Admin Guide: System Setup

What

The System Setup portion of ExactEstate is where architectural elements are entered into the system so they can be used throughout the system. Examples of these types of "elements" would be: Properties, Buildings, Units, Floorplans, Rental Add-Ons, Merchant Accounts etc...

Why

We want you to have complete control of the system. We are always here to help when the need arises, but the entire setup of the system is based on the links found on the Administrative System Setup page.

How

We have numbered each one of the cards on this page to guide you through our suggested steps of action while setting up your system. This should be followed during initial setup to smooth everything along, but as time progresses those are just there for reference and you can add elements to the system without the need to follow our guided numbering.

Note that the top of this page contains a Checklist of items that are marked off once that on-boarding item is satisfied. Used this area to quickly understand where your Property setup is.

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Properties in ExactEstate are what you manage, and in fact, the entire navigation through the system is based on entered Properties. You select a Property to use while you are in the system and users are assigned Properties they can work in. In the System Setup portion of ExactEstate you have the ability to enter the properties you have in your portfolio.

Step 1

Click the "Properties" button in the card titled 1) Properties.

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Step 2

Once you make it to the Properties Page you have a few options to enter a new property but both are in the upper right of the navigation titled "Create New" and "CSV Entry".

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Step 3: Manual Entry

If you have selected the "Create New" button in the navigation you will be directed to a manual entry page like you see below. Enter in the appropriate information and submit the form the create a new Property.

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Step 4: CSV Entry

If you have selected to enter Properties using CSV, you will see a pop-up appear on page that will have 3 distinct links that will walk you through the process. We would suggest downloading the example CSV Template and ensuring that your entry matches the format of the validation rules exactly to ensure smoothest entry.

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Step 5: Options

Each Property has an Option Cog at the far right of the row in the table you can see it on. By Clicking this you have the ability to Edit the Property, Change the Merchant Account, alter Rental Add-Ons, view Water Bills and Units, unlock and lock Payments, and finally if needed, delete the Property. Click any of the options you would like to accomplish that task.

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Step 6: Extra Notes

Note that the Property, "Max Late Fee" Attribute that is accessible when adding or editing a Property sets a limit so there can be a cap on the total late fees charged for a Unit.

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Rental Add-Ons are paid features/amenities that Residents pay in within their rental package on-top of normal rental charges. Examples of this could be covered parking, washer and dryers, etc... You assign Add-Ons to Units and those Units then have the associated costs added to their rental package.

Step 1

Click the "Rental Add-Ons" button in the card titled 1) Properties.

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Step 2

Rental Add-Ons can be added either manually by clicking "Create New" or "CSV Entry". When you create an Add-On it is assigned a Transaction Code that is used to ensure payments are captured accurately when fees are collected.

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Step 3: Options

By clicking the "" Options Cog on the far right of each row you are able to either edit the Add-On, Assign it in mass to Units, or Delete it.

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Step 4: Assign to Unit

Once you click the Options tab to "Assign to Units" you are presented with this page showing you the Buildings and Units you have at the Property. Click the Icon to assign the Add-On to all Units in the Building or click the icon to remove the Add-On from all Units. Alternatively you can assign the Add-On to individual Units by checking the box next to the Unit Number.

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Merchant Accounts are used to Process Payments through our system using our Partner Global Payment Source. You will setup an account through them and be provided with API Credentials that will be entered into our system so payments can be directly linked to your merchant account. Each Property can have 1 Merchant Account.

Step 1

Click the "Merchant Accounts" button in the card titled 2) External Accounts.

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Step 2

You can create a Merchant Account by clicking the "Create New" button in the navigation.

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Step 3

Create the new Merchant Account by filling out the form fields and submitting.

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Step 4

If you want to edit or delete the Merchant Account simply click the "" Options Cog.

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Applications typically need screening accomplished before processing can be completed and an applicant be approved or denied. This can be accomplished within ExactEstate using our partner, TenantAlert. You will get in touch with our representative and they will provide you with account credentials that you will enter into our system so we can use their API on your behalf.

Step 1

Click the "Tenant Screening Accounts" button in the card titled 2) External Accounts.

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Step 2

You can create a Screening Account by clicking the "Create New" button in the navigation.

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Step 3

Create the new Screening Account by filling out the form fields and submitting.

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Step 4

If you want to edit or delete the Screening Account simply click the "" Options Cog.

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Floorplans are how pricing for Units are controlled in ExactEstate. Each Unit has a Floorplan and each Unit has a Designation as to the rental designation they are. Floorplans have attributes for designation prices for 30%, 40%, 50%, 60%, and 100%. Market Units are 100%; if you do not have a Unit at a particular designation do not worry, simply leave the pricing field for that at 0, it will never apply to a unit unless there is a designation of that same type.

Step 1

Click the "Floorplans" button in the card titled 3) Floorplans.

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Step 2

You can create a new Floorplan by clicking the "Create New" button in the navigation.

