Lease & Facilities Portal —
Property Operations in One Dashboard
Property Operations — Akshara Technologies Demo
The Challenge
A Property Portfolio Running on Spreadsheets, Emails, and Tribal Knowledge
Managing a portfolio of 8 properties and 255 leasable units is a continuous operational challenge. The property operations team was tracking lease expiry dates in spreadsheets updated inconsistently, logging maintenance tickets by email with no SLA visibility, and managing vendor relationships through contact lists shared in group chats.
Lease renewals were being missed because there was no advance warning system. A renewal expiring in 30 days looked identical on a spreadsheet to one expiring in 8 months. Maintenance requests raised by tenants had no structured workflow — tickets were sometimes duplicated, sometimes lost, and SLA breach rates were unknown because nobody was tracking them.
Finance had no live view of the rent roll. Monthly rent figures required the operations team to manually compile unit data from across properties and share a consolidated sheet — a process that took half a day every month and produced a number that was already out of date by the time it was shared.
Lease expiry dates tracked in spreadsheets — no urgency banding, no proactive renewal alerts
Maintenance requests handled by email — no SLA tracking, frequent duplication, unresolved ticket backlog
No live rent roll — monthly figures required manual compilation from multiple property sheets
Vendor directory maintained in group chats — no performance ratings, no preferred supplier visibility
The Solution
A SharePoint-Powered Operations Hub With Live Portfolio Data
The Lease & Facilities Portal was built on SharePoint Online with custom SPFx web parts handling the dashboard tiles, lease pipeline visualisation, and maintenance ticket feed. Microsoft Lists serves as the underlying data store for all properties, units, leases, and tickets — giving the team a structured, auditable record with no external database required.
The hero dashboard surfaces real-time KPIs — 8 properties, 87% occupancy, 222/255 units leased, and ₹42.6L monthly rent roll — pulled live from list data with no manual compilation. Below it, the lease renewal pipeline categorises all upcoming renewals by urgency band (critical within 30 days, urgent within 90, scheduled within 180), so the operations team starts each day with a clear action list.
The maintenance tracker ingests tenant requests through a Power Automate flow, assigns tickets to property managers, and tracks SLA status with colour-coded indicators. Vendors are rated after each job and surfaced in the preferred vendor directory, filterable by trade category. An Azure Maps-powered property map gives a geographic view of the entire portfolio. A compliance calendar integrates with Outlook to surface upcoming inspections, lease reviews, and document renewals.
What Was Delivered
Project Screenshots
Lease & Facilities Portal in Action
Measured Outcomes
Operations Team Now Starts Every Day With the Full Picture
Technology Stack
Built on Microsoft 365, No External Database Required
Ready to Build This?
Digitise Your Property Operations With SharePoint Online
We design and build facilities and lease management portals entirely within Microsoft 365 — no external database, no third-party software licenses. Just structured Microsoft Lists, smart Power Automate flows, and custom SPFx dashboards.