This guide shows property managers how to set up the Owner Portal, from preparing owner profiles in RMS to the owner's first sign-in.

Overview

This article is intended for Property Managers.

The Owner Portal gives property owners online access to their reservations, income insights and the invoices you share with them, and lets them add their own owner reservations. Owners use the left navigation to move between the Dashboard, Reservations and Invoices pages. The portal is a responsive web application for desktop, tablet and mobile browsers, so owners do not need to download an app.

The portal is included with your RMS subscription and is available by default for properties that use Owner Accounting or Trust Accounting. There is no activation step and no module to purchase.

You set up access per owner in RMS. For each owner, confirm the email address on their profile, set an Online Password, then share the portal link for your property. The owner signs in with those credentials.

Follow the steps below in order, as later steps depend on earlier ones being complete.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Prerequisites

• An RMS database with Owner Accounting or Trust Accounting configured.
• Owner profiles created in RMS, with areas assigned to each owner through owner contracts.
• An RMS Security Profile that lets you edit owner profiles. See the Important note below.

Setup Steps

Step - Add a Login Page Image

The portal login page will display the image uploaded.

In the side menu of RMS, go to Setup > Portal Access > Owner Portal.

1. Navigate to the Login Image tab.
2. Select Add.
   
    
3. Search for the required image on your computer file explorer and Open. 
4. Once uploaded, select Save.
   
    

Verification

Open the portal link for your property in a browser and check the login page loads. If you uploaded a login image, it appears on the desktop login page.

Sign in with an owner's email address and Online Password. The Login button stays inactive until both fields contain a value. After signing in, you land on the Dashboard, which greets the owner and shows the signed-in email address. This confirms the profile, the password and the portal link are all working. Repeat these checks for each owner you set up.

Step 2 - Verify the Owner's Email Address

Open the owner's profile in RMS and check the Email Address field contains a current email address. This is the email address the owner uses to sign in to the portal. Password reset links are also emailed to this address, so keep it up to date.

Keep one profile per owner. Duplicate owner profiles prevent portal access.

Step 3 - Set the Online Password

Set an Online Password on the owner's profile. This is the password the owner uses to sign in to the portal. Follow Owner Portal - Add and Reset Password for the full steps.

The Online Password field turns yellow once a password is saved. If the field is not visible on the owner's profile, expose it via Field Maintenance. You can return to the owner's profile to set or reset the password whenever needed.

Step 4 - Owner Portal Link

Send the owner the portal address for your property:

https://ownerportalpro12.rmscloud.com/XXXX/login

Please Note! Replace XXXX in the URL. with your property's RMS Client ID. Each property has its own portal link containing its own Client ID, and owners see one property per sign-in. Co-owners each sign in with their own email address and password.

Step 5 - The Owner Signs In

The owner opens the portal link and signs in with their email address and Online Password. After signing in, the owner lands on the Dashboard.

Owners who used the previous Owner Portal keep the same email address and password. They do not need to re-register.

Common Setup Issues

• Issue: The Online Password field is not visible on the owner's profile.
  Fix: Expose the field via Field Maintenance, then set the password.
   
• Issue: The owner's profile is read-only.
  Fix: Enable Allow Owner Records Modification on your Security Profile.
   
• Issue: An owner cannot access the portal.
  Fix: Check for duplicate owner profiles and keep one profile per owner.
   
• Issue: An owner forgets their password.
  Fix: The owner can select "Forgot password?" on the login page to receive a reset link by email. Alternatively, the property manager can reset the password from the owner's profile in RMS.

Related Articles

• Owner Portal - Add and Reset Password
• Owner profiles
• Portals Available with RMS
• Security Profile access options - Glossary

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