How to Get Your Property Management Team to Actually Use Software
You bought property management software to make life easier. But getting your property management team to actually use software has been harder than you expected.
Three months after launch, your maintenance coordinator is still using a notebook. Your assistant manager prefers spreadsheets. Tenants text maintenance requests directly to staff phones. The software sits unused while your team sticks to old habits.
Getting your property management team to actually use software is one of the biggest challenges property managers face. But it’s not impossible. This guide shows you exactly how to drive software adoption and transform your operations.
Why Your Property Management Team Won’t Actually Use Software
Before you can get your property management team to actually use software, you need to understand why they’re resisting.
They don’t see personal benefits. Your team has systems that work for them. Learning new software feels like extra work without clear rewards. They need to understand what’s in it for them.
The software looks too complex. When someone logs in and sees dozens of buttons, menus, and features, they feel overwhelmed. They don’t know where to start, so they avoid it completely.
Old habits feel easier. Texting a plumber takes 30 seconds. Creating a work order in software feels slow and formal. Even though the new way is better long-term, the old way feels faster right now.
There’s no real accountability. If some team members use the software while others don’t, why would anyone bother learning? If the old way still works, they’ll keep using it.
They worry about looking incompetent. Some staff members don’t want to struggle with technology in front of others. They’d rather avoid the software than risk asking basic questions.
Understanding these barriers is your first step toward getting your property management team to actually use software.
Show Your Team What’s In It for Them
The number one mistake when getting your property management team to actually use software is focusing on company benefits instead of personal benefits.
Don’t talk about better reporting, cost savings, or efficiency metrics. Your maintenance coordinator doesn’t care about profit margins. They care about their daily frustrations.
Does your team deal with angry tenant calls about forgotten repairs? Show them how the software tracks every request with timestamps. No more arguments about who said what.
Do they waste time searching for vendor phone numbers? Show them how the software keeps all vendor contacts in one place with complete job history.
Do they get calls at 9 PM for non-emergencies? Show them how the tenant portal lets renters submit requests 24/7 without bothering staff.
Do they forget which plumber fixed the water heater last time? Show them how the software records every job, every vendor, and every cost automatically.
When your team sees the software solving their real problems, getting your property management team to actually use software becomes much easier.
Start With One Simple Workflow
A major obstacle to getting your property management team to actually use software is trying to teach too much at once.
Pick one essential workflow and teach only that. For most property management teams, this is the basic maintenance process:
- Receive a maintenance request
- Create a work order in the software
- Assign it to a vendor
- Mark it complete when finished
That’s it. Don’t explain reporting features, advanced settings, or optional fields. Just focus on this one core task.
Create a simple one-page guide with screenshots. Put it on every desk. Keep it to five steps maximum.
Once this becomes second nature, add more features gradually. But simplicity is key to getting your property management team to actually use software in the beginning.
Choose Team Champions Over Mandates
Top-down mandates rarely work. The better approach to getting your property management team to actually use software is identifying champions who naturally embrace technology.
Find the team member who already uses apps to organize their life. The person everyone asks when their phone isn’t working. Get them fully trained first.
Give your champion early access to explore the software. Make them the expert. When others have questions, they ask the champion, not you or the software support team.
People learn better from peers than from managers. Your champion speaks their language and understands their daily challenges.
If you have a larger team, pick multiple champions. One for maintenance workflows, another for tenant communication, another for vendor management.
This peer-to-peer approach is incredibly effective for getting your property management team to actually use software.
Make the Software the Path of Least Resistance
Here’s the secret to getting your property management team to actually use software: make it easier to use the software than not to use it.
If people can still accomplish tasks the old way, they will. You need to restructure workflows so the software becomes the only practical option.
Stop accepting paper invoices. Require vendors to submit invoices through the portal. Now your team must use the software because that’s where invoices live.
Route all maintenance requests through the software. Set up a tenant portal or automated email system that feeds into the software. Your team has to check the software because that’s where requests appear.
Store all vendor contacts in the software only. Don’t maintain a separate list. When someone needs a plumber’s number, they find it in the software.
Reference the software in every meeting. When someone asks about a job status, pull up the software and show them. Never answer from memory.
Process payments only for jobs logged in the software. No documentation in the software means no payment to vendors.
When the software becomes the only source of information and the only way to complete tasks, getting your property management team to actually use software happens naturally.
Set Crystal Clear Expectations
Vague expectations won’t help you get your property management team to actually use software. You need specific, measurable rules.
Don’t say “everyone should use the software more often.” That’s meaningless.
Instead, set concrete requirements:
- All maintenance requests must be logged within 2 hours of receiving them
- All completed jobs must be marked complete with notes within 24 hours
- All vendor communication must be documented in the software
- All invoices must be uploaded before processing payment
- All tenant follow-ups must be logged with timestamps
These are clear, measurable expectations. Everyone knows exactly what they need to do.
Then follow up consistently. Every week in team meetings, pull up the software dashboard. Review the metrics together. Who has unresolved requests? Who forgot to mark jobs complete? Who has missing documentation?
This creates gentle accountability without micromanaging, which is essential for getting your property management team to actually use software long-term.
Fix Technical Problems Immediately
Nothing sabotages getting your property management team to actually use software faster than unresolved technical issues.
If someone tries to use the software and encounters a bug, they’ll revert to old methods immediately. And they’ll be twice as resistant to trying again.
Create a simple way to report problems. A group text, Slack channel, or shared email works perfectly. Make reporting easy and quick.
When someone reports an issue, address it immediately. Fix it yourself if possible or contact the vendor right away. Don’t let problems sit for days.
