Configuring the Owner Portal

The owner portal gives property owners a transparent view of their holdings — units owned, occupancy breakdown, aggregated monthly income, upcoming lease expirations, and access to their documents and work orders. This article walks through configuration and operation.

Owner profiles

Owners can be individuals or companies. ArkanPM supports UAE-specific fields out of the box:

• Emirates ID — for individual UAE owners.
• Passport number — for non-UAE owners.
• Trade license number — for company owners.
• Nationality.
• Power of attorney holder details — name, contact, and authorization scope.
• Banking information — bank name, account number, and IBAN for owner payouts.

To create an owner, navigate to Owners → New and complete the profile. Sensitive fields (Emirates ID, IBAN) are access-controlled and masked for non-privileged users.

Unit ownership records

Each unit can carry one or more ownership records. A record captures:

• Ownership type — freehold, leasehold, or usufruct.
• Share percentage — supports partial or joint ownership.
• Title deed number and date — the legal evidence of ownership.
• Acquisition details — purchase, inheritance, gift, or developer handover.
• Acquisition price and currency.
• Disposal tracking — date, reason, and new owner reference when an owner sells.

Modeling joint ownership

Two owners each holding half of a unit? Create two ownership records, one per owner, each with the appropriate share percentage. The owner dashboard totals and income calculations use the share percentage.

The owner dashboard

Every owner sees a dashboard showing:

• Total units owned — across all portfolios.
• Occupancy breakdown — occupied versus vacant, with color coding.
• Aggregated monthly income — sum of active lease rents scoped to the owner's units and share.
• Upcoming lease expirations (next 90 days) — powered by the lease expiry monitor.
• Maintenance visibility — work orders related to the owner's units.

Document access

Owners access their relevant documents through a dedicated document portal. Access is scoped by the document's access level (public, tenant-wide, building-scoped, restricted) and by the owner's ownership records. Title deeds, lease agreements, and statements that reference the owner's units become visible automatically.

Inviting an owner to the portal

1. Open the owner profile and click Invite to portal.
2. Enter the owner's email.
3. Select the Owner system role.
4. Save. The invite email carries an activation link.
5. The owner sets a password, configures MFA if prompted, and lands on their dashboard.

Owners only see data tied to their ownership records. If they hold units across multiple portfolios and properties, the dashboard aggregates across all of them automatically.

Financial data masking

Technicians and other operational staff never see owner cost fields, purchase prices, or banking information. The API strips sensitive financial data based on the requester's role. Owners see their own financials in full.

Best practices

1. Attach title deeds at profile creation. The document becomes discoverable via full-text search and stays tied to the ownership record.
2. Use accurate share percentages. The dashboard aggregation depends on this.
3. Configure MFA. Owner accounts often hold the most sensitive financial data.
4. Record disposal promptly. An owner dashboard showing units that have been sold is misleading.

What next

Read Role-adaptive dashboards and KPIs to see the other side of the dashboard story — what operators, managers, and technicians see.