1.5. Networked Server System


LandlordMax Property Management Software: Network version diagram


LandlordMax Networked System allows multiple users to access and work on the same database. These users can be in the same physical environment and connect to the database via an organization's internal network (Intranet) or be in different locations and connect to the database via an external network (Internet).

LandlordMax Networked System consists of two applications: a Server and a Client. The server application hosts the database, manages the users, and basically takes care of handling the data and connections between the users. The client application is used to access the information from the server.

** Very Important Tip: If you are not technical, then we very strongly recommend you hire out some local technical expertise as setting a server system can require some knowledge and configuration, and therefore in many cases it can be worthwhile to have someone assist you. Much like with your rentals, in many cases it's better to hire a plumber to deal with your plumbing issues, similarly here it might be wise to hire an IT professional to assist you in properly setting up your Server.



A server is a computer program that serves the requests of other programs called the clients. The server can be run on your computer, through a service that offers hosting, or through a cloud service such as Amazon EC2, Rackspace, and so on.

Server Requirements

Though you can use nearly any personal computer to act as a Network Server, there are some minimum requirements that will ensure reliability and maximum performance:

  • Windows or Mac computer
  • High speed internet connection (almost all high speed home internet services will NOT work due to many limitations including slower upload speeds)
  • Multi-processor computer for optimal performance
  • Dedicated IP address
  • Access to Port 8081
  • Open ports if hosted internally and external access is required
  • 64-bit computer (32-bit computers have RAM limitations)
  • Minimum of 1 GB, but at least 2 GB is recommended. (more is better)
  • An SSD drive for optimal performance
  • Reasonable storage capacity for the amount of data you intend to store.
  • Redundant power supply if self-hosted

Optional but recommended

  • If internet access is required, then the usage of hosting or cloud services are very strongly recommended otherwise the connection can be very slow
  • Server backup facilities


The LandlordMax Server can be hosted in a number of different ways. You can find further instructions and details in the Self Hosting and Cloud Enabled Support chapters of the user manual.

Start the Server

In order for the Clients to access the system and data, the Server program needs to be running. Please note however that you do NOT need to be logged in for the clients to be able to access the data. So for example if the computer with the Server is rebooted and the software is set to start on computer startup, the Server will automatically be running.

When the Server is running, it will be indicated in one of several ways. If you are not logged in, you will see "Server running" as illustrated in the screenshot just below.

LandlordMax Property Management Software: Server login

To connect the Clients to the Server you will require an IP address. An IP address is much like a phone number or a mailing address, it tells the Client how to find a specific Server on the network. You can find the IP addresses of both your internal network (Intranet) and the Internet address at the bottom of the Server Login Screen as shown in the screenshot above.

** IMPORTANT TIP: If you are not using a hosting or cloud service to host your Server, then please note that the Internet address may not work unless you've correctly configured the ports, IP forwarding, and so on on your router. In most cases this does require some technical expertise.

Please note also that you can NOT run two instances of the Server at the same time, the software does not allow this as it will cause conflicts and issues.

Server Login

The default Username for the initially setup Administrative account is "Admin" and the default Password is "password". Please note that ONLY the Administrator and IT users can access the Server.

** VERY IMPORTANT TIP: For security reasons, you should immediately change the default Administrative account Username and Password. Please take careful note of your Username and Password because if there is no other Adminstrator User able to login to the Server, you may be locked out of the software permanently (including your data). There is no guarantee that we can retrieve lost accounts from Server Systems if you have lost the Username and Passwords for all your Adminstrator Users.

Server Dashboard

LandlordMax Property Management Software: Server login

The Dashboard presents the Status Information of the Server, including the IP addresses, Port number (required for setting your Server), how many people are logged in (User Connections), and so on. The main dashboard also displays the Server log output, including errors ad warnings. Any errors will appear in red. If the email is setup for the Server then all the Admin users will be sent an email notification when the Server encounters any errors in addition to the errors appearing in the Server Console.


LandlordMax Property Management Software: Server login

The Users section of the Server lists all Users. Currently connected Users are highlighted in green. Inactive Users are in gray (Inactive Users do not count as Users towards your license). When users are connected, the Connected column will show their IP address.

