KPM Pro Tenant Portal User Guide

Client portal for The Kayla Acacia Company Limited

Version 3.0 | Last updated: May 2026

This guide explains how tenants use the KPM Pro client portal. It is written for people using the system and for AI assistants that need to understand tenant-facing workflows.

Contents

1. About the tenant portal
2. Signing in and account setup
3. Dashboard
4. Properties and premises
5. Invoices
6. Payments
7. Issues and concerns
8. Announcements and notifications
9. Documents and attachments
10. Applying for a tenancy
11. Help and support
12. Security and good practice
13. Troubleshooting
14. Glossary

About The Tenant Portal

The tenant portal is the client-facing part of KPM Pro. Tenants use it to see the premises connected to their account, review rent invoices, view payment records, read announcements, receive notifications, and communicate issues or concerns to the property management team.

The portal is separate from the staff admin portal. Tenants only see records that are connected to their tenant account or to premises they are allowed to access.

Common tenant tasks include:

• View the dashboard for recent announcements, notifications, invoices, premises, and concerns.
• Open a premises record to see property details and statement information.
• Review invoice balances and invoice details.
• View payment records and receipts.
• Log a concern or reply to an existing discussion.
• Read management announcements and direct notifications.
• Open shared attachments.
• Submit a tenancy application for an available property.

Signing In And Account Setup

Sign in

1. Open the client portal in a modern browser.
2. Enter the email address registered with property management.
3. Enter your password.
4. Select Login.

If you are signed in successfully, the portal opens the dashboard.

Access the Portal 1. Open your web browser 2. Go to https://client.kaylaacacia.com/ 3. You'll see the KPM Pro login page

Set up an invited account

Some tenants receive an account setup link from property management. Use that link to create or confirm your password. Setup links may expire for security reasons; if yours no longer works, contact property management and ask for a new setup invitation.

Register

If registration is enabled for your portal, use the registration page to create an account with your email address and required contact details. Your access still depends on the tenant and premises records connected to your account.

Forgot password

1. Open the login page.
2. Select Forgot Password.
3. Enter your registered email address.
4. Follow the reset instructions sent by email.
5. Sign in with the new password.

If no email arrives, check spam or junk folders first, then confirm that property management has the correct email address on file.

Sign out

Use Logout when you finish, especially on a shared or public device.

Dashboard

The dashboard is the first page after login. It brings the most important tenant information into one place.

The dashboard can show:

• Announcements from property management.
• Premises linked to your account.
• Notifications addressed to you.
• Open or recent issues and concerns.
• Recent unpaid or outstanding invoices.
• Links to invoices and payment history.

Use the dashboard as your starting point. If a number badge appears beside a section, it shows how many items are currently listed in that section.

Navigation

The main navigation normally includes:

• Dashboard: overview of your account.
• List properties: premises linked to your account.
• Property links: direct links to specific premises when available.
• Invoices: rent and charge invoices.
• Payments: payment records.
• Issues/Concerns: discussion threads with management.
• Notifications: direct system or staff notices.
• Help: user guide and support resources.

Some links may be hidden if you are not signed in or if your account does not have access to that feature.

Properties And Premises

In KPM Pro, a premises is a property, unit, building, or physical location. A tenant can be linked to one or more premises.

View premises

1. Select List properties.
2. Choose a premises from the list.
3. Review the premises name, premises number, type, and address.

The premises list may include individual properties or grouped premises. A grouped premises can represent a collection of related units or locations.

View premises details

The details page can include:

• Premises name and number.
• Address.
• Premises type.
• Related tenant access.
• Recent financial activity.
• Links to statements, invoices, payments, and concerns.

View a premises statement

A statement shows the financial history for the premises or tenancy. It may include invoices, payments, balances, and dates. Use it when you want to understand how a balance was calculated.

If a payment or invoice appears to be missing from the statement, check the invoice and payment pages first. If it still looks wrong, contact property management with the receipt number, invoice number, payment date, and amount.

Invoices

Invoices are rent or charge records issued to a tenant or premises. They show what is owed, when it was charged, and whether a balance remains.

