Overview

Property Contacts represent the key operational and leadership roles for each property in your organization. These roles span from onsite positions (such as Maintenance Supervisor and Property Manager) to regional management, and up through executive leadership (including Division President, Vice President, and Executive VP).

Each Contact is assigned to a specific person. Any work routed to that Contact is automatically assigned to the designated person. If staffing changes occur, assigning a new person to the Contact automatically transfers all existing and future work to them. This ensures operational continuity, reduces the need for manual work reassignment, and maintains clear ownership across Tasks/Work Orders, Inspections, and Projects.

Property Contacts are available in both Happy Property > Properties and the Admin Center (via Happy Manage). Updating a Contact in either location automatically updates it globally across the platform.

Key Concepts

Predefined Contacts

Each property comes with 21 predefined, standardized Contacts. These Contacts represent structured roles in your organization; they cannot be renamed or deleted, but you can assign any user with appropriate property access to them.

The 21 standardized Contacts are organized by department:

• VP / Executive Roles
  • Executive Vice President (EVP)
  • Senior Vice President (SVP)
  • Vice President (VP)
  • Regional Vice President (RVP)
  • Division President
• Regional Roles
  • Regional Facilities Manager
  • Regional Maintenance Manager
  • Regional Property Manager
  • Regional Supervisor
• Asset & Portfolio Management
  • Asset Manager
  • Senior Asset Manager
  • Portfolio Manager
• Property Management
  • Property Manager
  • Assistant Property Manager
• Facilities & Maintenance
  • Director of Facilities
  • Facilities Manager
  • Maintenance Supervisor
• Projects & Construction
  • Capital Projects Manager
  • Construction Manager
  • Unit Renovations Manager
• Finance
  • Accounting Manager

When to Use This

Use Property Contacts to streamline assignment routing and keep progress updated automatically:

• Tasks and Work Orders: Assign individual tasks or work orders within a turn to a Property Contact instead of a specific person.
• Inspections: Route property inspections directly to designated Contact roles.
• Make Ready Projects: Assign Project ownership to a Contact. If staffing changes, project ownership updates automatically for all linked work, keeping turn progress accurate without manual cleanup.

Requirements

• Property Access: A user must have permissions to access the specific property to be assigned as a Contact for that property.
• Single-User Assignment: Only one person can be assigned to each Contact at a time.
• Manual Maintenance: Contacts do not sync from Property Management Systems (PMS) or HR systems; they must be updated and maintained manually.

Steps

Accessing Contacts

You can view and manage Contacts through either Happy Property or the Admin Center in Happy Manage.

Option A: Via Happy Property

1. Log in to Happy Property.
2. Click Settings.
3. Select Properties.
4. Choose your desired property.
5. In the side drawer, select the Contacts tab.

Option B: Via Happy Manage (Admin Center)

1. Log in to Happy Manage.
2. Click Settings.
3. Select Admin Center.
4. Open Properties.
5. Choose your desired property.
6. In the side drawer, select the Contacts tab.

Assigning or Updating People to Contacts

To assign a user to a Contact role or update an existing assignment:

1. Open the Contacts tab for the property (using either access method above).
2. Select the Contact role you want to update.
3. Search or select a user from the dropdown menu.
4. Save your changes.

Exceptions / Edge Cases

• Person-Specific Assignments: Only work assigned directly to a Contact (e.g., "Property Manager") will automatically transfer when staffing changes occur. Any work assigned directly to an individual person remains with that original user and must be reassigned manually.

Troubleshooting

• Problem: Work isn’t assigned to the right person.
  • Cause: The work may be assigned to an individual instead of a Contact, or the Contact assignment itself may be outdated.
  • Resolution: 1. Confirm the work is assigned to a Contact, not an individual. 2. Check that the correct person is currently assigned to that Contact role. 3. Verify that the assigned user has the necessary property access.
• Problem: Assignments didn’t transfer after a new hire.
  • Cause: The work was likely assigned to the former employee as an individual, rather than to their Contact role.
  • Resolution: Reassign the work to the appropriate Contact role. Only work assigned to Contacts will transfer automatically.
• Problem: Contact shows no available people in the dropdown list.
  • Cause: The intended person does not have access permissions for the property.
  • Resolution: Update the user's permissions in Admin Center → Users to grant them access to the property.
• Problem: Contact has no person assigned.
  • Cause: The role is currently vacant.
  • Resolution: Assign a person to the Contact to restore automatic work routing. Work assigned to an empty Contact role will appear as "unassigned."

FAQs

Can I add or rename Contacts?

No. The system includes a standardized set of 21 predefined Contacts. You cannot add custom roles or rename existing ones.

Can multiple people share one Contact?

No. Contacts support a single assigned person at any given time to ensure clear ownership and accountability.

Do Contacts sync from our PMS or HR system?

No. They are maintained manually in Happy Property or the Admin Center.

Do Contacts affect notifications?

Yes. The assigned person receives all system notifications for work, tasks, and projects tied to that Contact role.