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Olympus System Documentation
Audience: Way of Life staff and anyone new to the Olympus platform, on either the client or Effect Digital side. Written to explain what the system does, not how it's built. No code, no infrastructure, those live in the developer and infrastructure spaces.
How this is organised: one page per application, each listing its features in plain English. Start with the System Overview and Glossary below, then dive into whichever app you work with. Every feature links out to its detailed test plan or scope document where one exists.
What Olympus is
Olympus is a multi-tenant platform for running a residential build-to-rent business, from advertising an apartment, through offer and move-in, to renewals and move-out, plus the app residents use day to day.
The platform isn't tied to any one property operator. Way of Life is the operator this documentation is written around, so its apps, buildings and portfolios appear throughout as the working example, but another operator could be onboarded onto the same platform.
Olympus is a set of connected applications. Each covers a different part of the business, and they share one set of resident, unit and tenancy records underneath. When a leasing manager completes a deal in one app, the resident sees their new tenancy in another, and finance data flows into the operator's accounting system (Qube, in Way of Life's case) without anyone re-keying it.
Multi-tenancy: one platform, separate operators
Olympus is multi-tenant: each property operator on the platform is a separate tenant, with its data kept isolated from every other operator's. Way of Life is the operator these docs describe. Within an operator sit its buildings and portfolios, Way of Life runs a Multifamily and a Students portfolio, and behaviour can be tailored building by building: a checklist step that matters at one building may be hidden at another.
A note on the word "tenant". It's used two ways. In the platform sense, a tenant is an operator whose data is isolated on Olympus. In the everyday lettings sense, a tenant is a resident living in a building. Where it could be unclear, these docs say operator or resident.
The applications at a glance
| Application | What it's for | Primary users |
|---|---|---|
| Everest | Managing properties, units and listings; publishing adverts out to Rightmove, Zoopla and the website | Property & marketing staff |
| Marketing Websites | Each operator's own public brand websites where prospects browse homes (Way of Life's are the current set) | Prospects (public) |
| Olympus Agents | A placeholder for future automation, not yet built | n/a |
| Olympus Backend | The central layer that keeps each operator's data separate and coordinates the other apps | Platform administrators |
| Olympus Frontend | The admin console for the whole platform, plus single sign-on and Tableau reporting | Platform administrators |
| Portal | The lettings back-office, reservations, deal sheets, and the move-in / renewals / move-out workflows | Leasing & property-management staff |
| Booking Platform | The shared platform every operator's sites hand off to, where prospects book viewings and reserve homes | Prospects (public) |
| Tenancy API | The engine behind the residents' mobile and web app, accounts, documents, support, rent payments | Residents |
Beneath these sit shared building blocks (see the Shared Platform page): a common core (multi-tenancy, dynamic forms, roles & permissions), the connectors to external systems (Qube, Reposit, Inventory Hive), a privacy-safe analytics layer, and a shared design system so every app looks and behaves consistently.
How a tenancy flows through the system
A simplified path of a single letting, to show how the apps connect:
- Advertise: a unit is prepared in Everest and published to the marketing websites and the portals.
- View: a prospect books a viewing through the public booking forms (the slot is booked in Calendly). Not every let involves one.
- Reserve: the prospect reserves the home through the public booking forms, which creates the reservation in Portal and takes the holding fee.
- Set up the tenancy: a deal sheet is created capturing the customer's tenancy detail. The customer is credit-checked and right-to-rent confirmed, the deposit or Reposit arranged, and the tenancy pushed into Way of Life's accounting system (Qube).
- Move in: the deal appears on the Move-In Tracker; site teams work through the readiness checklist.
- Active tenancy: the resident manages their tenancy, documents and rent payments through the app (Tenancy API).
- Renew or leave: near the anniversary the tenancy appears on the Renewals Tracker; if the resident leaves, it moves to the Move-Out Tracker.
The rest of these pages describe each application and its features in turn.