Development

From landlord sign-up to an approved building income code

A landlord sets up a multifamily building, supplies income evidence, and follows staff review. This board maps documentation and decisions; it does not change applications.

Pick a step
Dashed: shown to the other person, the project stays put

The numbers give the saved walkthrough order. Diamonds are decisions. Solid arrows are handoffs; dashed arrows share information.

The same chart as a list

  1. Create portal account — Start the customer portal account. Enter the account contact information, confirm the email, and establish the ownership role before adding a building.
    • Phase 1 — Create portal account.
    Hands off to step 1, Enter contact information.
  2. Enter contact information — Enter first name, last name, email address, and phone number. This account contact is used as the SPECTRUM contact. Waits on step 0, Create portal account. Hands off to step 2, Confirm email.
  3. Confirm email — Send a confirmation email to the account contact; they confirm the address before continuing. Waits on step 1, Enter contact information. Hands off to step 3, Confirm ownership role.
  4. Confirm ownership role — The account holder must belong to the building’s ownership entity before adding a building. Waits on step 2, Confirm email. Hands off to step 4, Add a building.
  5. Add a building — Start one building at a time. First use the ownership entity saved on the account, or enter it here so it can be reused for another building.
    • Phase 2 — Add a building.
    Waits on step 3, Confirm ownership role. Hands off to step 5, Enter ownership entity information.
  6. Enter ownership entity information — Save the entity on the account for reuse: entity name, tax EIN, tax classification, optional office address, and primary contact. If the primary contact differs from the account holder, collect that person’s contact details.
    • The same ownership entity may be selected for another building.
    Waits on step 4, Add a building. Hands off to step 6, Enter building details.
  7. Enter building details — Enter property name, street address, total units and which units are occupied. Select the building configuration and a property type from the full list. Ask about mechanicals and whether they are shared when the selected property type calls for it. Waits on step 5, Enter ownership entity information. Hands off to step 7, Existing building or new construction?.
  8. Existing building or new construction? — After the building details, say whether this is an existing building or new construction. New construction follows the affordable-housing-agreement route; tenant invitations are not offered before occupancy. Waits on step 6, Enter building details. Hands off to step 8, Add each unit (repeat).
  9. Add each unit (repeat) — For every unit, enter its name and address, then mark it occupied or vacant. Repeat until every unit is listed. Waits on step 7, Existing building or new construction?. Hands off to step 9, Is the building categorically eligible?.
  10. Decision: Is the building categorically eligible? — For an existing building, Yes: use building-level eligibility paperwork. No: qualify units one by one. Paperwork covering too few units can be combined with unit-level evidence. New construction requires an affordable housing agreement covering at least half of all units. Waits on step 8, Add each unit (repeat). Hands off to Yes → step 10, Add building-level paperwork; No → step 11, Qualify remaining units.
  11. Add building-level paperwork — Choose the categorical eligibility type, provide supporting paperwork, and record how many units it covers. For an existing building, continue to unit-level evidence if the paperwork covers too few occupied units.
    • Examples include Section 8 and LIHTC agreements. Staff must confirm covered units before they count.
    Waits on step 9, Is the building categorically eligible? → Yes. Hands off to step 14, Check income progress; step 11, Qualify remaining units.
  12. Qualify remaining units — For an existing building, reach at least half of occupied units; vacant units do not count. Go unit by unit and choose a tenant invite or a landlord upload for each unit still needed.
    • Show progress as a plain count, such as “4 of 5 units needed.”
    Waits on step 9, Is the building categorically eligible? → No; step 10, Add building-level paperwork. Hands off to step 12, Invite a tenant; step 13, Upload tenant documents.
  13. Invite a tenant — Collect the tenant’s contact information, send an invitation link, and let the tenant supply their own income evidence. Waits on step 11, Qualify remaining units. Hands off to step 14, Check income progress.
  14. Upload tenant documents — The landlord uploads documents the tenant gave them, with the required consent and redaction checks.
    • A landlord may see a tenant’s qualification result, but never documents the tenant uploaded themselves.
    Waits on step 11, Qualify remaining units. Hands off to step 14, Check income progress.
  15. Check income progress — See which units are counted, waiting, or still needed. A building-level document and tenant evidence can be combined without counting a unit twice. Waits on step 10, Add building-level paperwork; step 12, Invite a tenant; step 13, Upload tenant documents. Hands off to step 15, Sign and send.
  16. Sign and send — Accept Terms and Conditions and provide the utility information and authorization or agreement. Then send this building’s income qualification application to staff. Waits on step 14, Check income progress. Hands off to step 16, IQ application submitted for processing.
  17. IQ application submitted for processing — The signed building income qualification lands with staff for review. Waits on step 15, Sign and send. Hands off to step 17, Review the evidence.
  18. Decision: Review the evidence — Staff process the submitted IQ application and review the building, unit count, paperwork, and qualifications. They approve, deny, or request more information. Waits on step 16, IQ application submitted for processing; step 19, Provide more information. Hands off to step 18, Request more information; step 20, Deny the qualification; step 22, Approve and issue IQ code.
  19. Decision: Request more information — Staff identify what is missing and return the building to the landlord for a response. Waits on step 17, Review the evidence. Hands off to step 19, Provide more information.
  20. Provide more information — The landlord sees what staff need, supplies the requested information, and sends the building back for review. Waits on step 18, Request more information. Hands off to step 17, Review the evidence.
  21. Decision: Deny the qualification — Staff record the denial and its reason. No approved income qualification code is issued. Waits on step 17, Review the evidence. Hands off to step 21, See the denial.
  22. See the denial — The landlord sees the denial and reason, with no approved code shown. Waits on step 20, Deny the qualification.
  23. Decision: Approve and issue IQ code — Staff approve the building income tier and issue the corresponding income qualification code.
    • The staff portal’s existing MF flow names LEA for low-income and MEA for moderate-income approval.
    Waits on step 17, Review the evidence. Hands off to step 23, See the approved IQ code.
  24. See the approved IQ code — As the final approved step, the landlord receives the approved income tier, IQ code, and expiry in the customer portal. Waits on step 22, Approve and issue IQ code.

Explanatory notes

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Columns

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