Portfolio occupancy board
Occupancy and vacancy by facility sit on one board, updated from the management software.
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- Manager oversight app for Self storage operators
One Portfolio View for Every Self Storage Facility You Run
SIZ Group builds a manager oversight app for self storage operators that brings occupancy, gate exceptions and open facility tasks from every site into one view. The general manager sees which facilities have empty units, delinquent accounts or open faults, then reassigns work and reports on the portfolio without rebuilding the numbers.
01
How renters search, compare and choose a facility
Storage renters search quickly, often in the middle of a sudden move. They compare distance, unit size, climate control and the advertised rate, and they read reviews about access and cleanliness. A facility that shows a unit as available when the manager has already rented it loses trust immediately. They also look for clear pricing, so a vague rate on a listing is an early reason to click away.
That makes the portfolio view more than an internal tool. Occupancy, rates and gate status feed the website and the call center, so one wrong number at one site hurts the whole company. The general manager needs to see those numbers the way renters see them.
02
Portfolio occupancy and gate exceptions first
The first release gives the general manager one screen with occupancy and vacancy by site, gate exceptions from the overnight log and open tasks for each facility. Each item links to the site record, so the manager can check the unit list, the fault or the task without switching tools.
Reporting and rate tools come next, starting with a weekly summary by facility that the regional owner can read in minutes. Later phases can add pricing suggestions and forecasting. Those depend on accurate occupancy data first, so they can wait.
- Occupancy and vacancy by site, updated from the software
- Gate exceptions from the overnight log, sorted by severity
- Open site tasks linked to the facility record
- Weekly summary by facility for the regional owner
03
One Monday morning in the oversight app
On Monday morning the general manager opens the app and sees a vacancy gap at one site. Three climate-controlled units are marked available on the website, but the software shows two of them rented over the weekend. The app flags the mismatch, and the manager calls the site manager, who corrects the listing before the next renter arrives.
A second alert shows an overnight gate exception at another site, with four failed entries and a fault record already opened by the site team. The manager reads the photo, confirms the fault went to maintenance and marks the site as watched until the technician closes the job.
Last, the manager checks the delinquency list and sees that one facility has more past-due accounts than the others. The app shows the notice steps logged so far, and the manager hands the next step to the site manager with a note that the lien process must follow the approved sequence.
What you get
Key features
Gate exception queue
Overnight gate failures are sorted by severity, with the photo and the fault record attached.
Delinquency step tracker
Each delinquent account shows the approved steps completed, the next date due and the person responsible.
Owner-ready summaries
A weekly report by facility covers occupancy, exceptions and open tasks, ready for the regional owner.
04
Lien tracking, pricing rules and staff access
Delinquent accounts carry lien and notice rules, and those rules differ by state. The oversight app should record each notice, its date and the approved step it belongs to, but it should not decide when a unit can be sold. Your counsel sets the process, and the app follows it.
Staff access should follow the role. Site managers see their own facilities, and the general manager sees the portfolio. Pricing rules and discount approvals should be visible to the managers who set them and logged whenever they change. Renters' personal details and payment data stay in the management software and with the payment processor. Keep those notes on the record, so a question asked later still has an answer.
05
What the operations team hands over
Start with the facility list, each site's unit inventory and the rate rules your team applies. Bring the notice steps approved for each state and the names of the people who approve them. We also need the gate and alarm vendors, since their exceptions feed the oversight view.
Access comes next. We need read access to your management software or an export, a named administrator and sample reports that show how occupancy is reported today. Tell us which website and call-center tools show availability, so the oversight view matches what renters see.
- Facility list with unit inventory and current rate rules
- Notice steps and approvers for each state where you operate
- Gate and alarm vendors whose exceptions feed the view
- Sample occupancy reports and the availability sources renters see
06
Occupancy and exception numbers to watch
Track occupancy and vacancy by facility each week, compared with the same weeks before launch. Add the number of listing mismatches caught before a renter arrives and the average time from a gate exception to a closed fault. Include the share of facilities that finish their daily gate and camera checks on time, since that shows whether the exception log is being read.
Delinquency numbers matter too. Measure the share of accounts that move through each approved step on time, and the number of calls about availability that the website should have answered. Record the baseline before launch, so the owner can see the change clearly.
Do we need to replace our storage management software?+
No. The software stays the record for units, rentals and payments. The oversight app reads what it needs, tracks exceptions and tasks, and writes back only where an integration is in place. We confirm that path during the scoping call.
Can site managers see other facilities?+
Access follows the role. Site managers see their own facilities, while the general manager sees the full portfolio. Each change carries the user and the time, which helps when an owner asks what happened at a particular site.
How does the app handle delinquency steps?+
It records each notice, its date and the approved step it belongs to. It does not decide when a unit can be sold or send a lien notice on its own. Your counsel sets the steps for each state, and the app enforces only what you configure.
Will the oversight view match what renters see online?+
It should. The availability in the oversight app comes from the same records that feed your website, so a listing mismatch is easy to spot. We would test that match with real units during the scoping call.
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Let's make it happen
See every facility on one portfolio screen
Walk us through your facility list on a free call, and we will put the operating rules in writing before any build.