The following table lists the number of allowable Active Users per license type:

  • Soho - Up 2 Users
  • Pro - Up 10 Users
  • Enterprise - Unlimited Users

** Please note that only Enterprise Systems are allowed to create Landlord User types.

Deleting or setting a User to Inactive will immediately force the Server to disconnect them. This may be required for example if you have to fire an employee immediately and no longer want them to be able to access your system as of this instant.

User types

LandlordMax Property Management Software: Server User Types


Full access to everything, both on the Client and Server.


Full access to the data on the Client (same as the Admin User). However the Manager has no access to the Server. Managers, in addition to Admins, can also offer Manager Overrides to the Personnel User when required.


For the Pro and Enterprise Systems, the bulk of your Users should be of the type Personnel. The Personnel User only has access to the Client, and even within the Client the Personnel User only has limited access to certain types of data and actions.

The Personnel for example can be your front desk clerk who interfaces with your tenants. They are able to collect and accept rents, create workorders, and so on, but are limited in how much data they can access within the System. For example, they cannot access more than a limited range of accounting data, only enough to collect payments from tenants, look up recent payments from the tenants, and deal with day to day situations with the tenants. For anything more, it is assumed that they will either require a Manager Override or require a Manager to complete their tasks. For example they can NOT enter business expenses, these must be entered by a Manager User or Admin User.

A good analogy for a Personnel User is similar to the access level the cashier at Home Depot has in terms of accepting payments and so on. Anything beyond a certain level requires a manager to come and either override or perform the actions themself.

Personnel User do NOT have access to your client list (property owners for management companies), the property owners (Landlords in the System). The only time a Personnel may ever see a Landlord is if they print an Invoice or Receipt when you have the preference set to use the Landlord rather than Management, and even then they cannot access it, it only appears on the printout. This is a security feature to protect your client list. Only Manager and Admin Users can access the Landlords.

Reports for the Personnel users are very limited to only what is required to handle day to day operations with the tenants. And even then they are limited within the similar constraints as they are for the rest of the system. Reports should generally be generated by Manager or Admin Users.


Maintenance Users are designed specifically for your maintenance personnel, as well as potentially any contractors you wish to have direct access to your System. Maintenance Users have VERY LIMITED access to the System. For example above not being able to directly access the Accounting, Tenant, etc. information, they only have access to Workorders assigned to them.

The intent of the maintenance User is for your maintenance personnel, the people who perform repairs and so on within the properties. Although you can use them for contractors, this should be the exception rather than the norm. It is meant to assist your maintenance people manage what their workloads.

** Important Tip: A Maintenance User needs to be linked to a Vendor when creating the User on the Server if you want them to be able to access Workorders, otherwise they can't really access any data. The software has to use a Vendor as the link for which Workorders the Maintenance User can access. If no Vendor is associated to the Maintenance User they will not be able to access any Workorders within the system.


This User is ONLY available for the Enterprise license. Landlord Users give you the ability to let your clients directly access ONLY their data by connecting directly to your system. This is beneficial because your clients can have direct and live real-time access to their information. For property management companies and services, you may also be able to charge an additional fee for this type of service/access. Alternatively you may look at it as a way to alleviate some of your efforts in that you no longer have to create monthly reports as your clients can now directly access their own financial data and so on.

** Important Notice: Landlord Users ONLY have access to the Reports section, they cannot access any data directly. As well they only have access to their data in the reports.


The IT User has access only to the Server. They have no access to the Client (your data). The intent here is for people who require technical assistance in setting up and/or managing their Server System but don't want these Users to be able to access their data. So for example if you hire an IT person to help you setup something on your System such as your local IT shop, your IT staff, etc., you probably don't want them to have access to your data. Therefore they can only manage and access the technical aspects of the system, they cannot access any of the data.


LandlordMax Property Management Software: Client Login

Start the Client

In order for the Client to work, because it's connecting to a Server, the Server first needs to be running. Also you will need the address of the Server to let the Client know where the Server is located (which computer). This is done through what is called an IP address. If you're connecting to a Server on the internet (outside of the same location as you), then you'll need to use the Server's Internet address as explained above. If your Server is located within the same office, in the same DMZ (for example behind your router), then you can possibly just use the Server's Intranet address. In either case, an IP address is required for the Server to know which computer the Server is located.

Once you've entered in the IP address you then just need to enter in your assigned Username and Password which was created by the Server Administrator.

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