PropertyOptix, in full

What PropertyOptix covers

• –Letting agents, landlords and managing agents
• –Multi-property portfolios, from a single property upwards
• –Gas safety, EICR and EPC certificate tracking with expiry alerts
• –Tenancy records, including Right to Rent and deposit protection evidence
• –Inspection scheduling, with findings raised as repairs
• –Repair workflow from report through to contractor close-out
• –Contractor register with insurance and accreditation expiry
• –Portfolio-wide compliance reporting

What it doesn't cover

• –Rent collection, client accounting or landlord statements
• –Property marketing, portal listings or applicant matching
• –Tenant referencing — PropertyOptix records the outcome; it doesn't run the check

Properties

A live register of every property you manage.

• –Property profile, owner and current tenancy in one place
• –Switch between a whole-portfolio view and a single property history
• –Role-based visibility, so staff only see the properties they manage

Tenancies

Every tenancy, with the dates that matter.

• –Tenancy start, end and renewal dates tracked automatically
• –Right to Rent and deposit protection evidence held against the tenancy
• –Notices and correspondence kept on the same record

Inspections

Property visits, recorded properly.

• –Scheduled inspections with photos captured on the visit
• –Findings raised as repairs without re-typing them
• –A full visit history per property, not a folder of loose reports

Certificates

Gas, electrical and energy certificates in one place.

• –Gas safety, EICR and EPC records held against the property
• –Expiry dates surfaced well before the certificate lapses
• –Documents attached to the record, not emailed around

Repairs

Reported, assigned, and actually closed out.

• –Repairs logged by tenants, staff or from an inspection finding
• –Assigned to a contractor with the job history kept together
• –Damp and mould reports tracked separately, so they are not lost in the queue

Contractors

Who you use, and whether they are still approved.

• –Contractor details, trades and coverage in one register
• –Insurance and accreditation expiry tracked automatically
• –Job history per contractor, so performance is visible

Documents

Everything filed against the property it belongs to.

• –Tenancy agreements, certificates and correspondence in one library
• –Searchable by property, tenancy or document type
• –Version history kept, so the current document is obvious

Compliance Reporting

What is due, what has lapsed, across the portfolio.

• –Certificate and inspection status rolled up across every property
• –Filter by property, landlord or compliance type in seconds
• –Built from the records staff already enter — nothing re-keyed

01

Certificate expiry surfaced before a property is let without valid paperwork

02

Whole-portfolio management with role-based access

03

Tenancy, certificate and repair evidence held in one place for audit

04

Inspections, repairs and contractor jobs together, not in separate spreadsheets

05

One record entered once — it shows up on the dashboard, the property and the report automatically

06

Unlimited properties, tenancies and repair records, with no per-property or per-seat fees

07

Product updates and secure cloud storage included as standard

Price

£1,199 / licence / year

Pricing model

One flat licence per organisation, billed annually in advance

no per-site fees, no per-user pricing, and no cut-down "starter" tier missing features.

What's included

All 8 platform modules, unlimited properties and records, product updates, secure cloud storage, and email support.

Free trial

Not currently offered

every plan starts with a live demonstration instead.

Set-up fee

None published separately

checkout charges a single annual licence fee, with no additional set-up line item.

Discount for educational or non-profit organisations

Not currently published

ask us directly.

01

Kick-off

We walk through the rollout plan together, so your team knows exactly what to expect and when.

02

Discovery

We look at your property portfolios, your current records and your processes, so the platform is set up to match how you actually work.

03

Configure

We set up your properties, people, roles and permissions, so the platform is ready to use from day one.

04

Train & deploy

We train your team, run final readiness checks, and support you through your first weeks live.

Getting started

A four-step guided rollout

kick-off, discovery, configuration, and training & deployment — run by the PropertyOptix team.

Training cost

No separate fee published

training is included as part of the onboarding rollout above.

Data export while active

Yes

you can export your records (property records, certificates and compliance records) at any time while your account is active, in a standard format.

Formal end-of-contract export commitment

Not published as a guaranteed SLA

we recommend exporting your data before your subscription ends; the Terms don't commit to a specific post-termination export window.

Assistance on exit

Not currently published.

Support channel

Email support (hello@propertyoptix.co.uk), included with an active licence.

Cost

Included at no extra cost for as long as your subscription is active.

Response time

Targets, not guaranteed service levels, unless separately agreed in writing.

Phone support

Not currently offered

support is by email only.

Named account manager

Not currently offered.

Third-party or community support

Not currently published.

Access

Web browser

no separate desktop or mobile app is published.

Supported browsers

Not currently published.

Mobile

Not currently published

no dedicated mobile app is evidenced; the platform is accessed via browser.

Customisation

A drag-and-drop form builder for repairs and inspection forms. Broader customisation beyond this isn't otherwise published.

Public API

Not currently offered.

Data import tools

Not currently published.

Data protection basis

UK GDPR and the Data Protection Act 2018. PropertyOptix is controller of Account Data and processor of Platform Data submitted by your organisation, under a data processing agreement.

Encryption in transit

Yes

encryption in transit is used to protect personal data, per the Privacy Policy.

Access control

Role-based access controls, with regular review of access permissions.

2FA / SSO

Not currently offered

not mentioned in the Privacy Policy or Terms.

ISO 27001

Not held

not claimed anywhere on this site.

Cyber Essentials

Not held

not claimed anywhere on this site.

Penetration testing frequency

Not currently published.

Uptime SLA

Not published

the Terms state we aim to keep the Platform available but do not guarantee uninterrupted or error-free operation.

Data hosting location

Not explicitly published

the Privacy Policy addresses international transfers (UK IDTA / Standard Contractual Clauses safeguards) without naming a specific hosting region.

Built for UK property regulation

Designed around the gas, electrical and tenancy duties landlords actually answer to.

Audit-ready recordkeeping

Certificate, inspection and repair records structured around the evidence that gets asked for.

GDPR-conscious by design

Role-based access keeps tenant records need-to-know, not open to the whole team.

Role-based access, built in

From Lettings Negotiator to Property Manager — permissions that match how agencies are actually run.