Property management systems (PMS) are crucial for efficiently managing rental properties, streamlining various tasks, and automating daily operations. You must train your team correctly to get the most out of your PMS. This comprehensive guide will walk you through the steps to effectively train your team to use a property management system, ensuring a smooth transition and optimised performance.

A Brief Overview of Training
Selecting the Right Property Management System
Developing a Customized Training Plan
Utilising Available Training Resources
Monitoring Progress and Providing Support
Encouraging Continuous Learning and Improvement
Frequently Asked Questions
A Brief Overview of Training

Implementing a property management system effectively requires that your team be proficient in its use. Proper training enables your team to:

Adapt to new processes quickly
Minimise errors and inefficiencies
Improve overall productivity
Enhance tenant satisfaction
Make informed decisions based on accurate data
Selecting the Right Property Management System

Before training your team, choosing a PMS that meets your organisation’s unique needs is crucial. Consider the following factors when selecting a system:

Ease of use

Opt for a user-friendly PMS with an intuitive interface and straightforward navigation.


Select a PMS that can grow with your business and accommodate an expanding portfolio.

Integration capabilities

Ensure the system integrates with other essential software you use, such as accounting or maintenance management tools.


Look for a PMS that offers customisation options to tailor the system to your business requirements.

Customer support

Prioritise providers with a reputation for excellent customer service and responsive technical support.

Developing a Customized Training Plan

Develop a training plan addressing your team’s needs, roles, and skill levels. Consider the following steps:

Identify key users

Determine who will use the PMS and in what capacity. Focus on training property managers, maintenance staff, and administrative personnel.

Assess current skill levels

Evaluate your team’s knowledge of property management systems and identify areas where training is most needed.

Set training objectives

Establish clear goals and expectations for the training process. It might include mastering specific features or improving overall efficiency.

Create a training schedule

Develop a timeline for the training process, including start and end dates, milestones, and review sessions.

Allocate resources

Time, budget, and training materials are some of the resources needed for training.

Utilising Available Training Resources

Leverage various training resources to provide your team with a well-rounded education on the PMS:

Vendor-provided training

The majority of PMS providers offer comprehensive training programs, including webinars and video tutorials. Take advantage of these resources to ensure your team receives expert instruction.

Online courses

Explore online platforms offering property management systems courses covering system setup, data management, and reporting.

In-house training

Conduct in-house training sessions led by experienced team members or external consultants. We can design these sessions to meet your organisation’s specific needs.

User manuals and guides

Provide your team with detailed user manuals and guides for the chosen PMS, allowing them to conveniently access information on features and functionalities.

Peer-to-peer learning

Foster a collaborative learning environment by encouraging team members to share their knowledge and expertise.


Develop hands-on activities and simulations for your team to practice using the PMS in real-world scenarios.

Monitoring Progress and Providing Support

Regularly assess your team’s progress during the training process:

Track performance

Use performance metrics, such as task completion and error rates, to evaluate your team’s proficiency using the PMS.

Conduct reviews

Hold periodic review sessions to discuss progress, address challenges, and provide constructive feedback.

Provide additional support

Offer extra assistance and resources for team members struggling to grasp certain aspects of the PMS.

Recognise achievements

Acknowledge and celebrate your team’s accomplishments, reinforcing their motivation to continue learning and improving.

Encouraging Continuous Learning and Improvement

Training should continue once your team has mastered the essential functions of the PMS. Encourage ongoing learning and improvement includes:

Stay informed

Keep updated with new features and updates to the PMS, ensuring your team stays knowledgeable about the latest enhancements.

Advanced training

Offer opportunities for team members to pursue advanced training in data analysis, process optimisation, and integration with other software systems.

Participate in Industry Events

Stay up to date with industry trends and best practices by attending conferences, webinars, and workshops about property management systems.

Regularly review processes

Conduct periodic reviews of your organisation’s PMS processes, identifying areas for improvement and implementing necessary changes.

Solicit feedback

Encourage team members to provide feedback on the PMS and its impact on their day-to-day tasks, using this input to make data-driven decisions about system enhancements.

Effectively training your team to use a property management system is crucial for optimising your organisation’s operations and maximising the benefits of your PMS investment.

By understanding the importance of training, selecting the right approach, developing a customised training plan, utilising available resources, monitoring progress, and encouraging continuous learning, you can empower your team to fully leverage the capabilities of your chosen PMS. This results in improved efficiency, tenant satisfaction, and business growth.

To further explore the potential benefits of cutting-edge property management software, Request a Demo from ePMS. ePMS is a leading provider of property management solutions designed to streamline operations, automate tasks, and elevate the tenant experience to explore further the potential benefits of a cutting-edge property management system.

Frequently Asked Questions
How long does training a team on a new property management system take?
Various factors determine the length of training, such as the system’s complexity and the team’s previous experience. Generally, your team can take a few days to weeks to become proficient in using a new PMS.
What types of property management systems are available?
There are three main types of property management systems available:
1. Desktop-Based Systems
2. Cloud-Based Systems
3. Custom Property Management Systems
How can I determine which property management system is best for my organisation?
When choosing a PMS for your organisation, consider scalability, integration capabilities, customisation options, and customer support. Additionally, research user reviews and request demos from potential providers to ensure the system meets your requirements.
What kind of support should I expect from a property management system provider during the training process?
A reputable PMS provider should offer comprehensive support throughout the training process. It may include providing training materials, webinars, video tutorials, workshops, and responsive customer service and technical support to address any questions or issues.
Can I ensure my team knows about new features and updates to our property management system?
Encourage ongoing learning by staying informed about new features and updates, offering advanced training opportunities, participating in industry events, and regularly reviewing your organisation’s PMS processes. Additionally, solicit your team’s feedback to identify improvement areas and make data-driven decisions about system enhancements.