Getting started with OwnerTabs tools

OwnerTabs is for running a property like you’ll hand it to someone else tomorrow. One rule keeps it clean: start with the property, then capture what happened (incident), what you learned (record), the proof (files), and who did the work (contacts).

Who this is for

Audience

Homeowners: stop re-solving the same problems (“where’s the shutoff?” “what did we replace last time?”).
Landlords: cleaner turnovers and fewer “who has the invoice / warranty?” moments.
STR hosts: guest issues + ops notes stay with the right unit, not in a chat thread.
Property managers: consistent context for handoffs (anyone can pick up a file fast).

How to use it

Steps

1
Day one: create your first property and add essentials you’ll need under pressure (access, shutoffs, key contacts, key docs, quirks).
2
When something happens: create an incident first (date/time + status + photos + who you contacted).
3
When you learn something you’ll reuse: add a record (what fixed it, what to check next time, model/part numbers).
4
Attach files as proof: invoices, manuals, permits, photos, inspection reports.
5
Keep contacts usable: vendor/company + the notes you actually need (how to book them, where they park, what they worked on, hours).

Key workflow

Repeatable

Property = the place (the container everything attaches to).
Incident = what happened (time-based work with a status and a resolution).
Record = what you learned (durable notes that prevent repeat work).
File = the proof (invoice, photo, manual, report).
Contact = the people (vendors, building/strata/HOA, maintenance).
Dashboard = your starting point (to choose work), not a storage bin.

Day-one checklist (10 minutes)

Add these once per property. It pays off the first time something goes wrong.

Access: lockbox/code location, unit entry notes, parking, who has keys.
Shutoffs: water main, unit shutoff, electrical panel, gas (where + photos).
Key contacts: plumber, electrician, strata/HOA, building manager, preferred handyman.
Key docs: appliance manuals, warranty PDFs, insurance info, strata bylaws/rules if relevant.
Quirks: anything a future you/teammate must know ("hot water takes 2 minutes", "parking stall #14").

What goes where (quick test)

Before you create anything, answer the first question:

Which property/unit is this for? If you can’t answer, stop and pick it first.
Did it happen on a specific day? If yes → incident.
Will you want the lesson later? If yes → record.
Is it a document/photo? If yes → file.
Is it a person/company? If yes → contact.

Practical example (uses multiple areas)

Example

A tenant reports a leak under the kitchen sink:

Open the property/unit.
Create an incident: “Kitchen sink leak” + photos + what you observed + status.
Contact the plumber (or confirm the existing contact) and note what you booked.
Attach the invoice and any “before/after” photos as files.
Close the incident with the one-line resolution + add a record: “what fixed it / what to check next time.”

Common mistake

Watch out

Creating notes and uploads “in the moment” without property context. That’s how work becomes unfindable later. Property first, then incident/record/file/contact.

Next guide

How the OwnerTabs dashboard works

Next, use the Dashboard as a daily command center without creating floating work.

Read guide

Apply it

Open a tool and start working with the property record.

Each guide pairs with a workflow. The next step is to put it into practice.

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