Managing Agent — Agency Profile & Portfolio Overview

The Managing Agent is the top-level organisational container in the platform. Every piece of data — owners, blocks, units, and leaseholders — belongs to a single managing agent record, identified by the organisation's org_id.

Entity Hierarchy

The platform is structured around a five-level hierarchy:

Managing Agent
└── Owner
    └── Block
        └── Unit
            └── Leaseholder

All child entities are implicitly scoped to the managing agent through the shared org_id, providing strict multi-tenant data isolation.

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Agency Profile Page

Navigate to Dashboard → Agency Profile to access your managing agent record.

The page is divided into two sections:

Portfolio Summary

Four stat cards give an at-a-glance view of your portfolio:

Card	What it shows
Owners	Total portfolio holders under management
Blocks	Residential buildings managed
Total Units	Individual flats across all blocks
Unassigned Blocks	Blocks not yet assigned to an owner (highlighted in amber when > 0)

Agency Profile

The profile section displays all details stored against your managing agent record. Click Edit (principal role required) to update any field.

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Profile Fields

Company Identity

Field	Description
Trading Name	Operating name if different from the registered organisation name
Company Number	Companies House registration number
VAT Number	UK VAT registration (e.g. GB123456789)

Registered Address

Full UK address: line 1, line 2, city, postcode, and country (defaults to GB).

Contact Details

Primary email, phone number, and website URL.

Regulatory Registrations

Field	Description
ARMA Membership Number	Association of Residential Managing Agents membership
ARMA Active	Whether membership is currently active
RICS Membership Number	Royal Institution of Chartered Surveyors registration
RICS Active	Whether registration is currently active
FCA Reference Number	Financial Conduct Authority reference

Client Money Protection (CMP)

Required under FCA rules for agents holding client money:

Field	Description
CMP Scheme	Name of the protection scheme
CMP Policy Number	Policy reference
CMP Expiry	Policy expiry date

Professional Indemnity Insurance

Field	Description
PI Insurer	Name of the insurer
PI Policy Number	Policy reference
PI Expiry	Policy expiry date

Default Accounting Connector

Sets the default accounting integration for the agency. Supported options:

• xero
• quickbooks
• sage

This value is used as the default connector for owner-level accounting unless overridden.

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Expiry Indicators

Insurance and CMP expiry dates are displayed with colour-coded indicators:

Colour	Meaning
🟢 Green	More than 90 days until expiry
🟡 Yellow	30–90 days until expiry
🟠 Amber	Fewer than 30 days until expiry
🔴 Red	Expired

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Access Control

Action	Required permission
View profile	settings.read
Edit profile	Principal role only

All profile updates are written to the audit trail.

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Auto-Provisioning

When a new organisation signs up, calling managingAgent.get for the first time will automatically create a managing agent record linked to that org_id. No manual setup step is required.

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tRPC API Reference

managingAgent.get

Retrieves the managing agent profile for the current organisation. Auto-provisions a record if one does not yet exist.

• Permission: settings.read
• Returns: Full agent profile object

managingAgent.update

Updates one or more fields on the managing agent profile.

• Permission: Principal only
• Audit logged: Yes
• Accepted fields: All profile fields listed above (all optional, pass null to clear)

managingAgent.summary

Returns portfolio-level statistics for the current organisation.

• Permission: Authenticated user
• Returns:

{
  ownerCount: number;
  blockCount: number;
  totalUnits: number;
  unassignedBlockCount: number;
}