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Step 3

Enter in the correct information for the Floorplan including the price designations for 30%, 40%, 50%, 60%, and 100%. The "Associated Inspection Locations" are tied into what areas appear during a specific Unit's Move-In, Pre Move-Out, and Move-Out Inspection. Select the appropriate locations for each Unit that has that Floorplan.

Here you can also set the Utility Allowance for the floorplan.

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Step 4: Adding and Removing Declarations for Pricing

To add or remove a designation for a Floorplan, you will do so using the buttons shown in the image below. Note that adding or removing a Designation is a universal act that will effect all Floorplans at a Property.

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Step 5: Options

If you want to edit, delete, or add Blueprints to the Floorplan click the "" Options Cog.

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Step 6: Blueprints

Blueprints are the visual aids used to show a resident or prospect how a Floorplan is architecturally laid out. You must upload the blueprints you want available for your floorplan. To do this you click the "Floorplan Blueprints" options element and then upload the necessary documents using the next page.

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Step 1

Click the "Building" button in the card titled 4) Buildings.

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Step 2

You can create a new Building by clicking the "Create New" or "CSV Entry" button in the navigation.

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Step 3: Manual Entry

If you click the "Create New" button in the navigation you will see a form that allows you to submit a new Building.

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Step 4: CSV Entry

If you click the "CSV Entry" button in the navigation you will see the options to upload Buildings using CSV. We suggest using the example template and double checking the validation rules.

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Step 5: Options

If you want to edit or delete the Building click the "" Options Cog.

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Step 1

Click the "Unit Entry" button in the card titled 5) Units.

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Step 2

We would highly suggest entering Units by CSV file entry as opposed to manual entry for speed so we have provided the page to upload the CSV first. To view the validation rules, click the icon next to the header of the page. We would also suggest that you use the "Example Unit Entry File" provided as the download link above the form. To enter Units manually click the "Manual Entry" button in the navigation.

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Step 3: Manual Entry

If you click the "Manual Entry" button in the navigation you will be directed to a page where you can manually enter the data for unit entry. Here select the Designation (which plays into the price from the Floorplan), Building, and Floorplan for the Unit.

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Step 4: Edit

Only users with the correct permissions can edit Units, which naturally Administrative Users have, but this is done from the Unit Search Interface found in the side navigation under "Units".

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Step 5: Options

If you want to edit the Unit, click "" Options Cog and click the option to "Edit Unit".

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Residents should only be on-boarded when they live in a property prior to beginning the use of ExactEstate. During normal operation Residents are created during the leasing process of the Application, on-boarding bypasses that need and directly enters them into the system.

Step 1

Click the "Resident On-Boarding" button in the card titled 6) Residents.

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Step 2

We would highly suggest entering Residents by CSV file entry as opposed to manual entry for speed so we have provided the page to upload the CSV first. To view the validation rules, click the icon next to the header of the page. We would also suggest that you use the "Example Resident Entry File" provided as the download link above the form. To enter Residents manually click the "Manual Entry" button in the navigation.

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Children can also be tracked within ExactEstate. During normal operation Children are created during the leasing process of the Application or after a child is born using the "Personal Information" section of any of the Residents in the Unit on the Resident Actions page.

Step 1

Click the "Child On-Boarding" button in the card titled 6) Residents.

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Step 2

Children can only be uploaded into the system using CSV files. To view the validation rules, click the icon next to the header of the page. We would suggest that you use the "Example Children Entry File" provided as the download link above the form. img

Step 1

Click the "Ledger On-Boarding" button in the card titled 6) Residents.

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Step 2

Ledgers for Residents can only be uploaded into the system using CSV files and it is a current balance for the Unit/Resident, not a tracking of previous transactions. To view the validation rules, click the icon next to the header of the page. We would suggest that you use the "Example Ledger Entry File" provided as the download link above the form. img

Inspection Locations are locations in a Unit that are checked during a Unit's Move-In, Pre Move-Out, or Move-Out Inspection.

Step 1

Click the "Inspection Locations" button in the card titled 7) Inspections.

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Step 2

Click the "Create New" button in the navigation to create a new Inspection Location.

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Step 3: Entry

Enter the name of the new Inspection Location and submit the form.

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Step 4: Delete

Click the Delete Icon to the right of the table row and confirm.

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Inspection Items are the the extra elements that are checked during a Unit's Move-In, Pre Move-Out, or Move-Out Inspection. An example of this could be the return of "Keys".

Step 1

Click the "Inspection Items" button in the card titled 7) Inspections.

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Step 2

Click the "Create New" button in the navigation to create a new Inspection Item.

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Step 3: Entry

Enter the name of the new Inspection Item and submit the form.

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Step 4: Delete

Click the Delete Icon to the right of the table row and confirm.

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Make Ready Options are used to declare that a Unit is ready for Move-In. We have a Make-Ready Board in the system that is used to track the items that need to be completed for a unit to be "made-ready".

Step 1

Click the "Make Ready Options" button in the card titled 8) Work Orders.

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Step 2

Click the "Create New" button in the navigation to create a new Make Ready Option.

