How to Set Up the Owner Portal Pro for new and existing Owners

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

Overview

This article is intended for Property Managers.

The Owner Portal Pro 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 can also build, publish and download their own owner statements. Owners use the left navigation to move between the Dashboard, Reservations, Invoices and Owner statement pages. The portal is a responsive web application for desktop, tablet and mobile browsers, so owners do not need to download an app.

The Owner Portal Pro 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.

Owners sign in to the Owner Portal Pro with the email address and Online Password held on their owner profile in RMS. To give an owner access, you confirm their email address, set an Online Password, and send them the portal link for your property.

Owners who already use the Owner Portal do not need new login details. See Owners Who Already Use the Owner Portal below.

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.

Important! Your Security Profile must have "Allow Owner Records Modification" enabled before you can edit owner profiles, including the Online Password field. Without this option, owner profiles are read-only.
Related Security Profile options include Owner Portal, Portal Access Owner and Portal Options. See Security Profile access options - Glossary for these options.

Owners Who Already Use the Owner Portal

Owners who already sign in to the Owner Portal use the same login details for the Owner Portal Pro. Their existing email address and Online Password work on both portals, so they do not need to register, and you do not need to set a new password for them.

For these owners, the only step required is to send them the Owner Portal Pro link for your property (see Step 4 - Send the Owner Portal Pro Link). The two portals use different web addresses:

Tip! If an existing owner cannot remember their password, they can select Forgot password? on the Owner Portal Pro login page, or you can reset it from the owner's profile in RMS. See Owner Portal - Add and Reset Password.

Setup Steps

Setting up the Owner Portal Pro for a new owner takes five steps. Complete Steps 1 and 2 before sending the link in Step 4, as the owner cannot sign in until their profile has an email address and an Online Password.

Step 1 - 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 Owner Portal Pro. 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 2 - 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 Owner Portal Pro. 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.

Please Note! Skip this step for owners who already use the Owner Portal. Their existing Online Password already works on the Owner Portal Pro.

Step 3 - Add a Login Page Image (Optional)

The login page image is the picture displayed on the Owner Portal Pro login page on desktop. This step is optional.

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

Select the Login Image tab.
Select Add.
Browse to the image on your computer and select Open.
Once uploaded, select Save.

Step 4 - Send the Owner Portal Pro Link

Send each owner the Owner Portal Pro 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.

Below is a suggested template you can create in RMS as a Form Letter and send to owners to let them know they have access to the Owner Portal Pro.

Hi [Owner name],

The Owner Portal has been upgraded and it's ready for you to use start using today. It's designed to give you easier, faster visibility of your bookings, statements and invoices.

Here's what's new:

A summary dashboard showing your reservations and revenue at a glance
Quick access to your statements and invoices
The ability to view, add or edit your own reservations directly
A brand new look and feel, designed to work on any device

Your existing log in details will stay the same - same email, same password. The only change is a new link: [insert link]

Have a look around and let me know what you think - I'd love to hear your feedback about how it's working for you.

[Your name]

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.

Check the Setup Is Working

To confirm the Owner Portal Pro setup is working, 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.

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 who uses the Owner Portal cannot sign in to the Owner Portal Pro.
Fix: Check the owner is using the Owner Portal Pro link from Step 4 with the correct Client ID, and the same email address and password they use for the Owner Portal.
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.

Previous article: How to Generate Owner Statements in the Owner Portal Pro

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