to tenants, or split percentage-based.

  3. Assign any one-time install fees.

Only products assigned to a property will be shown during tenant registration. Assigning a product here overrides general coverage settings.

6. Confirm and create

  1. Review your property configuration.

  2. Click Create.

Step 3: Create units within a property

Before adding units to a property, you need to assign products to it.

  1. Open a property and click New units.

  2. Enter or confirm the address. You can use a different address from the main property address.

  3. Add one or multiple units manually, or use the Import from CSV option for bulk creation. A CSV file can hold up to 200 units.

  4. Select the product subscriptions to apply automatically to new accounts linked to these units.

There are no character limits on unit names. You can name units like 101A, Rec Room, or anything else.

Configure custom fields at the unit level

  1. After confirming the unit address and description, proceed to the Additional information step.

  2. Fill in the custom fields configured for units (e.g. Internet ready, Installation required). The values apply to all the units you're creating.

  3. Click Confirm to finish creating the unit(s).

Custom fields are available at both the property and the unit level. They're helpful for tracking service readiness, special access needs, or operational flags. You can edit a unit's values later from the property's unit table.

Use unit codes for easy registration

Each unit has a unique unit code. Open a unit's View unit code action to see its Unit checkout code, its QR code, and its checkout URL. You can use it to:

  • Create QR codes for instant registration

  • Link users directly to the pre-filled checkout flow

View property data in the client portal

Group managers can view their properties and units in the client portal. They’ll see:

  • All properties linked to the group

  • Which units are occupied or vacant

  • The name and status of linked accounts

The Group determines what is visible in the client portal. Each group manager can only see and manage the properties and units linked to their group. If a property manager oversees multiple properties, link all relevant properties under one group to consolidate their portal access.

Manage an existing property

You can update settings after creation:

  • Add or remove products

  • Adjust billing configuration

  • Archive the property

  • Export a list of unit codes or unit data

To export, open the units table's Actions menu and choose Export units in CSV file or Download all unit's QR codes.

A property can only be archived when no accounts are linked to its units. Archiving a property stops its units from being found in checkout. You can unarchive it later.

Troubleshooting and account linking

If a tenant registers before a unit is created or linked:

  1. Create the missing unit in the correct property.

  2. Update the customer’s address to match the unit address exactly.

  3. The account will automatically link to the unit, and adopt its billing rules.

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