How to Manage Contacts in Our Landlord Portal
Behind every smooth-running property operation is clear visibility, controlled access, and the right people seeing the right information. The Contacts section of the HOM landlord portal makes that possible.
As part of Padmission Journey, the portal is designed to support real-world property management structures. While the Dashboard gives you daily insights into tenancies, payments, and holds, Contacts is where you define who can act on that information. Whether you’re a single property owner or part of a multi-layered management organization, this feature allows you to confidently manage user access while protecting sensitive tenant and financial data.
When set up correctly, Contacts turns the portal from an individual tool into a secure, collaborative platform for your entire team.
The Contacts section lets you define who can act on property information in the landlord portal.
Contacts Structure
Every user in the portal is created as a contact and linked to a specific entity: a Property Owner, a Property Management Company, or an Ownership Group. There are 2 distinct portal roles, admin and member, which determine the scope of what the user can see. Property Owner contacts can access only the properties tied to that owner. Property Management Admin contacts can view all properties managed by their company, even across multiple owners, while Property Management Members can only view properties they are assigned. This built-in structure mirrors real-world business relationships and ensures data stays within clearly defined boundaries. No one can view properties outside their authorized scope.
Portal Roles: Admin and Member
Within each entity, you control access through two roles: Admin and Member.
Admins have full oversight of their entity’s properties. They can view tenancies, transactions, documents, and holds across the organization. They also manage the Contacts list itself — adding users, adjusting permissions, assigning properties, updating information, and removing access when needed. For most organizations, Admins are owners, senior managers, or trusted leadership staff who need complete visibility and control.
Members, by contrast, have focused access. They can view and work within only the properties assigned to them. This allows site managers, leasing agents, regional staff, or maintenance coordinators to stay concentrated on their responsibilities without being distracted by unrelated data. Members can review property details, upload documents, and monitor holds — but they cannot manage other users or expand their own access.
This role-based structure follows the principle of least privilege: people receive only the level of access required for their job. That approach strengthens both operational clarity and compliance.
Each user is assigned a role-based access level to ensure they only see the properties they are authorized to view.
Managing Access as Your Team Evolves
The Contacts section provides flexibility as the organization evolves. You can add new staff members, update roles as responsibilities change, and adjust property assignments when teams shift. If a regional manager temporarily covers another portfolio, the system can expand their access immediately. When that coverage ends, the system can remove the access just as quickly.
When someone leaves the organization, you can deactivate their account to block login immediately while still preserving activity records for audit purposes. If long-term history is not required, you can fully remove the account. This approach maintains continuity while preserving accountability.
The system also protects against unauthorized changes. For instance, when a contact’s email address changes, the system requires additional verification before restoring login access. It also records all significant actions—such as logins, role updates, and access changes—in audit logs to support transparency and compliance.
Keeping Your Records Clean
In growing organizations, duplicate contact records can occasionally appear. The portal supports record consolidation through HOM agency staff to ensure one clean, accurate profile per user. When duplicates are merged, property associations and permissions are preserved appropriately, and audit notes document the change. This keeps your user list organized and reduces confusion about who has access.
Admins have full oversight of properties and can manage users, permissions, and access settings.
Built-In Security Protections
Contacts management is supported by multiple safeguards designed to protect tenant and property data. Strong password requirements, automatic session timeouts, and role-based filtering help prevent unauthorized access. Each user must have an individual account — shared logins are not permitted — which ensures accountability at every level.
Combined with encryption and compliance monitoring, these measures allow you to collaborate confidently while maintaining strict data protection standards.
Video Tutorials
We’ve created a series of tutorial videos that walk you through various aspects of our landlord portal. Please click on a link below to watch these short, informative videos.
Why Contacts Management Matters
Effective contact management strengthens teamwork, reduces risk, and supports smoother operations across your HOM partnership.
Take a moment to review your Contacts section and confirm that roles and assignments reflect your current team structure. If you need assistance adjusting access or resolving account questions, contact landlordsupport@hominc.com. We’re here to help ensure your portal setup supports your organization’s success.
