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The Challenges of Tracking Occupancy Rates and How Property Management Software Can Help

Executive Summary:

This blog post will examine the significance of tracking occupancy rates for property managers. Monitoring occupancy rates can be difficult, and erroneous data might have negative effects. The key elements to seeking property management software to aid in occupancy tracking and how property management software can help overcome these difficulties.


Maximizing occupancy rates is essential for any property management trying to boost revenue and the value of their buildings. Using property management software is one of the most efficient methods. This cutting-edge technology raises occupancy rates by streamlining routine operations and giving property managers the resources to efficiently manage and market their properties.

What exactly are Occupancy Rates?

In the world of property management, occupancy rates are only a measurement of the proportion of your buildings that tenants occupy. A percentage is frequently used to represent it, with 100% denoting that all of your properties are occupied and 0% denoting that none are. But let’s face it; you’re not shooting for 0% as a property manager, right? The highest occupancy rates are what you want. The national average occupancy rate for rental homes is around 95%, which is fun to remember. Therefore, you’re doing well if you’re hitting that figure!

The importance of tracking occupancy rates for property managers

There are several reasons why tracking occupancy rates is crucial, but the most obvious is that it directly correlates to revenue generation. Maths is quite easy. Rent is collected at a higher rate when there are more renters. However, it’s not just about the money—your property’s reputation is equally important. Your properties will be in great demand if you have a high occupancy rate, which could attract more renters and investors. 

High occupancy rates frequently indicate well-maintained and desirable homes. Therefore, it’s also a sign of the general health of your buildings. Not to mention, the higher the vacancy expenses, the lower the occupancy rate. Therefore, the important indicator to assess success is occupancy rates.

The challenges of tracking occupancy rates and the impact of inaccurate data

Data tracking and accessibility

Property management organizations’ main challenge is manually acquiring and tracking their data. Property managers must automate the manual tracking of rent payments, maintenance requests, and other critical data. However, if the data is dispersed among numerous systems, this can frequently be challenging. You can consolidate all your data into one location with a property management software package, making it much simpler to use and access.

Missing information and a lack of transparency

Lack of data and transparency are two other major problems that property management companies deal with. This might happen if there needs to be more connection and communication between the renters and the property management. As a result, there may be confusion and even hostility among tenants over the status of their repair requests or rent payments.

High-quality property management software can improve communication and transparency, cut expenses, and simplify tasks for property managers and tenants. Conflicts will be decreased, and everyone will be on the same page.

Insufficient time

Property management is a challenging endeavor that takes a lot of time and other resources. In some circumstances, it’s critical to address numerous issues simultaneously, and time is of the essence. The day ought to be longer, if only. Property management software can help you free up some time so that your personnel can focus on other business areas. Instead of putting out fires, you may create long-term strategies, identify permanent solutions, and purchase additional properties.

How property management software can help overcome these challenges

Any property manager’s ultimate goal is to have a high occupancy rate, and property management software can make that a reality. Here are some strategies for utilizing this technology to increase occupancy rates and maintain pleased tenants:

Enhance the tenant selection process: 

The program makes it simple to examine tenant applications and choose the most qualified renters. This makes sure you only have top-notch tenants, which can result in a greater occupancy rate and more profit.

Use property management software: 

This will help you maintain the best possible condition for your properties and keep them appealing to potential tenants. Additionally, it can automate the process of collecting rent and other financial duties, which can assist in guaranteeing that rent is paid on time and increase occupancy rates.

Key features to look for in property management software to help with occupancy tracking

Because of recent technological improvements, the property management sector has undergone substantial changes. As a result, the property management sector is evolving quickly, and property managers who want to stay on top of the game must keep up with the most recent technological advancements and market trends. Tracking occupancy rates presents a variety of difficulties, but property management tools like Folio3 property management software can assist you in overcoming these difficulties.

The highlighted features to look for in property management software to help with occupancy tracking are:

Real-time tracking:

Real-time tracking features must be present in property management software. From this feature, you can check the live tracking at any time.

Tenant portals

Tenant portals are the best way to give tenants access to pay online, submit maintenance requests, and keep track of their invoices.

Automated tasks

Automated tasks and procedures are a must-have for your rental business. When income is received electronically, automated ledger postings eliminate data entry errors. Manual input demands time and accuracy, which increases payroll costs and accountant fees.


You better pay attention to those occupancy rates to make your properties cash cows and have happy tenants! And let me tell you, the key to making it happen is property management software. It’s hardly surprising that property management software like Folio3 may raise occupancy rates by up to 20%, given its capacity to automate everyday activities, promote properties, screen renters, and keep buildings in top condition. So, our advice to all property managers is to make it fun instead of work to manage properties. Utilise technology to its fullest potential, increase occupancy rates and watch your bank account expand. Who would appreciate having a partial house and wallet, after all?


Can property management software guarantee high occupancy rates?

No, a single property management software cannot provide high occupancy rates.

Is purchasing property management software important to reach high occupancy rates?

Although it isn’t required, it may simplify reaching high occupancy rates. Property management software can automate many of the duties required in maintaining real estate solutions, speeding up the process and saving time. It also offers resources for marketing homes and selecting tenants, which can increase occupancy rates.

Can residential and commercial properties both use property management software?
Property management software may be used for residential and commercial buildings with features tailored to each type of property.

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