Maxm.Directory — Frequently Asked Questions
Last updated: April 15, 2026
Table of Contents
1. Getting Started(getting-started)
2. Searching & Browsing Properties(searching-browsing)
3. Property Pages — Understanding What You See(property-pages)
4. For Prospective Tenants(prospective-tenants)
5. For Current & Former Tenants(current-tenants)
6. For Property Owners & Landlords(owners)
7. For Property Managers(managers)
8. For Real Estate Agents(agents)
9. For Government & Code Enforcement Users(government)
10. My Properties Dashboard(dashboard)
11. Tenancy Records(tenancy-records)
12. Inspections(inspections)
13. Rent Payment Ledger(rent-ledger)
14. Maintenance Requests(maintenance)
15. Communication Log(communication-log)
16. Security Deposit(deposit)
17. Tenant Rights & Statutory Compliance(rights)
18. Legal Element Tagging & Your Legal Portfolio(legal-tagging)
19. Messaging — ArrowChat & Conversations(messaging)
20. Media — Photos, Documents, Video & Audio(media)
21. Transparency Score(transparency-score)
22. Subscriptions & Pro Features(subscriptions)
23. Legal LMS & Education(legal-lms)
24. Privacy, Data & Evidence Integrity(privacy)
25. Account & Technical Help(account-technical)
1. Getting Started {getting-started}
Q: What is Maxm.Directory?
Maxm.Directory is a free, community-driven residential rental property directory and tenant history platform. It gives prospective tenants transparent, crowd-sourced information about rental properties — including landlord responsiveness, habitability history, documented issues, maintenance practices, lease conditions, and statutory compliance — before they sign a lease.
It is built on the principle that every tenant deserves to know a property's history, and that every landlord has a fair opportunity to demonstrate their transparency and responsiveness.
Q: Who is Maxm.Directory built for?
The platform serves six primary user groups:
Role Core Goal
Prospective Tenant Research a property's history before renting
Current / Former Tenant Document your tenancy, protect your rights, build an evidentiary record
Property Owner / Landlord Claim your property, demonstrate transparency, manage your portfolio
Property Manager Manage properties and tenant relationships on behalf of owners
Real Estate Agent List and manage properties, support client tenancies and inspections
Government / Code Enforcement Search and review property compliance records by jurisdiction
All core tenant-facing features are free. Pro features for owners and agents are available via subscription.
Q: Do I need an account to use the site?
You can search the property directory, browse property pages, and view public information (issues, timeline, compliance status, discussion threads) without an account.
You need a free account to:
- Add or edit a property listing
- Submit a tenancy record
- Log issues, maintenance requests, communications, or rent payments
- Tag items with legal elements
- Use the messaging system
- Follow properties and receive alerts
- Export documents and case packages
Q: How do I register?
1. Click Register in the top navigation.
2. You will be asked to choose your path: Tenant / Renter or Property Owner / Landlord.
3. Complete the registration form. Both paths collect your name and property location in the first step.
4. The registration wizard is customized for your role — tenant fields differ from owner fields.
You can be both a tenant and an owner. After registering in one role, you can add a tenancy record or claim a property independently.
Q: What is the "My Properties Dashboard"?
The My Properties Dashboard is your personal hub for everything related to your properties and tenancy records. It appears as a tab on your EasySocial profile page and adapts its sidebar based on your role. Tenants see their home history, maintenance requests, ledger, and communication log. Owners see their listed properties, tenants, and financials. The sidebar items visible to each role are configured by the site administrator.
2. Searching & Browsing Properties {searching-browsing}
Q: How do I find a specific address?
Use the Property Directory search. You can search by:
- Street address (number + street name)
- Zip code
- Town / city
- State
The address database contains all 736,000+ Maine residential delivery addresses sourced from the USPS National Address Database (NAD). If an address exists in Maine, it is in the system — even if no one has submitted a property listing for it yet.
Q: A property exists in the directory but has almost no information. Why?
Property records are pre-populated from the address database, meaning a listing can exist in the system before any user has submitted details. A sparse listing simply means no current or former tenants have contributed data yet. You can be the first — and your contribution will help every future tenant who looks up that address.
Q: Can I filter search results by issue history or amenities?
Yes. The property search form includes filters for:
- Issue status: No issues ever / Has active issues / Has ever had issues
- Amenity category: Filter by amenities in a specific category (e.g., Kitchen, Parking, Pet-Friendly)
- Issue category: Filter by properties with issues in a specific category (e.g., Health & Safety, Utilities)
Q: What are the Explore Issues and Explore Amenities pages?
These are public discovery pages that let you browse all issue types and amenity types tracked across the platform. Each links to filtered search results showing properties where that issue or amenity has been reported. They are useful for research (e.g., "which properties in Waterville have reported mold?") and are indexed for search engines.
Q: Can I save a search or get alerts?
Yes. Once logged in:
- Saved Searches: Save any search filter set and re-run it from your account menu.
- Property Alerts: Follow any individual property to receive notifications when new issues, tenancy records, ownership changes, or inspection reports are added. Go to the property page and click Follow this Property. You can configure alert types (all events / issues only / ownership changes) in your alert preferences.
3. Property Pages — Understanding What You See {property-pages}
Q: What are the tabs on a property page?
