Units are the foundation of your property management operations in Accez.Cloud. Every lease, maintenance request, and financial record ties back to a specific unit — so getting your unit setup right from the beginning saves significant time and prevents data issues down the road.

Whether you're managing long-term residential rentals or short-term vacation properties, this guide covers everything you need to know about creating, configuring, and managing units in Accez.Cloud.

Prerequisites

Before creating units, make sure you have:

An existing property in Accez.Cloud — units live inside properties, so you need at least one property created first. If you haven't done this yet, follow our property creation guide.
Active resident accounts (required for long-term units only) — long-term units must be assigned to a resident at creation. Create resident accounts before proceeding if you plan to set up long-term rentals.

Understanding Unit Types

Accez.Cloud supports two fundamentally different unit types, and the choice you make at creation affects which features and workflows are available:

Long-Term Units: Designed for traditional residential rentals — monthly or annual leases with specific tenants assigned to each unit. These units track lease start and end dates, rental pricing, and tenant information. They're the right choice for apartments, villas, and any unit rented on a lease agreement.

Short-Term Units: Built for vacation rentals, furnished apartments, and flexible booking arrangements. These units support nightly or weekly bookings, dynamic pricing, and guest management. If you list on platforms like Airbnb or Booking.com, short-term units can connect to distribution channels.

Important: The unit type is set at creation and determines the management workflow. Choose carefully based on how you actually rent the unit. If you manage a mixed portfolio with both types, you'll create different units under the same property — Accez.Cloud handles both seamlessly.

Step 1: Access Unit Creation

From your dashboard, click on your property card to enter the property details section. Select the "Units" header from the navigation menu. If you haven't created any units yet, you'll see a prompt to add your first unit.

Click the "Add Your First Unit" button to begin. If you already have units, you'll see a list of existing units with an "Add Unit" button at the top.

Step 2: Choose Your Unit Type

A new page will appear with the option to create either a short-term or long-term unit. By default, long-term unit is selected.

For this guide, we'll walk through creating a long-term unit since it's the most common setup. The short-term unit process is similar but includes additional fields for booking configuration and channel management.

Important Note: Long-term units require an active resident to be assigned during creation. If you see an error about missing residents, go back and create resident accounts first, then return to unit creation.

Step 3: Fill in General Unit Information

This is the most detailed step. Take your time here — accurate information now prevents corrections later.

Basic Information

Unit number or name: Use a consistent naming convention across your property. "Unit 101" or "Apt 3B" works well. Avoid duplicating unit names within the same property.
Unit type: Select from apartment, studio, villa, room, or other options. This helps with filtering and reporting later.
Square footage: Enter the total livable area. This is a key factor for tenants comparing units and for rental pricing benchmarks.
Number of bedrooms and bathrooms: Straightforward but critical — these are among the first filters tenants use when searching.

Property Details and Amenities

List everything the unit includes. Being thorough here pays off because this information appears in tenant-facing views:

Appliances: Washer, dryer, dishwasher, refrigerator, oven, microwave
Features: Balcony, parking spot (include number), storage unit, built-in wardrobes
Climate: Central AC, split AC, heating system
Furnishing status: Fully furnished, semi-furnished, or unfurnished
Pet policies: Allowed, not allowed, or allowed with deposit
Internet/utilities: Included in rent or tenant-paid

Tip: Units with detailed amenity lists get fewer questions from prospective tenants and help set accurate expectations, reducing disputes after move-in.

Availability Status

Set the current state of the unit:

Available: Ready to be leased or shown to prospective tenants
Occupied: Currently has an active tenant
Under maintenance: Temporarily unavailable due to repairs or renovation

This status is visible across the system and helps your team quickly identify which units need attention. Keep it updated — an inaccurate availability status creates confusion for everyone.

Step 4: Configure Ownership and Tenant Information

This section determines the financial and legal structure of the unit.

Ownership Type

Owned by Company: The property management company owns this unit directly
Privately Owned: An individual owner has contracted your company to manage this unit on their behalf

This distinction matters for financial reporting. Privately owned units may require separate owner statements and commission tracking, which Accez.Cloud handles automatically based on this setting.

Tenant Assignment

Select the resident who will occupy the unit from the dropdown of active resident accounts
Enter the rental price you'll charge the resident per month

Make sure the rental price reflects the actual agreed amount — this drives rent collection reminders, financial reports, and occupancy revenue calculations throughout the system.

