Change Property Managers in Bulk

Move many of a property manager's sites to a new customer at once, add accounts to a management company from one search, or transfer its HOAs to another management company in one step.

Updated October 1, 2026

When a batch of properties changes property managers, you can make the change from the manager's customer page in one step. You don't have to open each site or account. There are two tools, one for each way a property manager can be set up in OpsVara.

How the manager is set up	Tool	Where
The manager is the customer, and each home or property is one of its sites	Move Sites	The manager's Sites tab
Each HOA or community is its own customer, and the manager is set as its Managed by	Transfer accounts	The Managed accounts card on the manager's Overview tab

The button uses your company's word for a site, so it reads Move Pools, Move Properties, Move Locations, or Move Sites.

Move a property manager's sites to a new customer

Use this when homes move from one manager to another. Every site goes through the same move as Move a Site to Another Customer, so past visits, invoices, permits, and equipment stay on each site.

Open the current manager's Sites tab
Open the customer from DirectoriesCustomers and go to the Sites tab. The Move Sites button appears beside Add Site when the customer has at least two active sites.
Pick the sites that are changing hands
Each active site is listed with a checkbox. Use Select all that can move to tick every site that can move. A site under an Active or Paused contract, with a visit that is scheduled, delayed, or in progress, or named on a quote with the status Sent, is greyed out, and the contract, visit, or quote blocking it is linked below its name. A site with a draft quote can still move; the draft is noted beside its address and stays with the current customer. Click Next.
Choose the new customer
Type at least two characters of the customer's name. Only active customers are offered.
Confirm
The dialog explains what changes and what doesn't. Click Move. When it's done, the result shows how many sites moved and links to the new customer.

Blocked sites are skipped, never forced. Once you've cleared their contracts and visits and voided or re-addressed their sent quotes, open Move Sites again to move them. If a visit is scheduled on a selected site, or a quote for it is sent, while the dialog is open, that site is skipped and listed under Not moved.

Each customer's activity history gets one note that lists every moved site, not one note per site.

Contracts don't come along

A contract names the customer it bills, so OpsVara never re-points one during a move. End the old manager's contract, move the sites, and then write the new manager's contract under the new customer.

Add accounts to a management company

On a management company's Managed accounts card, the search box above the list adds accounts without opening each one. Type at least two characters of a customer's name and click Add. The search stays open, so you can add several in a row. Company admins and office managers see the box, and only on a customer marked as a management company.

Some rows can't be added, and say why instead of showing Add:

Row says	Why
Already managed here	It's already one of this company's accounts.
Management company	A management company can't be managed by another one.
Managed by another company	Open that company and use Transfer accounts, below.

Transfer HOAs to a new management company

Use this when HOAs or communities switch management companies. Company admins and office managers can do it, the same people who can set Managed by on a single account.

Open the current management company
Open the management company from DirectoriesCustomers. On the Overview tab, find the Managed accounts card and click Transfer accounts.
Pick the accounts that are switching
Tick each account that is moving, or use Select all that can move. Click Next.
Choose the new management company
Only customers marked as a management company are offered. If the one you want is missing, open it and click This is a management company first.
Confirm
Click Transfer. The result shows how many accounts moved and how much portal access was removed.

Billing doesn't change. Each account keeps its own sites, contracts, invoices, and payment settings.

What happens to portal access

Portal access is never inherited from Managed by. When someone used Grant to managed on the old company's Portal & payments tab, each account got its own access row for that person. A transfer cleans those rows up:

Who	After the transfer
The old company's people who got access through Grant to managed	Lose access to the transferred accounts.
Someone who belongs to both the old and the new company	Keeps access.
The account's own portal users, invited directly to that account	Keep access.
The new company's people	Get nothing automatically. Grant access from the new company's Portal & payments tab.

Grant the new manager access afterwards

Open the new management company, go to Portal & payments, and use Grant to managed for each person who should reach the accounts they now manage. No invite emails are sent.

Each transferred account gets an activity note saying its managing company changed, and both management companies get a note listing the accounts.

Verify it worked

Sites: the new customer's Sites tab lists the moved sites, and the old customer's no longer does. Open a moved site's Visits tab to confirm its history is still there.
Accounts: the new management company's Managed accounts card lists the transferred accounts, and each account's Managed by names the new company.

If something is off

What you see	What to check
No Move Sites button	The customer needs at least two active sites, and you need an office role. To move a single site, use its own page.
A site can't be ticked	It's under an Active or Paused contract, has an open visit, or is named on a quote with the status Sent. Follow the link under its name to clear it. For a quote, choose Void from its Actions menu or edit it to cover a different site.
No Transfer accounts link	Only company admins and office managers see it, and only when the company manages at least one account.
The management company you want isn't in the search	It isn't marked as a management company, or it's archived, or it's managed by someone else itself.
accounts were no longer managed by …	Someone changed those accounts' Managed by while the dialog was open, so they were left alone.

Frequently asked questions

Which of the two tools do I use?

It depends on how the property manager is set up. If the manager is the customer and each home is one of its sites, use Move Sites on the manager's Sites tab. If each HOA is its own customer and the manager is set as its "Managed by", use Transfer accounts on the manager's Managed accounts card.

Why are some sites greyed out in the Move Sites dialog?

Those sites are under a contract whose status is Active or Paused, or they have a visit that is scheduled, delayed, or in progress. Either one would keep billing the current customer after a move. A site named on a quote with the status Sent is greyed out too, because the current customer could still approve that quote after the move. Each greyed-out row links to what is blocking it. End the contract, complete or cancel the visit, and void or re-address the quote, then move those sites.

Does transferring an HOA to a new management company change its billing?

No. Each account keeps its own sites, contracts, invoices, and billing. Only the "Managed by" link changes.

Do the new management company's people get portal access to the transferred HOAs?

Not automatically. Open the new management company's Portal & payments tab and use Grant to managed for each person who should reach those accounts.

Can I undo a move or a transfer?

Run it again in the other direction, from the new owner's page back to the original customer or management company. Portal access removed by a transfer is not restored automatically; grant it again from the Portal & payments tab.