Every property page has seven tabs:
Tab What You'll Find
Overview Owner information card, address, amenities by category, property details, map
Financial Rent/price, lease type, deposit, rent history over time, issue response statistics
History Full property timeline — ownership, tenancies, issues, rent changes, milestones — grouped by date and collapsible by category
Issues All reported issues grouped by category with color-coded severity badges and active/resolved status
Media Photos (gallery with full-screen lightbox), documents (inline viewer + download), videos, and audio
Discussion Community discussion thread — ask questions, share experiences, reply to others
Contact Send a message to the property admin, owner, property manager, listing agent, or (optionally) the current tenant
Q: How do I read the History tab?
The History tab shows a chronological record of everything that has happened at the property. Events are grouped by date into collapsible accordion sections. Use the filter chips at the top to show only specific event types:
- All — everything
- Ownership — ownership claims, transfers, and disputes
- Tenancy — tenant move-ins and move-outs
- Issues — issue reports, resolutions, and updates
- Rent — rent price changes over time
- Property — listing edits, publish/unpublish events
- Milestones — manually entered facts (building built, renovation, roof replacement, etc.)
You can also deep-link to a filtered view: add `?tl_filter=issuestab-history` to the URL to open the History tab pre-filtered to issues.
Q: What is the Owner Card? How do I know if an owner is verified?
The Owner Card appears at the top of the Overview tab. It shows one of three states:
- Not Provided — no owner on record yet. Anyone can submit a claim.
- Unverified — a name and contact info is on record but has not been verified against Registry of Deeds records. Contact information is masked for privacy.
- Verified — an owner has been verified and linked to a Maxm.Directory account. Their profile photo and name appear, with a "Verified Owner" badge.
If you believe the owner information is incorrect, click "Is this information incorrect?" to submit a correction backed by Registry of Deeds documentation.
Q: What is the Transparency Score?
The Transparency Score (0–100) is a property-level metric that reflects how much verifiable, trustworthy data exists about the property. A higher score means more documented history, more issues resolved, more owner participation, and fewer active compliance violations. The score is broken into four sections. Click "What does this score mean?" on any property page for a full explanation.
Q: What are the colored dots/bars I see on some property items?
If you are logged in, any item tagged with one or more legal elements will display a multi-segment color bar along the bottom of that item. Each colored segment represents one legal element you or another user has tagged:
Color Element
Blue FACTS
Violet EVIDENCE
Green LAW
Cyan PROCEDURE
Red LIABILITY
Amber DAMAGES
See Legal Element Tagging(legal-tagging) for full details.
4. For Prospective Tenants {prospective-tenants}
Q: I'm considering renting a property. What should I look at first?
Start with these four areas:
1. Issues tab — Are there any active (unresolved) issues? What categories are they in? Health & Safety issues are the most critical.
2. Overview → Compliance Widget — Are there active statutory violations? Maine law requires landlords to meet specific habitability, heat, and water standards.
3. History tab → Tenancy events — How many tenants have lived here? Do you see rapid tenant turnover?
4. History tab → Rent events — How often has the rent changed? By how much?
Example: You find a listing with 3 active issues in "Heat & Hot Water," a compliance violation for `ME_HEAT_STATUTORY` (minimum heat rule), and 4 tenants in 2 years. This is a meaningful red flag to investigate further before signing.
Q: Can I visit the property and record a walkthrough without formally renting it?
Yes. Maxm.Directory includes a Prospective Tenant Walkthrough feature. Here's how it works:
1. Go to the property page and click "Record a Walkthrough" (requires a free account).
2. You will be prompted to choose: Walkthrough-specific record (just the inspection, no tenancy details) or Full Tenancy Record (if you plan to track the whole tenancy).
3. For a walkthrough, a minimal inspection record is created with `inspection_type = walkthrough` and `tenancy_type = prospective`.
4. Complete the move-in condition inspection form — go room by room through the checklist.
5. Attach photos, videos, or audio notes to any checklist item.
6. Your walkthrough is saved and private to you until you choose to share it.
Why do this? A walkthrough inspection creates a timestamped, documented record of the property's condition at the time you viewed it. If you later move in and conditions have worsened, or if a landlord claims pre-existing damage you documented wasn't there, you have evidence.
Q: Can I ask the current tenant questions?
If the current tenant has opted into the Contact tab, you can send them a message through the Contact tab on the property page. The tenant's identity and contact information is never directly disclosed — all contact goes through the platform's internal messaging system.
Q: How do I know if a listed issue is still active or was resolved?
On the Issues tab, each issue has a status badge:
- Active (red) — the issue has been reported but not resolved
- Resolved (green) — a resolution has been submitted and accepted
- Disputed (orange) — a resolution was submitted but contested by another party
You can also check the History tab filtered to Issues to see the full timeline of when each issue was first reported and when (if ever) it was resolved.
5. For Current & Former Tenants {current-tenants}
Q: How do I add my tenancy record to a property?
1. Navigate to the property page for your rental.
2. Click the "Add My Tenancy Record" button (requires a free account).
3. If you already have a record for this property, the button changes to "Edit My Tenancy Record".
4. The tenancy form is a multi-step wizard. Complete as many steps as you can — all fields are optional except the basics.
5. At the end, click Save. Your record is submitted for review.
The form steps include: Basics, Rent details, Landlord Experience, Maintenance history, Legal notes, and a Review summary.
Q: What is the tenancy type field?
When adding a tenancy record, you select your tenancy type:
- Occupant — primary tenant on the lease
- Co-Signer — signed the lease but may not live there
- Guarantor — financially guarantees the lease
- Subletter — sublet from the primary tenant
For co-signers, guarantors, and subletters, you are also asked for the name of the Primary Occupant. This keeps records accurate across complex multi-party tenancies.
