Practical software guides
A portfolio reminder is useful when the obligation is supported by a source and its completion can be checked. A date entered by a colleague is not automatically a legal deadline.
| Property | Task | Source and closure |
|---|---|---|
| Unit A | Renew maintenance agreement | Signed agreement in restricted storage; renewed copy required |
| Unit B | Inspect reported leak | Tenant request; technician completion and tenant follow-up |
| Building C | Review insurance renewal | Current policy; broker confirms replacement cover |
Separate contractual dates, statutory dates reviewed by an adviser and internal target dates. Record who checked each source and when. Do not expose leases, identity documents or claims details to every vendor with a board login.
Test the reminders
Create one item due tomorrow, one with a missing source and one completed late. The missing-source item must not become an authoritative obligation merely because it has a date. Stop reminders only after the required closure evidence is reviewed; preserve late and reopened history.
An existing property-management product may already do this. Integrate only the missing document or notification step before considering a bespoke app. The repair-request walkthrough shows a narrower tenant-facing example.