Property Management IT · Vancouver, BC
A Vancouver property management company holds a strange concentration of sensitive information for its size: tenant applications with income and identity details, trust accounts for rent and damage deposits, strata financials, and a maintenance team coming and going from buildings across the Lower Mainland. A small head office team usually runs all of it on a platform like Yardi while fielding calls from tenants and owners all day. Hexafusion supports Lower Mainland property managers with office and field IT that keeps that platform running, keeps tenant data where it should be, and keeps your maintenance team connected from the field.
Workstation and network configuration, single sign-on and access control around Yardi and similar property management and accounting platforms. Application bugs escalate to the vendor; infrastructure is ours.
Connectivity and access support for tenant payment portals and owner reporting portals, including the integrations that keep them synced with your core platform.
Infrastructure, backup and access control around trust accounting for rent, damage deposits and strata funds, with retention and audit trail that matches regulatory expectations.
Mobile device setup for maintenance staff using dispatch and work order apps in the field, with connectivity that holds up inside older buildings and parkades.
Centralized, access-controlled storage for leases, strata council minutes and building records instead of scattered shared drives.
Office phone system support for a front desk that fields a high volume of tenant and owner calls, including after-hours routing for maintenance emergencies.
BC PIPA governs how a property management company collects, uses and discloses tenant and owner personal information, and PIPEDA applies alongside it for activities in the course of commercial activity. The BC Residential Tenancy Act sets specific rules around tenant application information, damage deposit handling and notice requirements that interact with how you store and retain tenant records. Property managers handling trust funds are generally licensed under BCFSA, which carries its own recordkeeping expectations for trust accounting. This is general information, not legal advice.
We start with an AI readiness assessment that looks at where your office and field teams could use AI tools without putting tenant or trust data at risk. We set up Copilot and other approved AI tools securely inside your Microsoft 365 tenant, configure data protection so tenant applications and financial records cannot leak into a public AI model, and train office and maintenance staff on safe use. For property managers who want to go further, we build custom assistants, including our own AI phone assistant for after-hours tenant call handling. Any AI build-out beyond basic setup and training is scoped and quoted as its own separate project.
Most property management companies land on Managed, our recommended plan: unlimited remote help desk during business hours (subject to our Fair Use Policy) and onboarding and offboarding support as your front desk and maintenance staff turn over. Companies managing a large trust fund volume or many strata accounts often move to Secure, which adds onsite support. Onsite support is included only on our Secure and Enterprise plans; remote-only plans do not include a site visit. After-hours response, a quarterly vCIO review and ongoing testing are Enterprise-only. Servers, including any on-premises server or always-on cloud server you want us to manage, are an add-on and are not included in any plan. See plans for full details.
Do you support Yardi?
Yes. We handle the infrastructure, network and access control around Yardi and comparable property management platforms. Application bugs escalate to the vendor.
Can you help maintenance staff get connectivity inside buildings?
Yes. Parkades and older concrete buildings often block cell signal. We assess connectivity on site and help find a workaround so dispatch and work order tools keep functioning.
Do you handle trust accounting infrastructure?
Yes. We support the infrastructure, backup and access control around trust accounting for rent, deposits and strata funds, which needs a higher retention and audit standard than general office files.
What privacy and tenancy rules apply to our records?
BC PIPA and PIPEDA govern personal information generally, and the BC Residential Tenancy Act sets specific rules around tenant application and deposit handling. This is general information, not legal advice.
Can you set up after-hours call handling for maintenance emergencies?
Yes, including our own AI phone assistant configured to triage genuine emergencies to your on-call team while handling routine questions itself.
We have a small office and a field maintenance crew. Can you support both?
Yes. We support office infrastructure and field maintenance device connectivity together, since a property manager's IT needs span both.
Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).
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Property management company IT support is delivered against a documented baseline aligned to the Canadian Centre for Cyber Security baseline controls and current cyber-insurance underwriting expectations.
Hexafusion is led by founder Alex Barari, a former PCI DSS Internal Security Assessor with 15+ years in enterprise IT and cybersecurity. Every engagement is supported by the same Vancouver-based team that designs the security baseline, reviews the alerts, and shows up on-site when remote troubleshooting reaches its limit.