Q: What if I currently live at the property?
When filling out the tenancy form, check "I currently live here" in the Basics step. This hides the "Reason for Moving" field (since you haven't left yet) and marks your tenancy as active. You can update your record at any time.
Q: Can I track the issues I experienced during my tenancy?
Yes. In the tenancy record form, go to the Issues step and select all applicable issue types. For each issue you can record:
- When the issue started
- When it was reported to the landlord
- When (if ever) it was resolved
- Severity level (Minor / Moderate / Major / Critical)
- Notes
Once saved, these issues appear on the property's Issues tab and contribute to the property's Transparency Score.
Q: How do I document a maintenance request?
From your My Properties Dashboard sidebar, click Maintenance:
1. Click Submit New Request.
2. Select the property and describe the issue (title, description, category).
3. Set urgency: Routine, Urgent, or Emergency.
4. Optionally attach evidence (photos, documents).
5. Submit. The request is logged with a timestamp.
The platform automatically flags requests as Overdue if they are not resolved within the statutory timeframe (set per state rule). For Maine, maintenance issues that remain unaddressed trigger a compliance check.
Q: How do I log a communication with my landlord?
From your My Properties Dashboard sidebar, click Communications:
1. Click Add Communication Entry.
2. Select the communication type: Phone call / Email / Text / In-person meeting / Written letter / Legal notice.
3. Enter the date, direction (Sent / Received), and a summary.
4. Optionally toggle Evidence — this flags the entry as evidentiary and generates a SHA-256 tamper-detection hash of the content. Flagged entries cannot be silently altered.
5. Save. For dispute-ready export, use the Export PDF button on the communication log.
Example: You call your landlord about a broken heater on November 1st. Log it immediately: type = Phone Call, direction = Sent (you initiated), summary = "Called to report no heat since Oct 30. Left voicemail." Toggle Evidence on. This creates a timestamped record that the contact happened, with hash protection against later alteration.
Q: How do I track my rent payments?
From your My Properties Dashboard sidebar, click Ledger (or My Ledger for a specific tenancy):
1. Click Add Payment Entry.
2. Enter date, amount, payment period, payment method, and optionally a receipt URL.
3. Save. The payment appears in your ledger.
When an owner confirms a payment, it shows a "Confirmed" badge. If the owner records a different amount than you do, the entry is flagged as a Discrepancy — useful documentation if a non-payment dispute arises.
Q: How do I track my security deposit?
From your My Properties Dashboard sidebar, click Deposit:
The Security Deposit Ledger tracks:
- Deposit paid (amount, date, payment method)
- Expected return date (calculated from Maine's 21-day statutory deadline)
- Deductions claimed by the landlord
- Your ability to dispute individual deductions
- Whether the deposit was returned on time
Maine law requires landlords to return security deposits within 21 days of move-out. The platform alerts you if that deadline approaches without a recorded return.
Q: Can I print a checklist for move-in or move-out?
Yes. When starting a move-in or move-out inspection:
1. Go to the property page → Start Move-In Inspection or Start Move-Out Inspection.
2. The checklist is pre-populated from the property's registered room configuration (bedrooms, bathrooms, living areas, kitchen type, etc.).
3. Fill in the condition of each item (pass / fail / note).
4. You can export a PDF of the checklist at any time from the inspection view.
Keep a copy for your records. If a landlord later claims damages, your timestamped, photo-attached condition report is your evidence.
6. For Property Owners & Landlords {owners}
Q: How do I claim my property listing?
1. Find your property in the directory.
2. On the Overview tab, look at the Owner Card.
3. Click "Claim This Listing" (if no owner is on record) or "Are you the owner?" (if unverified contact info exists).
4. Fill in your Registry of Deeds verification: deed type, county, book number, and page number. This is cross-checked against Maine's publicly accessible Registry of Deeds — no sensitive documents required.
5. Submit. The site administrator reviews your claim and approves or rejects it.
6. On approval, your Joomla account is linked to the property. Your EasySocial profile name and photo appear on the property's Owner Card with a "Verified Owner" badge.
Q: How do I add a new property listing?
From your My Properties Dashboard, click "+ Add a Property". You will be prompted to choose:
- Add a Full Property Listing — creates a complete property record with all details
- Record a Walkthrough — creates a minimal record for an inspection only
For a full listing, the form has five tabs: Basic Info, Details, Localization (address), Media, and Owner information. Address fields are auto-populated from the USPS address database and locked after initial submission.
Q: Can I edit my property listing after submitting it?
Yes. Go to your property page and click "Edit this listing" (appears if you have edit permission). Address fields are locked after the initial submission to preserve address data integrity. All other fields (description, amenities, rooms, condition, media, owner contact) are editable at any time.
Q: A tenant submitted incorrect information about my property. What can I do?
All user-contributed data (issues, tenancy records, discussion posts) is associated with specific accounts and subject to moderation. You have several options:
1. Respond in the Discussion tab — provide your perspective publicly for future prospective tenants to read.
2. Submit a dispute through the platform — use the dispute feature on the specific record.
3. Contact the site administrator through the Contact tab or the site's contact form.
The platform is designed for accurate information, not defamation. Clear factual errors are correctable through the admin review process.
Q: How does the Transparency Score benefit me as an owner?
A high Transparency Score increases your property's credibility and may attract higher-quality tenants. The score goes up when you:
- Respond to and resolve reported issues quickly
- Maintain complete property information
- Have no active statutory compliance violations
- Participate in the condition disclosure system
- Have a verified, linked owner account
Owners who actively use the platform typically build strong scoring histories over time.
