Your documents, repair requests and messages

Who this is for

Tenants using the tenant portal. This covers My Lease (with your deposit after you move out), Maintenance and Messages.

Before you start

• Sign in to the tenant portal with the Google account your landlord invited.
• You can download documents your landlord has filed for you, but you can't upload them. To send a document, ask your landlord how they want it.

Steps

Your lease and documents

1. Open My Lease. Each lease shows the property, address, unit, the tenants on it, monthly rent, start date and end date.
2. Under Documents, each file shows its name, what it is (for example Signed lease or Inspection) and its date. Click Download to open it in a new tab.

Ask for a repair

1. Open Maintenance and click New request.
2. Enter a Title and a Description, choose a Priority (Low, Medium, High or Urgent), and switch on Permission to enter if someone may come in while you're out.
3. Click Submit request.
4. Open the request to follow it. While the repair is being arranged its status is Open, Awaiting Quotes, Pending Approval or Approved. It is In Progress once a vendor has the work and Resolved when the work is done. Rejected means the repair won't be done. Progress shows Reported, In Progress and Done. Notes from property manager shows what they wrote, once they write something. Entry permission shows your answer: Granted, or Not granted if you left it off. Not answered means you weren't asked: your property manager made the request, or it was sent before eSamaHomes kept this answer.
5. On Maintenance, resolved and rejected requests are listed under Closed.

Message your property manager

1. Open Messages and click New message.
2. Enter a subject and your message, and send it. Replies appear in the same conversation.

Example

Maria Lopez's kitchen faucet drips. She opens Maintenance, clicks New request, enters "Leaking kitchen faucet", describes the drip, picks Medium and switches on Permission to enter. The request shows Open. Two days later it shows In Progress with a note that a plumber comes Thursday, and then Resolved.

What happens next

• Your property manager sees your request right away, with your priority and permission to enter, and may get quotes or send a vendor. A vendor sent to do the work sees your permission to enter.
• If you share your lease, your lease-mates on the same unit see the same repair requests.
• New documents your landlord files for you appear under Documents. Documents from a past lease stay there.
• A document link checks who you are every time. If you open it later, bookmark it or send it to someone, eSamaHomes asks for sign-in first, and only an account allowed to see the document can open it.
• Your deposit after you move out. While your landlord settles your security deposit, My Lease shows a Your deposit card, even after the lease ends. It shows the deposit held, any deductions with their reasons once your landlord mails you a claim notice, and, when it is settled, how much came back, how and when. You also get an email with the same summary. In Florida the claim notice comes by certified mail, and the letter says how to object.

If something looks wrong

• "You don't have access yet". Your portal opens once you accept your landlord's invite. Ask them to send you one, then open the link in the email.
• "No documents have been shared with you yet." Your landlord hasn't filed any documents you can see. Some documents, such as vendor papers, are for staff only.
• "Document not available". The document was removed, or you are signed in with a different Google account from the one your landlord invited. Sign in with that account and open it again.
• "No active lease". Your lease has ended or hasn't started. Contact your property manager.
• "Your lease isn't linked to a unit yet, so this request can't be sent." Contact your property manager. They need to put your lease on its unit before you can send a request here.
• You want to add photos to a repair request. The form has no photo upload yet. Describe the problem, or send the photos by message.
• A request needs to be cancelled. Message your property manager; you can't cancel it yourself.