View invoices

1. Select Invoices.
2. Review the invoice list.
3. Open an invoice to see details.

Invoice details can include:

• Invoice number.
• Invoice date.
• Property name.
• Tenant name.
• Description.
• Amounts charged.
• Balance owed.
• Payment status.

Paying an invoice

The tenant portal may provide a payment-related action from an invoice page. Depending on configuration, this can be used to submit or view payment information. Some payment submission actions may only be enabled in specific environments or for specific users.

When making a payment outside the portal, keep your bank confirmation or receipt. Property management may need the transaction reference, date, payment method, and amount to verify the payment.

Invoice status

Common invoice states are:

• Unpaid: the invoice still has a balance.
• Paid: the invoice balance has been cleared.
• Partially paid: one or more payments were recorded but a balance remains.
• Overdue or delinquent: the invoice has been outstanding beyond its expected payment period.

Payments

The payments area shows payment records connected to your tenant account or to premises you can access.

View payments

1. Select Payments.
2. Review the payment list.
3. Open a payment to see receipt details.

Payment details can include:

• Receipt number.
• Payment date.
• Amount.
• Payment method.
• Transaction reference.
• Related invoice.
• Related premises.
• Verification status, if shown.

Payment verification

Some payments must be verified by staff before a receipt can be treated as final. If a payment is visible but not yet verified, allow the property management team time to reconcile it. If the payment remains unverified for longer than expected, contact management with your transaction reference.

Deleting a payment request

If the portal allows you to delete a payment entry, only do this when the entry was created in error. Deleting a payment record does not cancel a real bank transfer or reverse money already sent.

Issues And Concerns

Use Issues/Concerns to communicate with property management about problems, questions, complaints, repairs, or follow-up items.

Log a concern

1. Select Issues/Concerns.
2. Select Log A Concern or Create.
3. Enter a clear subject.
4. Describe the issue and include relevant dates, locations, and contact details.
5. Attach a file or photo if the page allows it.
6. Submit the concern.

Good concern descriptions include:

• The premises or location affected.
• What happened.
• When it started.
• Whether it is urgent.
• Photos, screenshots, or documents where useful.

Reply to a concern

1. Open the concern.
2. Select Reply.
3. Add your message.
4. Attach supporting files if needed.
5. Submit the reply.

Replies keep the conversation in one thread, which helps management understand the full history.

Close a concern

When a concern is resolved, it may be closed. A closed concern remains part of the record but is no longer treated as active. If the same problem returns, create a new concern or reply if the portal still permits it.

Announcements And Notifications

Announcements

Announcements are general messages from property management. They may be aimed at all tenants, clients only, staff only, or a selected group. Tenant-facing announcements can appear on the dashboard or announcements page.

Examples include:

• Office notices.
• Building updates.
• Scheduled maintenance.
• Policy reminders.
• Service interruptions.

Notifications

Notifications are direct notices related to your account or system activity. Use the notifications page to review messages that may not appear as general announcements.

Open a notification to read the full detail when available.

Documents And Attachments

Attachments are files linked to records such as premises, invoices, payments, concerns, announcements, or help pages.

Examples include:

• Receipt images.
• Invoice supporting documents.
• Maintenance photos.
• Lease or property files.
• Announcement documents.
• Help PDFs.

When opening an attachment, your browser may display it inline or download it, depending on the file type and browser settings.

Applying For A Tenancy

The portal includes a tenancy application form. It can be used by logged-in tenants or by public visitors if the application link is available.

Submit an application

1. Open the tenancy application page.
2. Select a premises of interest, or describe what you are seeking.
3. Enter applicant details such as name, email, phone number, TRN, current address, occupation, and date of birth.
4. Add business details if applying for a business or commercial purpose.
5. Add references where requested.
6. Submit the form.

After submission, the portal shows a confirmation page and may display an application number. Keep this number for follow-up.

What happens next

Property management reviews the application in the admin portal. They may:

• Mark the application as under review.
• Request more information.
• Propose viewing dates.
• Accept the application.
• Convert the application into a tenant and tenancy record.
• Archive or decline the application.

If an accepted application is converted into a new tenant record, the TRN supplied on the application is copied into that tenant record.

Help And Support

Use the Help section to read this guide in the portal. The help area may also provide additional documents supplied by property management.