Q: What is the Condition Disclosure System?
The Condition Disclosure System allows you to formally document and disclose known property defects to incoming tenants — and get their digital acknowledgment. Benefits:
- Creates a timestamped, legally defensible record that the tenant was informed of known conditions
- Reduces liability exposure for pre-existing issues
- Earns a bonus in your Transparency Score for proactive disclosure
- Tenant receives a disclosure link; their acceptance is recorded with timestamp and IP
This is particularly useful for properties with known but non-critical issues (e.g., an older roof, a cosmetic crack, a seasonal drainage issue) where you want to ensure tenant awareness is documented.
Q: How does the Security Deposit ledger work for me as an owner?
From your dashboard, you can:
- Record the deposit collected, including date and amount
- Record the return date and amount returned
- Add deductions with descriptions
- Respond to tenant disputes of deductions
The platform calculates the 21-day statutory deadline automatically and displays a warning if you approach it. Documenting timely return builds your Transparency Score and provides a clear record if a small claims dispute arises.
7. For Property Managers {managers}
Q: How is a Property Manager different from an Owner on this platform?
The Manager role has the same access to most property management tools as an Owner, with two differences:
- Managers do not appear on the property's Owner Card (owners are recorded separately)
- Managers may have limited access to financial or deposit features depending on admin configuration
A Property Manager's name and contact info can be entered in the Owner section of the property listing form, and they appear as a selectable recipient in the Contact tab on the property page.
Q: Can I manage multiple properties?
Yes. Your My Properties Dashboard → My Properties section shows all properties you manage. You can navigate to each property's individual records (maintenance, communications, inspections, tenants) from the dashboard.
Q: Can I perform or submit inspection reports?
Yes. Property Managers have access to the Inspections section of the dashboard and can:
- Start move-in or move-out condition inspections
- Review and respond to tenant-submitted inspection reports
- Submit professional inspection reports (if credentialed)
8. For Real Estate Agents {agents}
Q: What does the Agent role offer?
Real estate agents get a dashboard tailored to their workflow:
Sidebar Section Purpose
My Listings Properties you have listed
Client Tenancies Tenancy records for clients you represent
Inspections Schedule and manage inspections
Issues Review issues on listed properties
Legal Portfolio Legal element tags for evidentiary records
Export Download data packages
Subscription Manage your Pro subscription
Q: How do I add a listing as an agent?
The process is the same as for an owner. From the dashboard, click "+ Add a Property". On the Owner Information tab of the property form, enter the owner's name and contact information (or link their account if they are registered). Your name can be entered as the Listing Agent.
Q: Can I help a client manage their legal documentation?
Yes. The Legal Portfolio and Legal Element Tagging features are available to agents. You can tag any property record, issue, document, inspection item, or communication with legal elements (FACTS, EVIDENCE, LAW, PROCEDURE, LIABILITY, DAMAGES), add annotation notes, and export a Case Package — a ZIP file containing a summary PDF, all tagged documents and media, and full conversation transcripts — for use by an attorney.
9. For Government & Code Enforcement Users {government}
Q: What does the Government/Code Enforcement role provide?
Government users get a jurisdiction-scoped view of properties and compliance data:
Sidebar Section Purpose
Search Search properties within your jurisdiction
Inspections Review and submit professional inspection reports
Issues View active issues by property within jurisdiction
Disclosure Review condition disclosure records
Rights Statutory compliance reference page
Export Download jurisdiction-level data
Access scope is configurable by the site administrator — a code enforcement officer for Waterville, ME, can be scoped to show only Waterville properties.
Q: How do I submit a Professional Inspection Report?
1. Find the property in the directory.
2. Go to your dashboard → Inspections → New Professional Inspection.
3. Enter your name, credentials (license number, certification, title), and the inspection date.
4. Set the overall status: Pass / Fail / Conditional / Pending.
5. Add a summary of your findings.
6. Add checklist items by category (Structural, Electrical, Plumbing, HVAC, etc.) — for each item, mark Pass / Fail / N/A / Note.
7. Attach photos, video, or documents to individual checklist items.
8. Submit. The report appears in the property's History tab under a distinct "Professional Inspection" event type.
Professional inspections are displayed separately from tenant move-in/move-out condition reports and carry greater evidentiary weight.
Q: How do I view a property's statutory compliance status?
From any property page, the Overview tab shows a compliance widget listing any active violation flags. For a full reference, navigate to `Tenant Rights` from the main menu, or go directly to the property's rights page at:
`/index.php?option=com_jea&view=rights&property_id={id}`
This page lists all Maine statutory rules, their thresholds, current violation status for the property, and the relevant statute citation.
10. My Properties Dashboard {dashboard}
Q: How do I navigate to my dashboard?
The dashboard is accessed from your EasySocial profile under the "My Properties Dashboard" app tab. You can also reach it from the Account menu in the site navigation.
Q: The sidebar shows different items than my friend's. Why?
The sidebar is role-adaptive. Your visible sidebar items depend on your assigned user role (Tenant, Owner, Manager, Agent, Government, or Prospective). Each role's items are also configurable by the site administrator — some items may be enabled or disabled site-wide.
Q: How do I switch between sections?
Click any item in the left sidebar. The main content area loads the selected section via AJAX — no full page reload required. The currently active section is highlighted in the sidebar.
Q: What does the Overview section show?
