IT HELP & GUIDES

An Office IT Checklist for Property Management Companies

When staff work between the office and several properties, a missing account owner or unreliable connection can turn a simple task into a day of follow-up.

This checklist helps residential property management companies organize the technology used by their staff. Start with the office and business systems, then identify any property equipment you want included in support.

List the people, locations, and equipment

Record who needs support, where they work, and which computer and phone they use. Include part-time staff and regular contractors where they need business access.

For each office or property connection, identify the owner, provider, administrator, and person authorized to approve changes. The office network, a landlord-owned system, and a tenant’s personal connection may have different owners and support arrangements.

Make shared information easy to find

Agree where the team keeps working documents and who is allowed to access them. Review shared folders, file servers, Microsoft 365 resources, and any business applications used by staff.

Know which technical questions belong to your IT provider and which require the application vendor. For QuickBooks, HR, or property management software, keep the vendor support details and account ownership recorded.

Prepare for staff joining and leaving

• Name the person who approves account creation and access.
• List the email account, licenses, applications, and shared resources required.
• Set up appropriate sign-in protection and recovery arrangements.
• Check the computer, printer, scanner, and business phone before handover.
• Record the process for removing access and handing over business information.

Our employee departure checklist covers the decisions to make before deleting an account or changing Microsoft 365 licenses.

Check connections between work locations

Can managers reach the files and applications they need from approved devices? Is remote access documented? Who handles a firewall, switch, access point, or phone problem at each location?

Keep an equipment list and a simple record of the network arrangements. If a problem affects several users, note the time, location, and systems involved. That gives the investigation a useful starting point.

Give backups a named owner

List the data and systems that are covered, including office files, application data, and any servers. Confirm who checks backup results, who can authorize a restore, and when a restore was last tested.

Local backups, cloud backup subscriptions, and backup servers may all have different responsibilities. A paid subscription alone does not tell the office which information is protected or how to retrieve it.

Document existing camera and recording systems

If existing cameras and NVRs are included in the support scope, record the equipment, system owner, administrator, and approved access. Decide who may view recordings or request clip exports, and how those requests should be handled.

Recording availability depends on the system and its configuration. Check the actual setup before relying on a particular period of footage. Hardware replacement and site work should have their own agreed scope.

Define the support arrangement

List the covered staff, locations, devices, and systems. Confirm contact methods, support hours, response targets, onsite arrangements, and approval of extra work. Include the responsibilities of other suppliers.

If a cyber insurance questionnaire requests information about MFA, device protection, or backups, keep the technical responses consistent with what is actually configured.

See our IT support for property management companies and sample support pricing.