When contacting support, include:

• Your full name.
• Your premises name or premises number.
• The invoice number, receipt number, concern number, or application number, if relevant.
• A short description of what you expected and what happened.
• Screenshots if the issue is visual or browser-related.

Security And Good Practice

• Use a strong password that you do not reuse elsewhere.
• Do not share your password with anyone.
• Sign out on shared devices.
• Keep your email account secure because password resets are sent there.
• Check that uploaded files do not contain unrelated private information.
• Report suspicious account activity to property management.

Troubleshooting

I cannot sign in

Check that the email address and password are correct. Use forgot password if needed. If the problem continues, ask property management to confirm that your tenant portal account is active.

I do not see my premises

Your account may not be linked to the premises yet. Contact property management and provide your name, email address, and premises details.

I cannot open an invoice, payment, or premises

You may not have access to that record, or the record may have been removed. Open the item from your dashboard or list page instead of using an old link. If the issue continues, contact property management.

My payment is missing

Check whether the payment appears under Payments, under the related invoice, or on the premises statement. If it is still missing, send management the payment date, amount, method, bank reference, and proof of payment.

My balance looks wrong

Open the related invoices, payments, and premises statement. If you still believe it is wrong, contact management with the invoice number, receipt number, date range, and the amount you expected.

I submitted a concern and have not received a reply

Open Issues/Concerns and check whether the discussion has replies. Add a follow-up message if needed. For urgent property or safety issues, use the emergency or direct contact process provided by property management.

I cannot upload an attachment

Check the file size and file type. Try a common format such as PDF, JPG, PNG, or DOCX. If the upload still fails, send the file to property management through an approved alternate channel.

Glossary

Announcement: a general message published by property management.

Attachment: a file linked to a portal record.

Concern: a tenant issue or discussion thread sent to property management.

Dashboard: the portal home page after sign-in.

Invoice: a rent or charge record showing money owed.

Payment: a record of money paid against an invoice, tenant, tenancy, or premises.

Premises: a property, building, unit, or physical location.

Receipt: the payment confirmation record generated after a payment is recorded.

Statement: a chronological financial view of invoices, payments, and balances.

Tenant: the person or organization renting or applying to rent a premises.

Tenancy: the rental arrangement linking tenant, premises, dates, rent, and related financial records.

Privacy Settings

• Your information is secure and confidential
• Only property management staff can access your data
• You control your notification preferences
• Review privacy policy for details

Frequently Asked Questions

Account Access

Q: I forgot my password. What do I do?
A: Click "Forgot Password" on the login page, enter your email, and follow the reset instructions sent to you.

Q: My email address changed. How do I update it?
A: Contact your property manager at info@kaylaacacia.com or call 876-819-8900.

Q: Can I access the portal from my phone?
A: Yes! The portal works on mobile browsers. Simply visit https://client.kaylaacacia.com/ from your phone.

Payments

Q: When is rent due?
A: Rent is typically due on the 1st of each month. Check your lease agreement or dashboard for your specific due date.

Q: How do I pay my rent?
A: Make a bank transfer to account 681056351 at NCB Linstead Branch, then record your payment in the portal with proof.

Q: What if I can't pay on time?
A: Contact your property manager immediately at 876-819-8900 to discuss your situation.

Q: How long does payment verification take?
A: Usually 1-2 business days after you submit payment proof in the portal.

Q: Can I pay in installments?
A: Contact your property manager to discuss payment arrangements.

Maintenance

Q: How quickly will maintenance issues be addressed?
A: Urgent issues: 24 hours. High priority: 2-3 days. Normal: 5-7 days.

Q: What qualifies as an emergency?
A: Burst pipes, no electricity, fire, security breaches, major leaks, or health hazards.

Q: Who do I call for emergencies?
A: Call 876-819-8900 immediately, then submit an urgent complaint in the portal.

Q: Can I hire my own contractor?
A: No, please report issues through the portal. Unauthorized repairs may not be reimbursed.

Complaints

Q: How do I track my complaint?
A: Go to Complaints section and click on your submitted complaint to see status and updates.

Q: What if my complaint isn't resolved?
A: Follow up through the Discussions section or call the property manager.

