Units

A unit in PropLink is one rentable or leasable space inside a site. Most of the time a unit is a flat, but it can also be a house on an estate, a commercial unit at street level, a parking bay or a storage cage.

If a site is the property, a unit is what someone holds a lease or tenancy over.

Unit attributes

The full list is in Unit fields.

Create a unit

Covered in Add your first units. Briefly:

1. Open the site → Units → Add unit.
2. Enter reference, name, floor, square metres.
3. Pick the unit type.
4. Save.

Bulk import units

For typical onboarding, never enter units one at a time:

1. Open Site → Units → Import.
2. Download the CSV template.
3. Fill one row per unit. Recommended columns:
   • reference (required)
   • name
   • floor
   • square_metres
   • parking_spaces
   • type
   • primary_contact_email
4. Upload.
5. PropLink validates and previews the changes. Confirm.

If you include primary_contact_email, PropLink looks up the matching contact and attaches them as the primary billable contact. If the contact does not exist, PropLink creates one with that email, you can fill in the rest later.

Edit a unit

Open the unit and click Edit. The audit log captures every change.

Some fields cannot be edited once they are referenced:

• A unit with posted invoices cannot have its reference changed without going through the rename workflow (which writes a record in the audit log explaining the rename).
• A unit assigned to a lease schedule cannot have its square metres changed without recalculating the schedule.

PropLink prompts you when an edit has downstream effects.

Attach a leaseholder or tenant

Every billable unit needs a primary billable contact. To attach one:

1. Open the unit and click Contacts → Add contact.
2. Search for the existing contact or click New contact to add one.
3. Pick the contact type , Leaseholder for Block Management, Tenant for Lettings.
4. Tick Primary billable contact.
5. Save.

You can attach multiple contacts. The primary billable contact is the one PropLink uses for invoices, statements and arrears letters. Additional contacts can receive correspondence too, for example a co-leaseholder, an executor, a solicitor.

The unit page tabs

Unit history

The History tab shows every change to the unit and every reassignment of leaseholders. This is the audit trail you draw on for tribunal evidence and dispute resolution.

Archive and restore

Units can be archived. PropLink prevents archiving a unit with:

• A non-zero balance.
• An active lease schedule entry.
• Open work orders.

If any of these apply, PropLink lists what would need to be resolved first.

Violations and compliance flags

The Violations tab tracks unit-specific compliance issues:

• Lease breaches (subletting without consent, unauthorised alterations).
• Outstanding compliance items (gas certificate overdue, EPC overdue).
• Behaviour complaints.

Violations link to tickets and to letters issued. They are useful contemporaneous evidence in any future legal proceedings.