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Step 3: Entry

Enter the new Make Ready Option and submit the form.

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Step 4: Delete

Click the Delete Icon to the right of the table row and confirm.

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Work Order Locations are the areas in which work orders may need to be completed. These are declared in a custom fashion so you have complete control of the locations that are able to be submitted for a work order.

Step 1

Click the "Work Order Locations" button in the card titled 8) Work Orders.

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Step 2

Click the "Create New" button in the navigation to create a new Work Order Location.

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Step 3: Entry

Enter the new Work Order Location and submit the form.

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Step 4: Delete

Click the Delete Icon to the right of the table row and confirm.

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Work Order Categories are the categories and items that a work order can belong to. These are declared in a custom fashion so work orders can be submitted in the way you want with the correct type of detail. Work Order Categories hold Work Order Items and in this sense if there is an issue in a "category" that category can have an "item" wrong with it. "Items" also have a urgency associated with them in terms of how urgent the issue is to fix. You control all of this data from here, and this is how work orders are submitted in our system.

Step 1

Click the "Work Order Categories" button in the card titled 8) Work Orders.

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Step 2

Click the "Create New" button in the navigation to create a new Work Order Category. The elements you see listed in the accordion are category-items. You will click on these to Edit or Delete them.

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Step 3: Work Order Categories

Enter the new Work Order Category and submit the form. This will add a new accordion element to the page in which you can add items.

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Step 4: Work Order Items

You will need to click the "Create New Item" link at the top of the the category accordion to open the pop-up form.

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Step 5: Work Order Item: Options

You will click the Work Order Item from inside the Category Accordion and the Options Modal will appear which allows you to edit or delete the Work Order Item.

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Step 6: Delete Category

Click the " Delete Category" link at the top of the accordion and confirm the removal of the Work Order Category.

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Our system provides Admin-generated denial reasons for processing Applications entered in the system. These Denial Reasons are selected at the time of denial and they are provided as reasoning in the generated denial letters provided by ExactEstate. Both Management and Compliance Processing can select a single reason for denial.

Step 1

Click the "Denial Reasons" button in the card titled 9) Application Denials.

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Step 2

Click the "Create New" button in the navigation to create a new Application Denial Reason.

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Step 3: Entry

Enter the new Application Denial Reason and submit the form.

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Step 4: Options

In the Options panel you are able to edit and delete Application Denial Reasons.

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Denial letters are able to be generated for denied applicants in the system based on the selected "Denial Reasons" during denial of an application. All selections made by processing for the denial are checked off as the reason for denial during the generation of the letter.

Step 1

Click the "Denial Letters" button in the card titled 9) Application Denials.

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Step 2

Click the "Create New" button in the navigation to create a new Application Denial Letter.

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Step 3: Entry

From the new page, enter the new Application Denial Letter information and submit the form.

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Step 4: Options

In the Options panel opened when you click the "" Options Cog you are able to preview, edit, or delete Application Denial Letters.

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Vendors are used to dictate which companies can provide which items when users submit Purchase Orders in the system.

Step 1

Click the "Vendors" button in the card titled 10) Other.

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Step 2

Click the "Create New" button in the navigation to create a new Vendor.

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Step 3: Entry

From the new page, enter the new Vendor information and submit the form.

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Step 4: Options

In the Options panel opened when you click the "" Options Cog you are able to edit, or delete Vendors.

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Late fees are tied to rental due dates for properties, but the amount charged is a universal amount that allows a selection of the initial fee charges as well as the daily fee charged after that. The only two types of Late fees that can be declared are for Regular (i.e. Market) Units or Section 8 Units. You can edit them by clicking the edit icon in the "Edit" column of the table.

Step 1

Click the "Late Fees" button in the card titled 10) Other.

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Step 2

From this page you are able to edit the initial and daily charges for the late fee's for Regular and Section 8 Units. You can edit them by clicking the edit icon in the "Edit" column of the table.

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Staff Reports are web-forms that you can create in a custom manner to have staff fill out. Think of these as reporting tools that allow users to update you on progress about specific tasks. A Marketing Report where a narrative is provided about locations leasing specialists visited for a day could be a good example for a Staff Report. Each Staff Report can be assigned to a Property in your Portfolio so it can be filled out by users with access to that same Property.

Step 1

Click the "Staff Reports" button in the card titled 10) Other.

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Step 2

Click the "Create New" button in the navigation to create a new Staff Report.

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Step 3: Entry

From the new page, enter the new Staff Report information and submit the form.

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Step 4: Options

In the Options panel opened when you click the "" Options Cog you are able to view submissions, assign properties, and edit or delete Staff Reports.

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Step 5: Assign Properties

When you get to the Assign Properties page you have the ability to check off which Properties you wish to have access to the form. Each Property selected will be able to enter a submission.

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Step 6: Assign Users

After a Staff Report is added and Properties are assigned to it, the way to add Users to the email submissions will be by going to the User's page, clicking the , and selecting "Emailed Forms/Reports".

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