Setting up unit details and availability
by Platuni | 30 Dec, 2025 | 5 mins read
Platuni
30 December, 2025
5 mins read
Archiving, merging or transferring properties
Property portfolios evolve over time. You may sell a building, acquire a new one, consolidate duplicate entries, or transfer management responsibilities within your organization. Platuni Property Manager gives you the tools to handle these changes without losing important data or disrupting your daily operations.
This guide explains when to archive a property, how to merge duplicate entries, and how to transfer properties between owners or portfolio groups. It also clarifies what information remains accessible after these actions and how they affect your reports and resident records.
When to archive a property
Archiving is used when a property is no longer active but you want to keep its information for records, audits or historical reference. This is common when:
• A property is sold
• You no longer manage the building
• The property is undergoing long term redevelopment
• You want to remove it from daily operations without deleting its history
Archiving a property hides it from your active portfolio and prevents your team from making operational updates such as new charges or new leases. However, the historical data remains safely stored.
What happens when you archive a property
• Units no longer appear in listings
• Applications and maintenance requests stop
• Financial and lease data become read only
• The property disappears from active dashboards but stays in archived view
• You can still export reports for the archived property
• Resident and transaction history remains intact for compliance and reference
Archiving keeps your portfolio clean while preserving everything your team needs for future review.
How to archive a property
- Go to the Properties section.
- Select the property you want to archive.
- Choose the Archive option.
- Confirm the action.
Once archived, the property moves into your archived list, which you can access at any time.
Merging properties
Merging is useful when two or more entries in your system represent the same physical property. This can happen during bulk import, data migration from another system or human error during manual entry.
You should merge properties when:
• The same building appears twice under different names
• A property was accidentally split into separate records
• Units that belong together are listed in separate places
Merging consolidates all units, payments, maintenance history and documents into a single property record, preventing data fragmentation.
What happens during a merge
• All units from the merging properties move into one master record
• Duplicate or conflicting details are highlighted for your review
• Historical data is preserved and combined
• The redundant property entry is removed from your list of active properties
This preserves the integrity of your data and prevents operational confusion.
How to merge properties
- Identify the duplicate property records.
- Select the property you want to keep as the primary record.
- Choose the Merge option.
- Select the property that should merge into the primary.
- Review any flagged fields and confirm the merge.
Once complete, the unified property becomes the new single source of truth.
Transferring properties
Sometimes a property needs to be moved to a different owner, manager, or portfolio grouping. Transfers do not remove the property from your system; they simply reassign it to the correct place within your organization.
You should transfer a property when:
• The management contract changes
• Ownership is updated
• A property moves between internal teams or regions
• You reorganize your portfolio structure
Transfers help maintain accurate reporting and ensure each team sees only the properties relevant to their role.
What happens when you transfer a property
• Access changes based on the new ownership or grouping
• Portfolio level reports reflect the updated structure
• Assigned managers may change depending on role settings • Units, transactions and history remain fully intact
Nothing about the resident experience changes unless your internal processes change.
How to transfer a property
- Open the property record.
- Select Transfer or Move property.
- Choose the new owner, portfolio group or manager.
- Confirm the update.
- Review team access to ensure the correct users can view the property.
Transfers take effect immediately and do not interrupt active leases or payments.
What data remains after archiving, merging or transferring
Regardless of the action you take, Platuni protects important information. These items always remain intact:
• Lease history
• Past payments and charges
• Maintenance records
• Communication logs
• Documents and attachments
• Unit configuration
• Reports tied to earlier dates
This allows you to maintain compliance with local laws, support audits, resolve disputes and reference past activity long after a property’s status changes.
Why these tools matter
As your portfolio grows, it is important to maintain a clean and accurate structure. Archiving, merging and transferring help your team:
• Avoid duplicate entries and confusion
• Keep performance reports accurate
• Reflect real world ownership and management changes
• Reduce errors caused by outdated information
• Stay compliant by preserving historical data
A well organized portfolio helps your staff make faster decisions and gives you clear insight across all your assets.
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