Q: Can I submit anonymous complaints?
A: No, all complaints must be associated with your account for proper tracking and resolution.

Technical Issues

Q: The portal isn't loading properly. What should I do?
A: Try clearing your browser cache, using a different browser, or accessing from another device.

Q: I can't upload files. Why?
A: Check file size (max 10MB) and format (PDF, JPG, PNG, DOC). Try a different browser.

Q: My balance looks incorrect. What do I do?
A: Contact your property manager immediately with details of the discrepancy.

General

Q: Can family members access my account?
A: For security reasons, only the registered tenant should access the portal. Don't share your password.

Q: How do I end my tenancy?
A: Contact your property manager according to the notice period in your lease agreement.

Q: Where can I find my lease agreement?
A: Go to My Property → Documents or Attachments section.

Contact Information

The Kayla Acacia Company Limited

Office Address:
1 Church Street
Linstead, St. Catherine
Jamaica

Phone:
876-819-8900

Email:
- General inquiries: info@kaylaacacia.com - Payment inquiries: payment@kaylaacacia.com

Client Portal:
https://client.kaylaacacia.com/

Office Hours:
Monday - Friday: 9:00 AM - 5:00 PM
Saturday: Closed
Sunday: Closed

Emergency Contact:
For after-hours emergencies only: 876-819-8900
(Emergency voicemail will be monitored)

Bank Payment Details

For Rent Payments:
- Bank: National Commercial Bank of Jamaica - Branch: Linstead Branch - Account Number: 681056351 - Account Name: The Kayla Acacia Company Limited

Important: Always include your name and property address as reference when making payments.

Tips for Using the Portal

Best Practices

1. Log in regularly - Check for announcements and updates at least weekly
2. Keep records - Download and save your payment receipts and statements
3. Report issues promptly - Don't wait for small problems to become big ones
4. Respond to messages - Check and reply to management communications
5. Update your information - Keep contact details current
6. Secure your account - Use a strong password and log out when finished
7. Document everything - Take photos of issues before reporting
8. Be detailed - Provide clear descriptions when submitting complaints

Portal Etiquette

• Be professional and courteous in all communications
• Provide accurate information
• Respond to management requests promptly
• Use the appropriate channels for different issues
• Keep documentation organized
• Report problems through the portal for proper tracking

Security Tips

• Never share your login credentials
• Log out after each session, especially on shared computers
• Use a strong, unique password
• Don't save your password on public computers
• Report any suspicious account activity immediately
• Keep your contact information current for account recovery

Getting Help

Technical Support

If you experience technical issues with the portal:

1. Check Your Connection: Ensure you have stable internet
2. Clear Cache: Clear your browser cache and cookies
3. Try Another Browser: Test with Chrome, Firefox, or Edge
4. Check System Status: Visit the portal homepage for any system alerts
5. Contact Support: Email info@kaylaacacia.com with:
   • Your name and property address
   • Description of the problem
   • Screenshots if possible
   • Browser and device information

Property Management Support

For questions about your tenancy, rent, or property:

• Email: info@kaylaacacia.com
• Phone: 876-819-8900
• Portal: Use the Discussions feature
• In Person: Visit the office during business hours

Emergency Support

For true emergencies: - Call immediately: 876-819-8900 - Then submit through portal for documentation

Quick Reference Card

Essential Information

Portal URL: https://client.kaylaacacia.com/

Company Phone: 876-819-8900

Email: info@kaylaacacia.com

Bank Account: 681056351 (NCB Linstead)

Common Actions

| I want to... | How to do it | |--------------|--------------| | Pay rent | Bank transfer → Record in Payments section | | Report a problem | Complaints → Submit New Complaint | | View my balance | Check Dashboard or go to Invoices | | Get my lease | My Property → Documents | | Check announcements | Dashboard or Announcements menu | | Contact management | Discussions or call 876-819-8900 | | Update my info | Account Settings → Profile | | Get a receipt | Payments → View payment → Download |

Thank you for being a valued tenant!

For any questions or assistance, please don't hesitate to contact us.

The Kayla Acacia Company Limited
Committed to excellent property management and tenant satisfaction

Document Version: 2.0
Last Updated: April 2026
Next Review: July 2026