ProFlow360 Onboarding Guide
Complete step-by-step checklist to configure your workspace with practical property management setup guidance.
Setup checklist
Tasks:
- Sign up and verify your email address
- Choose your workspace name and subdomain
- Set your timezone and currency preferences
- Configure company information (address, phone, logo)
Pro tips:
- • Use a company email for better deliverability
- • Choose a professional subdomain - this appears in owner and resident-facing URLs
- • Add your logo now to personalize notices, documents, charges, and statements
Tasks:
- Open Portfolio → Import and download the CSV template
- Map your fields to ProFlow360 standard fields
- Review and validate imported records
- Contact support for help mapping exports from prior systems
Pro tips:
- • Clean your data before importing - remove test records and duplicates
- • Start with properties, units, owners, residents, vendors, leases, and held deposits
- • Start with a small test import (50 records) before full migration
Tasks:
- Create workflow stages for leasing, maintenance, renewals, turns, and owner updates
- Define required fields and escalation rules for each stage
- Define default task templates for each stage
- Configure automation rules for stage transitions
Pro tips:
- • Most rental teams start with 5-7 stages for leasing, maintenance, and owner updates
- • Add automation rules to assign tasks when work moves stages
- • Set realistic due dates and escalation rules based on historical response times
Tasks:
- Configure SMTP email delivery for your organization
- Send a test owner or resident message
- Confirm SPF/DKIM and reply-to settings with your mail provider
- Configure email templates for common scenarios
Pro tips:
- • Use your existing mail provider for SMTP credentials
- • Test email deliverability with support@proflow360.com
- • Create templates for owner updates, resident notices, follow-ups, and payment reminders
Tasks:
- Add team members and assign roles (Admin, Manager, Employee)
- Configure role-based permissions and data access
- Create user groups for different departments or teams
- Set up assignment rules for requests and tasks
Pro tips:
- • Start with fewer permissions and expand as needed
- • Use assignment rules for leasing inquiries, maintenance triage, portfolio ownership, and resident request queues
- • Schedule a team training session after onboarding
Tasks:
- Browse the integrations catalog for supported and planned connectors
- Configure Stripe-hosted tenant payments where payment collection is enabled
- Export accounting data for your external bookkeeping workflow
- Review API options for custom integration work
Pro tips:
- • Prioritize integrations that save the most manual data entry
- • Treat accounting sync, SMS, mailbox sync, and no-code automation connectors as roadmap unless configured for your workspace
- • Review our integrations guide for launch-safe setup instructions
Quick wins after setup
Once you've completed the core setup, try these high-impact workflows to see immediate value.
Send your first owner or resident update in 5 minutes
Use pre-built templates to create professional updates with clear next steps, attachments, and online payment links where needed
Try it nowSet up automated follow-ups
Configure reminders and email sequences that run automatically based on owner, resident, or workflow activity
Learn moreRequest guided team training
Use launch docs first, then request a guided setup session for imports, workflows, roles, and team handoff questions
Learn moreAvoid these common mistakes
Skipping data cleanup
Problem: Importing messy data with duplicates, test records, and incomplete fields
Solution: Spend 30 minutes cleaning your CSV before import. Use the duplicate detection tool to merge records.
Over-complicated pipelines
Problem: Creating too many pipeline stages that slow down your team
Solution: Start with 5-7 stages. You can always add more later as processes mature.
Wrong role permissions
Problem: Giving everyone admin access or restricting permissions too tightly
Solution: Follow the principle of least privilege. Managers should manage their teams, employees should see their own data.
Complete ProFlow360 onboarding for residential rental teams
ProFlow360 onboarding is designed to help residential property managers and portfolio teams configure the core workspace without rushing data quality. This onboarding guide walks you through account creation, owner, resident, vendor, and property data migration, workflow configuration, email integration, team setup, and tool connections using practical property management best practices.
Follow the six-step checklist above to avoid common pitfalls like messy data imports, overcomplicated pipelines, and incorrect permission settings. Each step includes estimated completion time, specific tasks, and pro tips to help you make smart configuration decisions. Clean source data can make the checklist faster, while larger portfolios should budget extra review time before tracking requests, sending owner or resident updates, and managing property work the same day.
How to import owner, resident, vendor, and property data into ProFlow360
ProFlow360 supports CSV imports for owner, resident, vendor, property, unit, lease, held deposit, and work history data. Open Portfolio → Import to download the template, map your fields to ProFlow360 standard fields, and review imported records before finalizing. For prior CRM or accounting systems, use structured exports first and review custom mapping options with the implementation team. Learn more in our integrations catalog.
Configure workflows that match your rental operations
Most rental teams start with 5-7 stages for workflows like new request, triage, vendor assigned, scheduled, completed, owner update sent, and closed. ProFlow360 lets you customize stage names, define due dates, and set automation rules that trigger when work moves between stages. For example, automatically assign a follow-up task when a maintenance request is scheduled, or send an owner update when work is completed. Check out our automation playbook for ready-to-use pipeline automation templates.
Configure email delivery for property communication
ProFlow360 supports SMTP email delivery for owner, resident, vendor, and team messages. Configure your provider credentials, send a test message, and confirm deliverability before inviting users. Gmail and Outlook mailbox sync, open tracking, reply capture, and shared calendar availability are roadmap connector work unless your workspace has a custom API implementation. Email templates still let you standardize owner reports, resident notices, vendor coordination, and payment reminders.