Lease Duration

Start date: When the lease begins and the tenant can move in
End date: When the lease expires

The system uses these dates to track active leases, trigger renewal alerts (typically 90, 60, and 30 days before expiration), and calculate occupancy metrics. Setting accurate dates from the start means you won't miss renewal windows or have expired leases showing as active.

Step 5: Add Additional Information and Images

Additional Information

Add any context that doesn't fit in the structured fields above. Examples include:

Special access instructions (gate codes, key procedures)
Notes about recent renovations
Restrictions (no smoking, quiet hours)
Included parking space numbers

This section is optional but valuable for your team's reference when fielding tenant questions or onboarding new staff.

Unit Images

Upload high-quality images showing:

Living spaces: Living room, bedrooms from multiple angles
Kitchen and bathrooms: These are high-priority areas for tenants
Special features: Balcony views, walk-in closets, upgraded finishes
Storage and parking: If applicable

Tip: Aim for at least 5-8 images per unit. Properties with comprehensive image sets fill vacancies faster because prospective tenants can make informed decisions without requiring an in-person visit for every unit. Use natural lighting where possible and avoid wide-angle lens distortion that makes rooms look larger than they are — this sets unrealistic expectations and leads to tenant dissatisfaction.

Step 6: Save Your Unit

After filling in all required information, click the "Save" button. Your long-term unit is now successfully created and will appear in your units list within the property.

Verify the unit by clicking on it to review all the details you entered. If anything needs correction, you can edit immediately.

Managing Existing Units

Viewing Unit Details

Click on the three-dot icon next to any unit and select "View" to see complete unit information. The detail view shows everything you entered during creation plus any system-generated data like creation date and last-modified timestamp.

Editing Units

If you need to update any information:

Click the "Edit" button while viewing unit details
Make your changes (e.g., update availability status, change pricing, modify amenities, swap images)
Click "Save" to apply your updates

The system will immediately reflect your changes across all views — dashboards, reports, and tenant-facing interfaces.

Common Reasons to Edit Units

Tenant turnover: Update availability status from "Occupied" to "Available," remove the previous tenant assignment, and adjust pricing if needed for the next lease
Rent adjustments: Update the monthly rental price, typically during lease renewal negotiations
Renovation completion: Change status from "Under maintenance" to "Available" and upload fresh images showing the improvements
Amenity changes: Add or remove amenities as you upgrade units (e.g., installing a washer/dryer or adding a parking space)

Deleting Units

If a unit is removed from your portfolio (e.g., converted to commercial use or merged with another unit), you can delete it. However, exercise caution — deleting a unit removes its history. In most cases, it's better to mark the unit as inactive rather than delete it, preserving historical data for reporting.

Watch the Full Video Tutorial

See the complete unit creation process in action:

Watch: How to Create & Edit Units in Accez.Cloud

Key Takeaways

Long-term units require active resident accounts for tenant assignment — create residents first
Ownership type (company vs. private) affects financial reporting and commission tracking
Lease duration dates drive renewal alerts and occupancy metrics — set them accurately
Detailed amenity lists reduce tenant questions and set correct expectations
Units can be edited and updated at any time — keep availability status current
Aim for 5-8 quality images per unit to reduce vacancy time
Prefer marking units inactive over deleting them to preserve historical data

Best Practices for Unit Management

Establish a naming convention: Use consistent unit names across all properties (e.g., "101," "102" or "A-1," "A-2"). This makes searching, filtering, and reporting much easier as your portfolio grows.

Keep information updated: Review unit details at every tenant turnover. Update pricing, images, amenity lists, and availability status. Stale information creates confusion and slows down re-leasing.

Use high-quality images: Professional photos reduce vacancy times measurably. If you can't hire a photographer, use a smartphone with good natural lighting and clean, decluttered spaces.

Detailed amenity lists: Every amenity you list is a selling point. Don't assume things are obvious — if the unit has a dishwasher, parking, or in-unit laundry, list it explicitly.

Track maintenance status: Change availability status to "Under maintenance" when units are being repaired. This prevents accidentally showing or leasing units that aren't ready, and gives you accurate occupancy reporting.

Next Steps

With your units created, you're ready to:

Set up work order management for maintenance requests — see our work order tutorial
Configure services and amenities for resident bookings
Connect distribution channels for short-term units
Start tracking metrics like occupancy rates and rental income across your portfolio

How to Create and Manage Units in Accez.Cloud