EstateMall User Manual

Your complete guide to the Property Management System.

1. Getting Started

1.1. Registration & Email Verification

To begin using EstateMall, you must register for an account. This is a secure, two-step process.

  1. Navigate to the Registration Page.
  2. Fill in your Company Name, Your Name, and Email Address.
  3. Select a **Subscription Plan** from the dropdown menu. The monthly and yearly prices are displayed for your reference. All new accounts come with a **90-day free trial**.
  4. Create and confirm your password and click **"Register & Verify Email"**.
  5. Check your email inbox for a 6-digit One-Time Password (OTP).
  6. Enter the OTP on the verification page and click **"Verify & Create Account"** to complete the setup.
1.2. Logging In (Housing Committee or Owner vs. Staff)

EstateMall has two separate login pages:

  • Housing Committee or Owner Login: For the main account owner. Use your registered email and password. If your subscription has expired, you will be automatically redirected to the activation page.
  • Staff Login: For your employees (Admin, Office, Cashier, HR). They must enter your **company's registered email**, their personal username, and their personal password.
1.3. Forgot Password

If you forget your owner account password, use the "Forgot Password?" link on the Owner Login page. This is also a secure, two-step process:

  1. Enter your registered email address to receive a verification code.
  2. Enter the OTP. If correct, a new temporary password will be emailed to you.

2. Dashboard Overview

2.1. Summary Cards

The dashboard provides a quick overview of your operations with cards for Total Rooms, Active Leases, Unpaid Bills, and Days Remaining on your subscription.

2.2. Subscription Status & Activation

This section on the dashboard is for managing your account's subscription.

  • To Activate/Renew: After making a yearly payment via USDT, you will receive a **Transaction ID (Tx ID)**.
  • Enter this **Tx ID** into the "Activation Key" box and click **"Activate"**.
  • The system will validate the transaction against your plan's price and extend your subscription by **365 days**.

3. Core Features

3.1. Room Registration

Add and manage all the rooms or houses in your properties. You can search the list by **Site Code**. When adding or editing a room, you can specify details like Room/House Number, Site Code, Address, Project Name, and more.

3.2. Owner Registration

Manage your property owners. Each owner record is linked to a specific **Project Name** and **Site Code**. You can search the list by Name, Email, Phone, or Site Code. You can also upload a **Passport Photo** and **ID/Passport Image** for each owner.

3.3. Lessee Registration

Manage your tenants. You can search by Name, Email, or Phone and upload documents for each lessee.

3.4. Lease Management

This is where you connect rooms, owners, and lessees into a formal lease agreement. The form includes dynamic dropdowns to help you easily find and select the correct room, owner, and lessee. You can also upload the **Contract** and **Residence Report** for each lease.

4. Billing Section

4.1. Billing Templates (Standard & Utility)

Create reusable templates for your most common bills. You can create **Standard Templates** for fixed charges or **Utility Templates** for metered services where you define a rate per unit.

4.2. Generating Bills

Create bills for either a **Lessee** or an **Owner**. The form allows you to select the specific property they are associated with. You can add multiple items from your saved templates (including utility readings) or add custom charges on the fly before saving.

4.3. Viewing Invoices & Receipts

View any generated bill as a professional invoice, which includes your company logo and payment details. You can print it or save it as a high-quality PNG image. Once a bill is marked as "Paid," you can generate a formal receipt with a "PAID" stamp.

5. Management Section

5.1. Reports

Get a visual overview of your finances. Use the filters to view data for a specific **Project**, **Year**, or custom date range. The charts will show your total Receivable, Received, and Outstanding amounts.

5.2. Employee & User Management

Add your staff records in "Employee Management," including their position and document uploads. Then, create login accounts for them in "User Management," assigning roles like Admin, Office, Cashier, or HR.

5.3. Settings & Password Management

The main account owner can use the "Settings" page to upload a company logo, update payment information, and change their main account password. Staff members must use the "Change Password" link in the sidebar to update their own passwords.

5.4. Backup & Restore

Create a full backup of your dedicated database at any time. You can also restore your data from a previously saved backup file. **Warning:** This action is irreversible and will overwrite all current data.

6. User Roles & Permissions

  • Owner: Has full, unrestricted access to all features.
  • Admin: Has access to all features except for the main company settings and password change.
  • Office: Can manage rooms, owners, lessees, and leases.
  • Cashier: Has full access to the billing section (except for deleting bills) and view-only access to rooms and leases.
  • HR: Can only access and manage the "Employee Management" section.