The Overview shows:
- A summary card for each property you are associated with (as tenant, owner, or manager)
- Quick stats: active issues, active maintenance requests, upcoming deposit deadlines
- Properties you have listed/added as an owner or agent
Q: What is the "My Homes" section?
My Homes (shown for tenants) displays all properties where you have a tenancy record, each shown as a card with the property's default image, address, and your tenancy period. Clicking a property card takes you to that property's page.
11. Tenancy Records {tenancy-records}
Q: What is a tenancy record?
A tenancy record is your documented history at a specific property. It records your tenancy type, dates, rent paid, lease terms, issues experienced, landlord behavior rating, and post-tenancy narrative (after you move out). Tenancy records are the primary data source for a property's Transparency Score and issue history.
Q: Is my tenancy record public?
Your individual tenancy record is not shown in full detail to the public. The data it contains contributes to:
- Aggregate property statistics (issue counts, response rates)
- The property timeline (move-in/move-out events without identifying you)
- Issue tracking (issues are attributed to the property, not your personal record)
The only part of a tenancy record that is linked to your identity is your own dashboard view. Your name is never displayed on a property page without your explicit consent.
Q: What is the tenancy record wizard?
The tenancy record form is a multi-step wizard managed by the site's EasySocial workflow builder. This means the site administrator can add, remove, or reorder steps and fields without any code changes. The default steps are:
1. Basics — Tenancy type, dates, primary occupant name (for co-signers, guarantors, subletters)
2. Rent — Monthly rent, rate frequency, lease type, renewal history, lease document availability
3. Landlord Experience — Rating of landlord behavior, communication quality, responsiveness
4. Maintenance — Record of maintenance issues and how they were handled
5. Legal — Legal notes, tagged items, issues for legal documentation
6. Review — Summary before submitting
Q: Can I have more than one tenancy record for the same property?
Yes. The platform supports multiple active tenancy records at the same property (e.g., a co-tenant and the primary lease holder both submit separate records). Records are associated individually and do not overwrite each other.
12. Inspections {inspections}
Q: What types of inspections does the platform support?
Three types:
Type Who Submits Purpose
Move-In Condition Inspection Tenant Document property condition on the day you move in
Move-Out Condition Inspection Tenant Document condition when you leave; compared to move-in
Prospective Walkthrough Anyone (pre-tenancy) Document condition during a viewing before committing to rent
Professional Inspection Licensed inspector / code enforcement Expert-verified report with checklist, results, and attachments
Q: How do I start a move-in inspection?
1. Navigate to the property page.
2. Click "Start Move-In Inspection".
3. The checklist is automatically pre-populated from the property's room configuration (number of bedrooms, bathrooms, kitchen type, etc.).
4. Go through each item and mark it: Pass, Fail, or Note.
5. Add a written note for any failed item.
6. Attach photos, videos, or documents to individual items — this is the most important step for evidence purposes.
7. When finished, click Save. You can return and add to the inspection before finalizing it.
8. Export a PDF of the completed checklist at any time.
Pro tip: Take a photo of every room, every appliance, every window and door, and every visible defect — even ones that seem trivial. A photo's timestamp is difficult to dispute.
Q: What happens during a move-out inspection?
The move-out inspection follows the same checklist as your move-in inspection. Items are displayed side-by-side: Move-In Condition vs. Move-Out Condition. Any item where the condition has worsened beyond normal wear and tear is flagged as a potential dispute item. The comparison view is available as a PDF export.
Q: Who can see my inspection records?
- Move-In / Move-Out Inspections: Visible to you (the tenant) and the property owner/manager. Not shown to the general public.
- Prospective Walkthrough: Private to you unless you choose to share it.
- Professional Inspection Reports: Published on the property's History tab for all visitors to see (subject to admin moderation).
13. Rent Payment Ledger {rent-ledger}
Q: How do I add a rent payment?
From My Properties Dashboard → Ledger:
1. Click "Add Payment".
2. Fill in: payment date, amount, payment period (month/year covered), payment method, and optionally a receipt URL.
3. Click Save.
The ledger shows a running total, late fee tracking, and a summary of your confirmed vs. unconfirmed payments.
Q: What if my landlord and I disagree on the payment amount?
If a landlord records a different amount than you for the same payment, the entry is flagged with a Discrepancy alert. Both records (your submission and the owner's confirmation) are stored side by side. This creates a documented record of the disagreement useful in non-payment disputes.
Q: Can I export my rent payment history?
Yes. From the Ledger view, use the Export button to download your payment history as a PDF. This can be attached to a communication log entry, included in a case package, or submitted to court as evidence of payments made.
14. Maintenance Requests {maintenance}
Q: What urgency levels are available for maintenance requests?
Level Example
Routine Minor cosmetic issue, general upkeep
Urgent Appliance failure, pest issue, lock problem
Emergency No heat in winter, sewage backup, structural hazard, no hot water
Emergency requests are highlighted prominently and trigger compliance flags if not addressed within statutory timeframes.
Q: What happens when a maintenance request becomes overdue?
The platform checks maintenance request ages against state-specific rules. In Maine, unaddressed maintenance issues trigger the compliance rule `ME_MAINTENANCE_UNADDRESSED`. When this fires:
- The request is marked Overdue in your dashboard
- An active compliance violation appears on the property's Overview tab
- The violation contributes to the Transparency Score penalty calculation
Q: Can I attach evidence to a maintenance request?
Yes. You can attach photos, videos, and documents when submitting or updating a maintenance request. Evidence attachments are timestamped and stored with the record.