Most importantly, close the loop. When you’ve fixed an issue, tell the person who reported it. This shows you’re listening and that problems get solved.
Take complaints seriously even if they seem minor. If someone says the mobile app is confusing, that’s real feedback. Either provide additional training or push the vendor to improve the interface.
Quick problem resolution builds trust and confidence, making getting your property management team to actually use software much smoother.
Celebrate Every Win Publicly
Positive reinforcement accelerates getting your property management team to actually use software.
When someone uses the software well, acknowledge it publicly. Did a team member document a complex maintenance issue that helped resolve a tenant dispute? Mention it in your team meeting.
Are maintenance response times improving? Share those metrics with everyone. Show them the direct connection between using the software and better results.
Did you pull a vendor performance report in two minutes that used to take two hours? Demonstrate that time savings to your team.
Create before and after comparisons. Show how many hours per week the team saves now. Show how tenant satisfaction has improved. Show how vendor accountability has increased.
When people see tangible results from their effort, getting your property management team to actually use software becomes self-sustaining.
Be Patient But Stay Consistent
Getting your property management team to actually use software takes time. Research shows it takes about 66 days to form a new habit. Don’t expect perfection in two weeks.
Some team members will adapt quickly. Others will need months of support. That’s completely normal.
You’ll answer the same questions repeatedly. You’ll see people slip back into old habits. You’ll feel frustrated at times. This is all part of the change process.
The key is consistent, persistent follow-through. If you announce software requirements but stop enforcing them after a few weeks, you’ve taught your team that resistance works.
But if you stay consistent for several months, the new way becomes the normal way. The software stops being “that new system” and simply becomes “how we work.”
Patience and consistency are absolutely critical for getting your property management team to actually use software successfully.
Handle the Holdouts Directly
Despite your best efforts at getting your property management team to actually use software, you might have one person who refuses to adapt.
They’ve been trained. They’ve been supported. They have access to champions and resources. But they continue using old methods exclusively.
This requires a direct conversation. Frame it as a job performance issue, not a software issue.
Explain that using the property management software is now a core job requirement. Just like showing up on time, communicating professionally, or following safety procedures, it’s non-negotiable.
Point out that technology skills are essential in modern property management. The entire industry is moving toward digital systems. Refusing to adapt isn’t sustainable.
You’re not asking them to become a programmer. You’re asking them to use basic tools that every property management professional needs to know.
If they still refuse after clear expectations and adequate support, you may need to consider whether they’re the right fit for your team.
The 90-Day Plan for Getting Your Property Management Team to Actually Use Software
Here’s a realistic timeline for getting your property management team to actually use software:
Week 1-2: Foundation
- Identify your team champion
- Create your one-page quick-start guide
- Hold a team meeting explaining the “why”
- Train everyone on the core maintenance workflow only
Week 3-4: Early Adoption
- Monitor usage daily
- Provide hands-on support when people get stuck
- Fix technical issues immediately
- Start requiring maintenance requests in the software only
Week 5-8: Building Habits
- Add second workflow (like vendor management)
- Review metrics in weekly team meetings
- Celebrate early wins publicly
- Phase out alternative methods
Week 9-12: Momentum
- Introduce additional features gradually
- Share before and after comparisons
- Address remaining resistance directly
- Make software the only acceptable method
By day 90, using the software should feel normal, not new.
Common Mistakes That Prevent Getting Your Property Management Team to Actually Use Software
Avoid these common pitfalls:
Trying to teach everything at once. Start with one workflow and master it before adding more.
Making it optional. If the old way still works, people won’t change. Make the new way mandatory.
Ignoring technical problems. Unresolved bugs kill adoption faster than anything else.
Giving up too soon. Change takes months, not weeks. Stay consistent.
Using fear instead of benefits. Show people how the software helps them, don’t just threaten consequences.
Training once and moving on. People need ongoing support and reinforcement for months.
Measuring Success: Is Your Team Actually Using the Software?
You’ll know you’re successfully getting your property management team to actually use software when you see:
- 90% or more of maintenance requests logged in the system
- All team members logging in daily
- Complete vendor communication history in the software
- Accurate, up-to-date information across all properties
- Decreased questions about job status or vendor history
- Faster maintenance response times
- Fewer tenant complaints about communication
- Team members voluntarily using advanced features
Track these metrics monthly to gauge your progress.
The Bottom Line on Getting Your Property Management Team to Actually Use Software
Getting your property management team to actually use software isn’t about the technology. It’s about people, change management, and consistent leadership.
Your team doesn’t resist software. They resist change that feels forced, unclear, or makes their work harder. When you address their concerns, show clear benefits, provide excellent support, and make the software the easiest path forward, adoption happens naturally.
The key steps are:
- Show personal benefits, not just company benefits
- Start with one simple workflow
- Use team champions for peer support
- Make the software easier than old methods
- Set specific expectations and follow up weekly
- Fix problems immediately
- Celebrate wins publicly
- Stay patient and consistent for 90 days
Your property management software can transform your operations. But only if your team actually uses it.
Start this week with one workflow. Pick your champion. Create your guide. Make it work really well.
Then gradually add more features. Before you know it, your entire team will be using the software daily and wondering how they ever managed properties without it.
Getting your property management team to actually use software takes time and effort. But the payoff in efficiency, organization, and reduced stress is absolutely worth it.
Ready to transform your property management operations? The right software adoption strategy can save your team hours every week, reduce maintenance headaches, and improve tenant satisfaction. Use these proven techniques to get your property management team to actually use software starting today.
