Changing property-management software should begin with the work that needs doing. A list of competing products tells a landlord little unless it is matched to the records, people and tasks involved. This guide replaces an older supplier comparison with an editorial checklist; it does not rank current vendors or repeat historic pricing.
Map the present system
List the records you rely on: property details, tenancy documents, maintenance history, financial records and contact information. Note which files live outside the software in email or shared folders. Identify who owns each task and what must remain available during a move. A missing attachment can matter as much as a missing balance.
Test the ordinary work
Give prospective suppliers the same realistic example, using fictional information rather than real tenant documents. Ask them to show how a repair is logged, assigned and closed, and how records can be exported. Check whether a quoted feature is included in the proposed plan. Read the support, renewal, cancellation and data-export terms before agreeing to a subscription.
Prepare the transfer
Choose a clear cut-off date and decide which system is authoritative at each stage. Keep a protected copy of the source records and a written mapping of fields. Trial a small selection first, then compare totals, dates, notes and attachments. Record exceptions rather than silently filling gaps with guesses. Agree who can approve the final move and who will investigate discrepancies.
Protect access
The National Cyber Security Centre's small-organisations guidance covers account protection, device security, backups and scams. Apply that thinking to the migration: use individual accounts, enable available additional sign-in protection and keep recovery arrangements under the organisation's control. Review the access of suppliers and former staff when their role ends.
Close the project carefully
Before retiring the old system, confirm that required records can be retrieved and that users know the new process. Test an export and a recovery scenario. Keep a log of unresolved problems with an owner and a due date. A successful migration is one where the landlord can explain where the records are and how everyday work continues, rather than simply showing that the new dashboard opens. Reviewed 30 October 2026.
Source and further reading: https://www.ncsc.gov.uk/collection/small-organisations-guide-to-cyber-security