Creating Your First Portfolio
ArkanPM uses a strict hierarchy: portfolios → properties → buildings → floors → zones → units. Getting this layer right pays dividends everywhere else — access control, dashboards, work order scoping, and owner reporting all depend on it.
The hierarchy explained
| Level | Purpose |
|---|---|
| Portfolio | Groups properties for an operator, investor, or property class. Carries a custom code, status, and metadata. |
| Property | A registered asset with type, address, coordinates, total area, year built, and tax ID. |
| Building | The primary operational unit: code, type, floor count, total area, year built, address. |
| Floor | Defined by level number, total area, usable area, and an optional floor plan URL. |
| Zone | A sub-division of a floor by type and status for granular space management. |
| Unit | Office, retail, residential, storage, parking, or common area — with area, capacity, rent, currency, and a tracked status history. |
Step 1 — Create the portfolio
Open Portfolio → New. Required fields:
- Name — the public-facing label.
- Code — a short identifier used in reports and URLs.
- Status — defaults to active.
Optional metadata includes region, investment class, and description. The portfolio becomes the container for everything below it.
Step 2 — Register properties
Inside the portfolio, click Add property. A property requires:
- Name and code.
- Type: commercial, residential, mixed-use, or industrial.
- Address and coordinates (latitude and longitude for map views).
- Total area and year built.
- Tax ID (optional but recommended for UAE operators).
Once saved, you can attach property contacts (owners, managers, emergency contacts, maintenance personnel) with primary and secondary designations.
Step 3 — Add buildings
Each property holds one or more buildings. A building captures:
- Code, type, floor count
- Total area and year built
- Address (independent of the property address for large sites)
Buildings are the scoping anchor for most features. Building managers are assigned to specific buildings, and the ABAC guard automatically restricts their work orders, assets, and residents to those buildings.
Step 4 — Define floors
Inside the building, add floors. For each floor, enter:
- Level number (for example, 0 for ground, -1 for basement)
- Total area and usable area
- Optional floor plan URL for the space viewer
Step 5 — Subdivide with zones
Floors can be subdivided into zones — for example, "Reception", "Open office", or "Service corridor". Zones are typed and status-tracked, which helps when you schedule inspections, book facilities, or plan renovations.
Step 6 — Register units
Finally, register the units. Each unit carries:
- Unit type (office, retail, residential, storage, parking, common area)
- Area and capacity
- Rent amount and currency
- A status (available, occupied, under renovation)
Unit status is tracked as a JSON timeline, so you can look back and see exactly when a unit went occupied or entered renovation.
Best practices
- Use consistent codes. Codes like
P-001,B-001,F-01,U-0101are easier to read in work orders and reports. - Model common areas as units. Lobbies, gyms, and rooftops benefit from being first-class units — you can attach leases, meters, and work orders.
- Attach floor plan URLs early. Even a rough PDF beats nothing for technicians trying to find the right pump room.
- Record coordinates. The dashboard and mapping views depend on accurate latitude and longitude.
What next
Continue to Onboarding amenities and building systems to catalog what is inside your buildings — meeting rooms, pools, HVAC, elevators — so bookings and preventive maintenance can flow.