ABTIO Training | Archibus

Archibus Portfolio Management and Lease Administration

Archibus Portfolio Management and Lease Administration enables organizations to manage their real estate inventory and associated contracts, representing properties, buildings, structures, land, and parcels, and connecting that information with contract data, costs, expiration dates, documentation, and portfolio analysis.

This training is designed for users who need to work with the module in their day-to-day activities, even without a technical background. Upon completion, participants will be able to understand the functional logic of Archibus Portfolio Management and Lease Administration and use its main tools to record, maintain, query, and analyze information related to properties, leases, expiration dates, costs, and reports.

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Real estate inventory

Manage properties, buildings, structures, land, and parcels within the logic of a real estate portfolio.

Contracts and expirations

Work with leases, clauses, options, amendments, documentation, contacts, and alerts to support contract control.

Costs and analysis

Track costs, cash flow, KPIs, dashboards, and reports to analyze the portfolio and support executive decision-making.

Agenda

Course plan organized into nine modules

The course combines functional concepts, hands-on operation, and portfolio analysis to record, maintain, query, and evaluate real estate, contractual, and financial information within Archibus.

Module 1

Introduction to Portfolio Management and Lease Administration

  • Overview of the real estate domain in Archibus.
  • Difference between portfolio items and leases.
  • Typical use cases: owned, leased, and subleased properties.
  • Relationship between operations, contract control, and financial analysis.
  • General navigation through views, consoles, forms, and dashboards.
Module 2

Master data and information preparation

  • Geographic locations and portfolio structure.
  • Property types and basic supporting information.
  • Lease templates.
  • Cost categories and responsibilities.
  • Parameters for alerts and expiration dates.
  • Data quality criteria.
Module 3

Creating and managing the real estate portfolio

  • Creating and editing portfolio items.
  • Using the Portfolio Edit Wizard.
  • Differences between buildings, structures, land, and parcels.
  • Relevant information for portfolio tracking.
  • Amenities and associated attributes.
  • Considerations for taxes and parcels.
Module 4

Creating and managing lease contracts

  • Creating new leases.
  • Using the Lease Portfolio Console and edit views.
  • General contract information.
  • Associated contacts.
  • Suites and assignments.
  • Supporting documents.
  • Data import and export.
Module 5

Clauses, options, amendments, and communications

  • Recording clauses and responsibilities.
  • Registering contract options.
  • Tracking expiration dates and exercising options.
  • Recording amendments.
  • Communication log.
  • Relationship between documentation and contract traceability.
Module 6

Lease financial management and associated costs

  • Recurring, scheduled, and actual costs.
  • Base rent and other charges.
  • Cost profiles.
  • Introduction to CAM and indexation, depending on scope.
  • Data entry criteria for reliable reporting.
  • Relationship between costs and cash flow.
Module 7

Alerts, expirations, and operational control

  • Alerts for lease expiration dates.
  • Alerts for option expiration dates.
  • Operational filters for prioritization.
  • Review of expired leases or leases approaching expiration.
  • Best practices for periodic follow-up.
Module 8

Dashboards, KPIs, and reports for portfolio analysis

  • Lease Portfolio Dashboard.
  • Portfolio Summary Dashboard.
  • Net capital cash flow KPIs.
  • Cost and cash flow reports.
  • Filtering criteria by period, geography, and portfolio item type.
  • Use of dashboards for executive follow-up.
Module 9

Guided practice and applied cases

  • Creating a building or land record within the portfolio.
  • Completing a full lease record.
  • Recording clauses, options, and amendments.
  • Associating documents and contacts.
  • Configuring or reviewing alerts.
  • Entering recurring costs.
  • Reviewing dashboards and reading cash flow reports.
Formats

Flexible training for real estate, contract, and analytics teams

The training can be delivered in a standard format or customized according to each organization’s maturity level, scope, current processes, user profiles, and objectives.

Training details

  • Language: Spanish / English.
  • Format: Remote / In person, up to 6 participants.
  • Level: Beginner / Intermediate / Advanced.
  • Duration: 8 to 12 hours, depending on scope.
  • Outline: Intensive format / Short sessions.
  • Content: Standard / Customized.
  • Sessions by profile: Operational / Analytical / Functional administrator.

Customization by organization

The content can be adjusted to the team profile, adoption level, functional scope, portfolio structure, and real use cases of the organization.

The training can focus on contract operations, portfolio administration, expiration tracking, financial analysis, reporting, or functional data governance.

Requirements

Recommended conditions to make the most of the practice

This training is designed for users who need to record, maintain, query, and analyze real estate and contract information within Archibus.

Recommended for the practice

  • Access to a test or demo Archibus environment.
  • Basic knowledge of navigation in a web environment.
  • General understanding of the organization’s real estate or contract operations.
  • Prior definition of roles and scope of use, if the training will be oriented toward real operations.

Expected outcome

  • Understand the functional logic of Archibus Portfolio Management and Lease Administration.
  • Record and maintain portfolio items and lease information.
  • Query expiration dates, clauses, costs, documentation, and contacts.
  • Use dashboards and reports to analyze the portfolio and support executive follow-up.

Request Archibus Portfolio Management and Lease Administration training

Leave your details and an ABTIO specialist will contact you to help define the format, scope, dates, and training objectives for your team.

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