Use one synthetic tenancy to test a complete task from entry through correction and export. Record what worked, what failed and what needs confirmation before moving real tenant data.
Create a small test case
Choose your hardest recurring job before opening the trial. Use a clearly labeled TEST property and fictional contact details in a sandbox or vendor-approved demo. Do not enter a real bank account or invite a resident merely to explore a screen. Confirm which trial actions send messages or initiate transactions.
Illustrative test set: one $1,500 charge, a $1,000 manually recorded test payment, a $50 documented credit, a leaking-faucet request and a sample invoice. These are test inputs, not a real payment workflow. If the product cannot safely represent them without moving money, ask the vendor to demonstrate that part.
Five tasks and their pass conditions
| Task | Pass condition | Evidence to keep |
|---|---|---|
| Check rent balance | The record explains $1,500 − $1,000 − $50 = $450 | A dated ledger showing each component, not only a dashboard total |
| Correct an entry | The correction leaves an understandable explanation | Original reference and correction note |
| Follow a repair | The next action, responsible person and status are clear | Ticket history and linked sample invoice |
| Limit helper access | A helper can do the assigned task without unrelated sensitive records | Observed view from the permitted test role |
| Leave the product | The export is understandable and required files open | Export file, document sample and missing-field list |
Check access from the other role
FTC business guidance recommends restricting access to sensitive information to people who need it for their work. A menu label such as “staff” is not evidence of the permissions behind it. [1]
Use a supported test role or ask the vendor to demonstrate it. Check whether the helper can see tenant finances, download documents or change account settings. If you cannot test a boundary, label it “unverified”; do not turn an unavailable test into a pass.
Keep a decision record
| Result | Meaning |
|---|---|
| Pass | Observed the required outcome and saved evidence |
| Fail | Observed behavior that prevents the task |
| Unverified | Trial, access or documentation did not establish the outcome |
Record the date, plan, task, result and question for support. A trial with four passes and one critical failure can be the wrong choice. Decide which requirements are essential before comparing attractive features or introductory discounts. No products were tested or ranked for this checklist.
Sources
- Protecting Personal Information: A Guide for Business — FTCSource checked Sep 20, 2026.
Have a correction? See our editorial policy and correction process.