15. Communication Log {communication-log}
Q: What is the Communication Log?
The Communication Log is a structured record of every interaction between you and your landlord related to the tenancy. It supports:
- Phone calls
- Emails
- Text messages
- In-person meetings
- Written letters
- Legal notices
Why use it? Housing court judges and mediators are significantly more sympathetic to parties who present a clear, documented timeline of communications. Logging interactions contemporaneously (at the time they happen) is far more credible than reconstructing them from memory weeks later.
Q: What is the "Evidence" toggle on a communication entry?
When you mark a communication as Evidence:
1. The entry is locked with a SHA-256 tamper-detection hash of its content at the moment of saving.
2. Any subsequent attempt to alter the content would change the hash, revealing tampering.
3. The entry displays a green "Evidence" badge and cannot be silently edited.
This is the mechanism that makes the communication log legally defensible. Use the Evidence toggle for any communication that relates to a dispute, an unresolved maintenance issue, a notice, or a threat of eviction.
Q: How do I export my communication log for court or mediation?
From the Communication Log view, click "Export PDF". The export includes:
- All entries with their timestamps
- Communication type, direction, and content
- Evidence flags and hash values
- A statement that the records are tamper-evident
16. Security Deposit {deposit}
Q: How long does my landlord have to return my deposit in Maine?
Maine law (14 M.R.S. § 6033) requires landlords to return security deposits within 21 days of move-out. The platform calculates this deadline automatically from your move-out date and displays a countdown and warning as the deadline approaches.
Q: My landlord withheld part of my deposit. What can I do?
1. In the deposit ledger, each deduction your landlord records appears as a line item.
2. You can dispute any deduction directly in the platform. A disputed deduction is flagged for documentation purposes.
3. Log a communication entry (with Evidence flag) recording your dispute of the deduction.
4. Tag the relevant communication entries, move-out inspection report, and photos with the DAMAGES legal element to organize your case.
5. Export a Case Package from your Legal Portfolio — this generates a ZIP file with a summary PDF, all tagged evidence, and communication transcripts ready to bring to small claims court.
Q: The 21-day deadline passed and my deposit wasn't returned. What does the platform show?
The platform will display:
- A compliance violation (`ME_DEPOSIT_RETURN_DEADLINE`) on the property's Overview tab
- An overdue flag on your deposit record
- A warning badge in your dashboard
This documented violation can be included in your case package and is relevant to Maine's statutory remedies for deposit non-return (up to 2× the deposit amount).
17. Tenant Rights & Statutory Compliance {rights}
Q: What statutory rights does the platform track?
Currently, the platform enforces and monitors nine Maine-specific rules:
Rule Statute What it checks
Deposit return deadline 14 M.R.S. § 6033 Return within 21 days of move-out
Deposit cap 14 M.R.S. § 6032 Deposit cannot exceed 2 months' rent
Habitability / 14-day remediation 14 M.R.S. § 6021 Landlord must address habitability issues within 14 days
Minimum heat 14 M.R.S. § 6021 Heat maintained at 68°F Oct 15 – May 15
Hot water obligation 14 M.R.S. § 6021 Adequate hot water required
Notice period (month-to-month) 14 M.R.S. § 6002 30-day notice to terminate month-to-month tenancy
Eviction notice (non-payment) 14 M.R.S. § 6002 7-day notice required before eviction for non-payment
Retaliatory eviction 14 M.R.S. § 6001 Eviction or rent increase in retaliation is prohibited
Maintenance unaddressed 14 M.R.S. § 6021 Ongoing unresolved maintenance may constitute a habitability violation
The platform is architecturally ready to expand to all 50 states. New Hampshire, Vermont, and Massachusetts rules are next in the roadmap.
Q: Where can I look up my rights as a tenant?
Navigate to Tenant Rights in the main menu, or go to `/index.php?option=com_jea&view=rights`. This public page lists all tracked statutory rules with citations, thresholds, and severity indicators. If you provide a `property_id` in the URL, active violations for that property are shown at the top.
Q: How do compliance violations affect the property's score?
Active compliance violations apply a penalty to the property's Transparency Score. The penalty weight varies by violation severity. Violations are removed from the score calculation when the underlying condition is remediated and the record is updated.
18. Legal Element Tagging & Your Legal Portfolio {legal-tagging}
Q: What is legal element tagging?
Legal element tagging is a tool that helps you organize your tenancy documentation into the six structural elements of a civil legal claim. You can tag any item on the platform with one or more elements:
Element What to tag
FACTS Dated events, documented conditions, timeline items
EVIDENCE Photos, recordings, documents, inspection reports
LAW Statutes and regulations that the landlord has violated
PROCEDURE Court filing rules, deadlines, notice requirements
LIABILITY Specific grounds for holding the landlord responsible
DAMAGES Rent paid, repair costs, displacement expenses, deposit withheld
Q: How do I tag an item?
Tag buttons appear on every taggable item when you are logged in. Items can be tagged on:
- Property issues
- Inspection checklist items
- Documents
- Photos, video, and audio files
- Communication log entries
- Conversation messages
Step-by-step:
1. Find the item you want to tag (e.g., a photo of mold in the bathroom, or a communication log entry about no heat).
2. Click the element button(s) that apply — you can apply multiple elements to the same item.
3. Optionally click the note button to add an annotation or citation (e.g., "This photo documents the condition on Day 3 after written notice — relevant to 14 M.R.S. § 6021").
4. The item immediately shows a color-segmented bar on its bottom edge reflecting all active tags.
Q: What is the Legal Portfolio?
