This article gives you a practical playbook for managing your property in ParkingPass — the setup tasks to complete in your first week, plus a daily, weekly, and monthly routine that keeps your parking program running smoothly.
If you're new to ParkingPass, start with the First Week Checklist. Once you're set up, the Daily, Weekly, and Monthly routines become your day-to-day workflow.
First Week Checklist
These are one-time setup tasks to complete during your first week. Most properties have already done several of these during onboarding — use this as a verification list.
1. Verify property settings
Confirm your unit list, vehicle limits, and lease dates are accurate.
2. Review your parking policy
Make sure your parking rules and violation severity levels match what was agreed during onboarding.
3. Add your team
Invite any additional property management staff who need access. Pick the right role for each user so permissions match their responsibilities.
4. Verify patrol setup
Confirm your patrol vendor and hours, and set up your initial Do-Not-Tow list (employees, vendors, etc.).
5. Bring in residents
Invite residents individually, share your property keyword for self-registration, or do a bulk import using the Resident Data Manager.
6. Watch the training video
Get familiar with how residents experience ParkingPass — it makes resident support questions much easier.
Every Day (about 5 minutes)
Open your dashboard and work through the Action Required widgets in this order:
Announcements — Skim any new updates from the ParkingPass team for changes that affect your workflow.
New Resident Applications — Approve or decline pending residents. Applications auto-decline after 10 days, so don't let this number sit.
New Vehicle Applications — Residents can't park until you approve.
Vehicle Change Requests — Same urgency as new vehicles.
Lease Status — Address any newly expired leases.
Last Patrol (Days Ago) — Confirm patrol is happening on schedule. If the number is climbing, contact your patrol vendor.
Violations Past 7 Days — Watch for unusual spikes.
💡 Tip: If every widget shows zero and no Action Required badge is visible, your property is in a healthy state — move on with your day.
Every Week (15–30 minutes)
These tasks benefit from a weekly cadence:
Review Expiring Leases — Reach out to residents whose leases expire within 30 days so renewals don't catch them by surprise.
Process Future Move-Outs — Schedule upcoming move-outs so the system handles transitions automatically.
Run Patrol Analytics — Review the past week's violation heatmap, trends, and any frequent violators.
Clean up Patrol Holds — Remove holds you no longer need so enforcement resumes correctly.
Audit the Do-Not-Tow list — Remove employees, vendors, or temporary protections that are no longer needed.
Address open citation or tow disputes — Disputes have time-sensitive deadlines and unresolved ones can affect outcomes.
Every Month (30–60 minutes)
These keep your data clean and your program healthy long-term:
Reconcile your resident list — Compare against your property management software's rent-roll. Use the Resident Data Manager for bulk updates.
Review Resident Occupancy Rate — A declining rate usually means new residents aren't registering. Consider another invitation round.
Review guest pass usage — Guest patterns can show whether your configuration is working or being abused.
Review Revenue Share statements — If your property participates in Revenue Share, confirm the monthly payout looks right.
Update parking rules if needed — As your community evolves, your rules may need adjustment. Rule changes are coordinated through ParkingPass Support.
Review your staff list — Remove team members who no longer need access.
Update billing information if anything has changed.
When Specific Events Happen
Beyond the recurring routines, these are the most common one-off scenarios:
New resident moving in — Invite them or share your property keyword, then approve their application when it arrives. See Inviting New Residents.
Resident moving to a new unit — Update their existing profile so their permits transfer. See Transferring a Resident to a New Unit or Address.
Resident moving out — Schedule a future move-out so the system processes the transition on the right day. See Managing Future Move Outs.
New employee or vendor at the property — Add their vehicle to the Do-Not-Tow list. See Managing the Do-Not-Tow (DNT) List.
Unauthorized vehicle in an assigned spot — Submit an Assigned Parking Tow Request. See Assigned Parking Tow Requests.
Resident disputes a citation or tow — Review the violation report and respond before the deadline. See How to Handle Tow or Citation Disputes.
Switching patrol vendors — Email [email protected] with the new vendor details. See Changing Patrol Vendors.
New PM staff joining — Add them via Manage Staff and assign the appropriate role. See Adding Additional Property Management Users.
Articles Worth Bookmarking
A handful of articles cover most day-to-day work — keep these at your fingertips:
Important Notes
The cadence above is a guideline, not a rule. Adjust it based on your community's size, complexity, and your team's capacity.
If you manage multiple properties, follow this routine per property — the dashboard reflects whatever property is selected.
Some tasks (parking rule changes, vendor changes, billing updates) require coordination with ParkingPass Support and can't be done entirely self-service. Use the Contact Support banner on your dashboard when you need help.
If a widget consistently shows incorrect data, refresh the page or sign out and back in. If it persists, contact [email protected].