Episode 179: Remote Landlord Onboarding & Property Systems with Sydney Young
Summary
My guest today believes that onboarding your tenant sets the tone for the entire tenancy. From move in to move out, your systems drive your landlord business. Business efficiency expert Sydney Young is back with us, talking about how to set up even more systems as a remote landlord. Everything from onboarding a new tenant from afar to setting up your properties on a schedule, Syd always brings new ideas to the conversation. The best part? Syd always brings something FREE. This episode is no exception. Join me as we learn about remote landlord and property systems together!
Listen to the full episode :
This Week’s Blog Post:
Setting Up Remote Onboarding
Hi friends! I’m Dr. Jen, and in this episode of My Life as a Landlord, I was joined again by Sydney Young—business strategist, efficiency expert, and my podcast coach. Sydney’s back to share her incredible system for remote landlord onboarding. We started right after tenant screening and lease signing, focusing on how to welcome new tenants while staying organized. Sydney walked me through her customized digital template designed to help landlords manage onboarding across multiple properties, setting clear expectations for both sides from day one.
Creating an Organized Property Hub
Sydney demonstrated how she’s built a master property hub using digital tools similar to Google Sheets or Excel—but with enhanced features for visualization and tenant access. Each property gets its own page with key information: address, lease dates, rent amount, tenant details, and maintenance history. Within each property, there’s an onboarding section—essentially a digital “property guide”—that landlords can share with tenants. It includes everything from emergency contacts to maintenance request procedures. Having one place to track all of this means less stress, fewer repeated conversations, and a smoother experience for both landlords and tenants.
Setting Expectations for Maintenance and Communication
One of my favorite sections in Sydney’s system was the maintenance request guide. It defines what counts as an emergency, what’s routine, and what’s not a maintenance issue at all. As I shared in the episode, this is key—there’s a difference between a safety concern like a water leak and a cosmetic issue like mismatched paint. Sydney also stressed that communication should be structured: emergencies go to a phone number or text line, while routine issues go through a form that funnels everything into one organized list. Setting these expectations early prevents frustration and ensures everyone knows how and when things get handled.
Property-Specific Details That Make a Difference
From utilities and parking to heating, cooling, and wildlife encounters—every property has its quirks. Sydney’s onboarding system lets landlords create customized guides for each unit, even linking manuals for appliances and heating systems. I shared my own recent water leak story from Hawaii to emphasize how critical it is for tenants to know where the water shutoff is before there’s an emergency. The same goes for sump pumps, breaker boxes, and gas valves. Having these instructions clearly laid out gives tenants confidence and helps prevent costly damage.
Final Thoughts and Resources
Sydney wrapped up by showing how landlords can duplicate the onboarding system for each property, share access with team members, and even track revenue and expenses. Her biggest takeaway was that communication and expectations are everything. When tenants know what to expect and landlords stay organized, managing remotely becomes easier and far less stressful.
I recorded this episode while waiting for jury duty on Maui, Hawaii. Why? Because real estate takes you places. Where do you want real estate to take you? Join me next week for Episode 180, where I talk about the first eviction I’ve had to do in six years. I’ll see you there!