The Admin Settings, along with the functionality in System Setup are how you control the various aspects of the system. These are high level functions that only Administrative users are allowed to have.
We allow you to institute your own logo inside of our software for users of the system to see. This is accomplished in the "Navigation Logo" change card on the settings page. To upload a new logo simply use the form presented in this card, to reset the logo back to ExactEstate's click the button titled -- " Delete Existing Logo".
ExactEstate holds data integrity to a high standard. To ensure important data is not lost, we first keep 15 days of full database backups for each client, so we can always help you get back to a previous point in time, however, in the event you wish to restore deleted data; we never actually delete most of the items in your system, we just mark them as "deleted" while keeping the record alive, but hidden from you, in the database. Finding and restoring these items is easier than every using the functionality to "Restore Data in the System".
For the most part, deleting data is an Administrative function, and this can all be accomplished inside the Application you wish to delete data from, but in the event you wanted a quicker method for removing data from the system, look at the option to "Delete Data in the System".
Step 2: Delete Data
After selecting an option from the "Delete Data in System" drop-down and going to the delete page, you are able to view the entered data and remove it from the system.
And confirm the deletion...
Step 3: Restoring Data
After selecting an option from the "Restore Data in System" drop-down and going to the restoration page, you are able to view the deleted data and restore it to the system.
And confirm the restoration...
The "Resident Settings" section of the Admin Settings allows you to edit some very important data about how Residents can use and be renewed in the system.
Residents have the ability to submit custom written text for Work Orders. Occasionally that can cause issues so we have provided the option to turn that ability off, leaving them only able to select the custom defined selection options, or Work Order Locations and Categories, that make up a Work Order in our system.
Here you are able to edit Resident Renewal Settings pertaining to Max Income Limit, and the Passbook Savings Rate. Click the edit button to alter the information.
And from here you can edit the information for Resident Renewals.
Universal Settings are settings that are instituted for a specific Property. These include Late Fee Declarations (what rates are charged for delinquencies and when), terms of service (which Residents must comply to before paying an online fee), and a Web Lead API Key (which allows your Property website to send Contact Form submissions into ExactEstate).
Step 2: Late Fee Declarations
To Edit or View Late Fee Declaration simply click the button.
You have 2 options for Late Fees in ExactEstate at this time, Regular and Section 8. Regular late fees are charged to any Resident who is delinquent after the Property Rent Due Day. To edit the declaration, simply click the edit button
Now, using this form, you are able to edit the Late Fee Declaration. The "Initial Fee" is the fee charged on the first day the Resident is delinquent, the "Daily Fee" is the charge that is implemented every day late after that. Note that Late Fees are instituted daily, however there is an option on the Property Max Late Fees attribute.
Step 3: Terms of Service
The Terms of Service statement is an editable declaration that Residents must check off and comply with prior to submitting a payment in our system. Click this button to Edit the statement.
Once clicking the button you are directed to a page that allows you to enter in your new Terms of Service.
Step 4: Web Lead API Key
This API key is used to allow authentication into our system through a POST API request in order to provide the ability to store your Property Web Leads in our system for tracking. To generate a new API Key that will be used in the system, click the button. The appropriate Property Information is stored in the generated key so your leads are stored in the correct location.
Web Leads are very universal can be pushed into our system from a number of sources. A common use case would be the Contact Form Submission on a Property Website, however, if the data is formatted in the way our API requires for entry, you can push leads into our system from any online avenue you wish to use such as social media or advertising services.
To view details on how your development team can send data to our system click the Icon.
In this section you are able to edit universal payment settings for the system. Use the "Prepay Allowed" switch to enable or disable the ability to submit prepaid payments.
Using the switch in this image, you can enable or disable the ability to accept partial payments.
If you wish, you can enable the ability to accept online payments here. This would enable or disable Residents from paying online for a Property.
Waiving a balance after move-out zeroes out the Resident's balance after the have vacated a Unit. Enable or disable that here.
Late Fees are generated based on overdue Balances in our system. If it is a Late Fee charge day and the Balance is overdue, we charge. This setting allows you to disable instituting Late Fees for Charges added in the current month (i.e. damages, fines, etc...) as those types of charges may cause a balance to become delinquent which would require a Late Fee Charge.
Surcharges are extra fees you can apply to Resident Payments that enable you to gain funds back from required processing fees. You have two sliders here that enable you to set the percentage for both Onsite and Online surcharges. Onsite Payments would be instituted if a Resident comes into the office to pay as opposed to paying online.
Transaction Codes are what makes up the payment structure of ExactEstate. Each Charge as well as each Payment has a Transaction Code, using this connection we can provide accurate financial reporting dictating which types of Payments satisfy which Charges. Use these buttons to view or edit the Transaction Codes in your system
Click the Icon to Edit the Transaction Code. But Note that only the "Name" and priority are editable, we use the "Code" value to match things up so we cannot allow you to change those.
The "Additional Information" Card on the Settings page is very simple, it shows information such as the link you need to provide to Residents to access the "Resident Portal" section of ExactEstate.
The "Actions" Card on the Settings page allows you to manually generate some tasks that or set to fire off on a schedule. One of these Tasks is the generation of rent, click this button to Generate Rent for the entire Property you have selected. Note however, that Rent is automatically generated on the day set in Periodic Tasks.
Occasionally Water Bills are entered late, and charges are not able to be made during the generation of rent. To fix this you can click the "Generate Entered Water Bills" button. It will take all entered Water Bills in the system for the current month and create Charges for them. Note that if a Charge already exists for Water in the current month, it is deleted and regenerated. This is a simple way to recreate Water Bill charges if they need to be edited.
Periodic Tasks are tasks that run in the background of ExactEstate without any user interaction. We have three tasks that you are able to edit. Applying Late Fees: this is where Late Fees are generated on a daily basis, you can choose the time it runs or if you wish to turn it off. Generate Rent: which is the day and time of the month that rental charges are generated for all of your Residents. Daily Report: This is a snapshot of the property in a fully reportable format that is emailed to selected users at the specified time.
To edit any Periodic Task, simply click the Icon.
Once at the Periodic Task Editing page, it is important to note that the values are based on Crontab Scheduling, obviously we abstract you from all complexities, but if you want a better idea of how the scheduling works in the backend, take a look at the link provided earlier. Our timing is in UTC, which is how the job is scheduled, but we also provide examples of the local time based on your local computer's time that the task will run for easy reference.