Technology · Sheet T-04
The facility management client portal for owners and tenants
The client portal at app.levaru.co is where the work we do on your buildings becomes visible. Owners get seats fenced to their own buildings: they see the record and can send us a service request. Tenants get a simple way to report problems with photos and follow them until the job is done. Owners stop asking "what's happening in my building" — they open a tab.
For owners
The work, as it happens
Work-order status with photos, PM schedules and completion, asset histories, inspections, invoices and your 360° walkthroughs, for each building on your seat.
For your team
One record, no email chains
Asset managers and property staff on your side get their own seats with the same view. The weekly status call gets shorter because the answers are already on screen.
For tenants
Requests that don't vanish
Tenants submit issues with photos and follow their status until the job is done. Responsiveness they can see is one of the quietest tenant retention tools an owner has.
Owner portal
What does the owner portal for property management show?
Owner seats are fenced to the buildings you are granted and are read-only, except that you can submit a service request with photos. Within those buildings, you see the operating record our team keeps:
Work orders
Each job with its photos and a time-stamped status history.
Preventive maintenance
PM schedules and their completion record.
Inspections
Pass/fail results, photos, open findings, and the pass rate compared with the prior period.
Assets
QR-linked asset histories, with compliance reports and certificates attached to the asset.
Meters
Readings our technicians record in the field.
Money
Invoices, quotes and your contract, shown as billed amounts.
360° tours
The published tours of your floors, with restricted areas locked.
Exports
The asset register and work-order history as Excel files.
In reporting you see PM completion and billed spend by building and for your top assets. Each month we also send a report: work completed, what you were billed, and performance against agreed service levels.
Limits
What stays out of the owner's view?
The portal is not a window into everything. Some records stay on the staff side:
- the building document register (leases, permits and building-level certificates)
- vendors and their insurance certificates
- parts, purchase orders and capital plans
- analytics and safety incident logs
- our cost basis: you see billed amounts, not what the work cost us
If you need something from that list, ask your Levaru manager. In 360° tours, owner seats get the restricted view by default: areas marked as restricted stay locked, and only Levaru staff see the full tour.
Tenants
How does the tenant maintenance request portal work?
Tenants have three ways in. A tenant seat in the portal is fenced to their own unit. A QR label on an asset or room opens a report-a-problem form for anyone not signed in. A public request form needs no login at all. A QR scan is the most precise route: it creates a request against the exact asset, which we convert to a work order with its history attached.
Each request carries photos and a location. Our staff review it and convert it to a work order. The tenant follows the status by email and on a status page, until the job is done. Tenants see the status, not the work order itself: no work-order photos, no owner financials and no other tenants' requests. For more on why responsiveness matters, read our tenant retention playbook.
Who sees what in the portal?
Access is set by role and enforced by the server. Share-link guests are outside parties, such as a lender or insurer, who get a view-only link to one tour.
| Record | Owner seat | Tenant | Share-link guest | Levaru staff |
|---|---|---|---|---|
| Work orders | Yes, with photos | Status of their own requests only | No | Yes |
| PM, inspections, assets, meters | Yes | No | No | Yes |
| Invoices, quotes, contract | Yes, billed amounts | No owner financials | No | Yes |
| 360° tours | Restricted view by default | No | One published tour, restricted view, until the link expires or is revoked | Full tour |
| Vendors, parts, purchase orders, capital plans, analytics, safety logs | No | No | No | Yes |
| Exports | Asset register, work-order history | No | No | Assets, work orders, vendors, parts |
In practice
What changes day to day?
- A tenant reports a leak. The request arrives with photos and a location. Once our staff convert it, you see the work order, its photos and each status change, without a phone call.
- Budget season. You open billed spend by building and for your top assets, then export the work-order history to Excel for your own analysis.
- A lender asks about the building. We send an expiring, view-only link to the published tour, with restricted areas locked.
Access
How do you get set up?
During onboarding we create a seat for each person you name and grant it the buildings it should see. There are no per-seat fees, so you don't need to ration access. Tenants either get a seat fenced to their unit or use the QR labels and the public request form. When someone leaves your team, tell us and we remove their seat.
Compare
How does this compare with a separate tenant app or owner reports?
Many owners juggle a tenant request app, a vendor's maintenance system and a monthly PDF. Each holds part of the story, and none of them agree. Here, the tenant's request, the work order, its photos and the invoice sit in one record, and each person sees their part of it.
The trade-off: apart from submitting service requests, owner seats are read-only. You can see and export the record, but Levaru staff carry out and record the work. If you want your own team to dispatch and run work orders, that is a different model; our guide to in-house vs. outsourced facility management sets out both. The portal comes with our commercial property management and facility management services, and the record behind it is our CMMS platform.
FAQ
Client portal — common questions
Is the client portal an extra cost?
No. Portal access is included with every Levaru facility management and property management engagement. There are no per-seat fees, so you can add the people on your team who need to see the record.
What can I see in the owner portal?
Work orders with photos and status history, PM schedules and completion, inspection results, asset histories behind each QR label, meter readings, invoices, quotes, your contract and the 360° tours, for the buildings you are granted. Owner seats are read-only, apart from submitting service requests with photos.
Can my tenants see work-order photos?
No. Tenants submit requests with photos and follow the status by email and a status page until the job is done. The work-order record and its photos, owner financials and other tenants' requests stay out of their view. Owners see the photos.
Can I give my lender, insurer or adjuster access?
For a building tour, yes: we can send an expiring, view-only link to a published 360° walkthrough, with restricted areas locked. Work-order records have no outside share link. For a claim, we send your adjuster the photos and timeline on request.
Can I export data from the portal?
Yes. Owner seats can export the asset register and work-order history for their buildings as Excel files. The work-order export is a list without photos. We export the vendor list and parts inventory for you on request.
Can tenants submit a request without logging in?
Yes. Scanning a QR label while not signed in opens a report-a-problem form, and a public request form needs no login. Either way the request can include photos and a location, and the tenant follows the status by email.
How do I log in?
The portal lives at app.levaru.co. We issue credentials during onboarding. If you're an active client and can't reach your account, call +1 (703) 646-8300 and we'll sort it out.
Next step
Want this view of your building? It comes with the service.
Curious how it works? See how our 360° walkthroughs work →