The Legal Portfolio is a dedicated view (accessible from your dashboard sidebar under Legal Portfolio) that:
- Groups all your tagged items by legal element
- Shows a count of items in each element category
- Displays matching law and procedure references for your state
- Provides a button to export your entire Case Package
Example workflow:
1. You have a dispute over no heat in winter and a withheld deposit.
2. You tag: your communication logs (FACTS + EVIDENCE), your maintenance request (FACTS), the heat compliance violation (LIABILITY), Maine's heat statute reference (LAW), Maine's small claims filing rules (PROCEDURE), your deposit ledger showing amount withheld (DAMAGES).
3. Open your Legal Portfolio. You see 6 panels — each shows the items you've tagged. The LAW panel shows the relevant Maine statutes. The PROCEDURE panel shows direct links to Maine District Court filing rules.
4. Click Export Case Package.
Q: What is in the Case Package export?
Clicking Export Case Package downloads a ZIP file containing:
File Contents
`summary.pdf` Cover page, full list of all tagged items grouped by element, your annotations
`documents/` Copies of any tagged property documents
`media/photos/` Your tagged photos
`media/video/` Your tagged video files
`media/audio/` Your tagged audio files
`conversations/` Full text of any conversation thread where you tagged a message (entire thread included for context)
The case package is designed to be given directly to an attorney or brought to mediation or small claims court.
Q: What are the law and procedure references I see in my Legal Portfolio?
The platform maintains an admin-curated library of legal references. These are currently seeded with 24 records covering:
- Maine landlord-tenant statutes (Title 14 M.R.S.)
- Federal fair housing law (42 U.S.C.)
- Federal Rules of Civil Procedure
- Maine District Court Local Rules
References are updated periodically. Procedure references link directly to official state judiciary websites so you always get the current version of court rules.
Q: Can conversations and private messages be tagged with legal elements?
Yes. Messages in both the ArrowChat instant messenger and EasySocial conversations can be tagged. When a message in a thread is tagged, the entire thread is saved for context in your case package — not just the individual message. Context is critical in legal proceedings, and removing a single message from its conversation can distort its meaning.
19. Messaging — ArrowChat & Conversations {messaging}
Q: What messaging options are available?
The platform has two messaging surfaces that share the same underlying message store:
1. ArrowChat — the instant messenger panel (typically at the bottom of the page). Best for quick, real-time conversations.
2. EasySocial Conversations — the inbox-style conversation view in your social profile. Best for longer threaded communications you want to archive.
Messages sent in ArrowChat automatically appear in your EasySocial conversation inbox, and vice versa. You will never lose a message because you used one interface instead of the other.
Q: Are my messages private?
Yes. Direct messages between users are private to the participants. They are not visible on property pages or in public feeds. However, if you tag a message with a legal element, the conversation thread is included in your case package export — which you control. The platform does not share your messages with third parties.
Q: Can I tag a message as legal evidence?
Yes. Open the conversation, find the message you want to tag, and use the legal element tag buttons. Once tagged, that message (and the full thread around it) will appear in your Legal Portfolio and be included in any case package you export.
20. Media — Photos, Documents, Video & Audio {media}
Q: What types of files can I upload to a property?
Type Supported Formats
Photos JPEG, PNG, GIF, WebP
Documents PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, ODT, ODS, ODP, CSV, TXT, RTF
Videos MP4, WebM, OGG, MOV, AVI, MKV
Audio MP3, OGG, WAV, M4A, AAC
Q: How do I view a document on a property page?
Documents appear in the Media tab. Click "View Inline" to open a Google Docs Viewer embedded panel directly on the page. Click "Download" to save the file to your device.
Q: Can audio and video recordings be transcribed?
Yes. The platform has an integrated transcription pipeline using AI (OpenAI Whisper / faster-whisper). Uploaded audio and video files are processed through an automated transcription queue. Transcriptions can be reviewed and edited by the user, and optionally submitted for professional human review through the transcriptionist marketplace.
Transcribed content becomes text-searchable and can be used as evidence documentation (the transcript, together with the original media file, creates a more accessible evidentiary record).
Q: What about call recording consent?
The platform operates under a consent-first call recording architecture:
- A legal consent banner is displayed in ArrowChat before calls begin
- Maine's call recording consent requirements are incorporated into the Terms of Service
- The platform does not initiate any recordings without explicit in-platform consent acknowledgment
21. Transparency Score {transparency-score}
Q: What is the Transparency Score and how is it calculated?
The Transparency Score (0–100) measures how much verifiable, up-to-date information is available about a property. It is calculated from four components:
1. Data Completeness — how many fields are filled in, how much media has been uploaded, whether the owner is verified
2. Issue Responsiveness — how quickly issues have been resolved historically; the ratio of resolved to unresolved issues
3. Tenant Experience — aggregate landlord behavior ratings from tenancy records
4. Compliance Standing — penalties for active statutory violations
A score above 80 is considered high transparency. Scores below 40 indicate significant gaps in documentation or outstanding compliance issues.
Q: How does the score translate to a letter grade?
Score Grade
90–100 A
80–89 B
70–79 C
60–69 D
Below 60 F
The grade and score are displayed on the property's Overview tab and in search results.
Q: Can a landlord game the Transparency Score?
