AppFolio Tutorials - Ep. 1 Overview of the dashboard interface

Hello everyone, and welcome to APM Academy. In today’s video, we’re going to go over the AppFolio dashboard overview. The dashboard is a powerful tool that helps you maximize your workflows and efficiencies within the system.

By default, most dashboards have a consistent layout, with Move-Ins and Move-Outs as the top two priority sections. This layout can be customized at any time by clicking Customize and dragging sections. You can also hide any section you don’t need to focus on your main metrics, then click Save to remove it.

Portfolio Summary

Another important section is the Portfolio Summary, which shows all active units—rented, available, or vacant. This helps you manage turnover efficiently and ensures units remain occupied. If a unit is vacant, you can send it to marketing immediately.

Your active units also determine your AppFolio billing. Make sure any recently closed or ended properties are updated in the system so your subscription reflects the correct total and doesn’t include old properties.

Key Performance Metrics

The Key Performance Metrics section allows you to compare total income versus total expenses in real time. You can view this as a graph or a table to compare month by month. This is helpful when comparing your actual income to your market potential rent, which is set on the property page under the rental information section.

Maintenance

The Maintenance tab helps you track work orders, including new requests, assigned tasks, estimates requested and approved, scheduled maintenance, completed work, and unbilled work orders from the last 60 days. This ensures you stay on top of property maintenance.

Delinquencies

The Delinquencies section tracks tenant payments. Once the system is fully activated, tenants with delinquencies over 60 days can be sent to collections. You can also access a detailed Delinquency Report with a single click.

Calendar

The dashboard’s number one task feature is the Calendar, which can be synced with Google Calendar. This allows you to track showings, lease signings, and other property-related activities in one manageable view.

You can also add designated activities for specific properties:

1. Go to the property and select Upcoming Activities.
2. Add the activity name, date, time, description, and assign it to a user.
3. Set the status and save.

The assigned user will see it on their calendar, and you can view it on your dashboard as well. This helps improve task management for your property management team.

Leasing Activity

The Leasing Activity section allows you to track:

• Guest cards received online
• Applications in progress or received
• Screening reports and income verification
• Leases out for signing or fully executed
• Expiring leases, so you can send renewals or contact tenants

You can also monitor units posted online and track average turnover time, helping minimize vacancy periods and maintain consistent income.

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