Estates

An estate is a way to group several sites together. PropLink does not force you to use estates, a single-block organisation can ignore them entirely, but for managing agents and freeholder companies they are a useful way to roll up financials, contacts and reporting across multiple sites.

When to use estates

Use an estate when several sites share:

• A common freeholder or RMC.
• A common management contract.
• A common development name.
• A common reporting line: for example a portfolio segment you report to a client on as a whole.

Avoid estates when sites are unrelated except that you happen to manage them. For that, use site groupings via filters or saved views instead.

Create an estate

1. Open Portfolio → Estates → Create estate.
2. Enter the name as it should appear on dashboards and PDFs, for example Acacia Avenue Development.
3. Enter an internal reference if you use one (for example EST-001).
4. Enter the address of the estate office or the principal address.
5. Optionally, pick the freeholder from the contact directory.
6. Optionally, pick the managing agent from the company directory.
7. Click Create.

Add a site to an estate

You can add sites to an estate when creating the site, or after the fact:

1. Open Portfolio → Sites → your site → Edit.
2. In the Estate field, pick the estate.
3. Click Save.

A site belongs to at most one estate. To move a site between estates, change the field. PropLink updates the audit log and the estate-level financial roll-ups.

What an estate gives you

Once sites are grouped under an estate, the estate page shows:

• A summary with site count, unit count, occupancy, arrears total, work-order backlog.
• A sites list with a quick-jump map.
• A units list across every site in the estate.
• A financials view aggregating debtors, creditors and bank balances.
• Maintenance events that span the estate.
• Insurance policies recorded against the estate.
• Utilities for whole-estate meters (district heating, communal electricity).
• Assets for shared infrastructure (entrance gates, CCTV, lifts in a shared lobby).
• Contacts for estate-level stakeholders (freeholder, RMC directors, estate manager).
• Files for shared estate documents.
• Access to control which staff can see the estate.
• Reports scoped to the estate.

Estate-level access

Users can be scoped to one or more estates instead of (or in addition to) being scoped to specific sites. A portfolio manager assigned to Acacia Avenue Development automatically sees every site that joins the estate later, you do not have to update their scope every time you onboard another block.

Bulk import estates

For large portfolios:

1. Open Portfolio → Estates → Import.
2. Download the CSV template.
3. Fill one row per estate: reference, name, address, freeholder_email, managing_agent_name.
4. Upload the CSV. PropLink validates and confirms which rows will be created.
5. Click Confirm import.

You can also assign sites to estates via the site import, include an estate_reference column in the site CSV and PropLink links them automatically.

Archive and restore an estate

Estates can be archived once they have no active sites. Sites must be moved or archived first. See Soft delete, archive and restore.