The score is designed to be difficult to game. It relies on tenant-submitted records and cross-referenced data. Specific safeguards include:
- Compliance violations are automatically detected by the engine — they cannot be hidden by the owner
- Issue resolution requires corroboration (a tenant must not have an open dispute on the resolution)
- Ownership verification requires Registry of Deeds documentation, not self-attestation
- Evidence-flagged communications are hash-protected against tampering
22. Subscriptions & Pro Features {subscriptions}
Q: Is Maxm.Directory free?
All core tenant-facing features are free with a registered account:
- Searching and browsing the directory
- Adding tenancy records and documenting your tenancy
- Using the maintenance, communication, ledger, and deposit tools
- Legal element tagging and case package export
- The Legal LMS (with subsidy available)
Pro subscriptions unlock features aimed at property owners and agents (e.g., analytics, bulk export, API access, enhanced listing features).
Q: What is the Subsidized Access Program?
Low-income tenants and tenants in subsidized housing may qualify for free access to premium features — particularly the Legal LMS courses — through the Subsidized Access Program. To apply:
1. Navigate to Subscribe → Apply for Subsidized Access.
2. Complete the application form and upload qualifying documentation (e.g., Section 8 voucher, MaineHousing assistance letter, income documentation).
3. Site staff review your application. Approved applicants receive Pro-equivalent access at no cost.
The platform is designed from the ground up to never gatekeep essential tenant safety information behind a paywall. The subsidy program extends that commitment to premium educational content.
Q: How do I manage my subscription?
From My Properties Dashboard → Subscription. You can:
- View your current plan and renewal date
- Upgrade or downgrade
- Manage your payment method (via Stripe)
- Access your API key (Pro/Developer plans)
- Cancel your subscription
23. Legal LMS & Education {legal-lms}
Q: What is the Legal LMS?
The Legal LMS is a learning management system built on OSCampus, integrated into the platform. It provides structured courses on Maine landlord-tenant law, tenant rights, housing court procedures, and related topics. The current library includes:
- 2 learning pathways (Tenant Essentials / Landlord Compliance)
- 11 seeded courses covering Maine-specific law
Courses are free for subsidized users and available at low cost for all registered users.
Q: Do I need to take courses in order?
Learning pathways are structured as sequences, but individual courses can be taken independently. Completion certificates are issued per course.
Q: Are courses specific to Maine?
The current course library focuses on Maine. The platform is architected to add courses for other states as it expands. Future pathways for New Hampshire, Vermont, and Massachusetts are on the roadmap.
24. Privacy, Data & Evidence Integrity {privacy}
Q: Who can see my tenancy record?
Your full tenancy record details are visible only to you and to the site administrator. Aggregate data derived from your record (issue counts, rating contributions, timeline events) is displayed publicly in anonymized or property-level form — never tied directly to your identity on the public-facing property page.
Q: Can I delete my data?
You can delete your own submitted records (tenancy records, communication log entries, maintenance requests) from your dashboard. Deleting a record removes your personally identifiable contribution while preserving any aggregate statistics already calculated from it.
To request full account deletion, contact the site administrator. Note: records that have been marked as Evidence and incorporated into active disputes may be retained per legal hold requirements.
Q: How does SHA-256 tamper detection work in practice?
When you mark a communication log entry as Evidence, the platform computes a SHA-256 hash of the entry's content and stores it alongside the record. The hash is a mathematical "fingerprint" — any change to even one character in the entry produces a completely different hash.
If a dispute ever arises about whether a record was altered after submission:
1. The stored hash is recalculated against the current content.
2. If the hashes match, the record is intact.
3. If they differ, tampering is evidenced.
This does not prevent the display of a modified version — but it makes any modification detectable and documentable.
Q: Is this platform a substitute for legal advice?
No. Maxm.Directory provides tools for documentation, organization, and reference. The legal references, compliance rules, and educational content on the platform are informational only and do not constitute legal advice. For your specific situation, consult a licensed attorney, Maine legal aid, or Pine Tree Legal Assistance.
25. Account & Technical Help {account-technical}
Q: I forgot my password. How do I reset it?
Click Log In → Forgot my password. Enter your email address and a reset link will be sent to you via Joomla's standard mail system.
Q: I'm seeing a 404 error on a page. What should I do?
Try navigating using the main menu rather than a direct URL. If a menu item is missing, use the Contact form to report the broken link. Include the full URL you were trying to reach.
Q: I submitted a property claim and haven't heard back. How long does it take?
Ownership claims are reviewed manually by the site administrator. You will receive an email notification (to the address on your account) when your claim is approved or rejected, along with the reason for any rejection. Response times vary but are typically within a few business days.
Q: The property I'm looking for is not in the directory. Can I add it?
If the address exists in Maine, it should be in the address database. If your search returns no results:
1. Try searching by zip code only, then browse the results for your street.
2. Check spelling — the database uses USPS standardized addresses.
3. If the address genuinely doesn't appear, use the Contact form to report it, including the full address. The administrator can manually add it.
For addresses outside Maine: national expansion is on the roadmap. Currently, only Maine addresses are pre-populated, but any US address can be manually entered by creating a property listing.
Q: Is there a mobile app?
Not yet. The platform is fully mobile-responsive and designed to work on all screen sizes. A native mobile app is on the roadmap.
Q: Who runs Maxm.Directory?
Maxm.Directory is operated by ReCreating Anew (by GinA), based in Sidney, Maine. The platform is designed with a potential 501(c)(3) hybrid structure in mind to pursue HUD and housing-related grants while remaining self-sustaining through digital products and services. Contact: .
*Maxm.Directory — because every tenant deserves to know what they're signing.*
*Sidney, Maine, USA*
