Urbero vs. a tracking file

One source of truth for landlords, brokerages, and tenants.

A landlord lists and owns the building, a brokerage runs leasing on that same record, and the tenant logs in to the same lease — no copies, no double entry. The landlord's building, the brokerage's lease, and the tenant's portal are all the same record, so the work flows end to end on one source of truth.

Append-only lease + tenant history per unit.

Each signed lease is its own row. When a unit re-vacates, the prior tenancy stays intact — its tenants, dates, and rent are never overwritten — so you can reconstruct the full history of any unit years later, even after the agent who leased it has moved on.

A three-layer rent-cap gate that runs at the chokepoint.

Every rent-affecting change routes through one gate: Layer 1 checks Rent Guidelines Board order ceilings for stabilized units, Layer 2 the HCR MCR cap plus DHCR-stored legal rent for controlled, and Layer 3 the NYC HPD Good Cause Eviction local standard for covered free-market units. A brokerage admin can override with a reason that's written to a permanent audit trail — so over-cap exposure is auditable, not invisible. FARE Act fee-payer posture and DHCR registration are built in too.

An append-only audit log on every mutation.

Urbero writes one audit row for every change — actor, action, the before and after, and a timestamp. When a landlord asks why a unit shows a different rent than last month, the answer is in the record in seconds.

Role-based access across seven user types, plus tenants.

Owners, brokerage admins, agents, photographers, and landlord admins/viewers each get their own scope, with per-unit and per-building grants. Agents edit only the units assigned to them; landlords get a read-only, branded view of their own portfolio with no internal notes; and tenants get a passwordless portal scoped strictly to their own unit.

A branded landlord portal, live rent roll, and weekly digests.

Each landlord gets a branded portal showing the units they own, a live rent roll (financial and status only — no tenant PII), weekly portfolio digests in the format they already read, and renewal-pricing PDFs as leases enter their 60-day window. A two-way requests-and-approvals workflow and a portfolio activity feed keep the owner relationship inside the system instead of stuck in a weekly email.

A passwordless tenant portal for lease, messages, and maintenance.

Tenants sign in with a magic link to see their lease and documents, message their agent or team, and submit a maintenance issue with a category and priority. That issue routes straight to the brokerage and landlord and lands in the same shared queue — so the request the tenant raised is the request the team works.

Buildings, leases, and relationships belong to the brokerage.

Records belong to the brokerage, not to one person's drive. Reassign an agent's units and the history, leases, and landlord relationships stay exactly where they were.