On-Boarding a New Property

Setting up a new Property in ExactEstate is simple, convenient, and quick. This portion of the guide will take you through the process step-by-step to ensure your Property is setup accurately.

The entire on-boarding process will take place within the System Setup page. This on-boarding guide will take you through the entire process, but if you want to learn more about any individual step you can do so on that portion of the User Guide.

Also note that the System Setup Page contains a Checklist of items that are marked off once that on-boarding item is satisfied. Use this area to quickly understand where you are with fully completing on-boarding for your Property. Click any item here to navigate to the appropriate page for setup.

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Creating The Property

To begin setting up your new property, click on the "System Setup" link found under the Admin tab on the left-side navigation.

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Step 2

The System Setup page will have a number of numbered cards. To begin with your new property, you will want to select the "Properties" link in the Properties card.

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Step 3

Click on "Create New" link found at the top right of the page. This link will take you to a new page where you can create your property.

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Step 4

After creating your property, select it from the top right dropdown.

Once you've selected your property, you are ready to move on to the next step of on-boarding.

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Step 1

Add-Ons are paid amenities that you would charge Residents for use at a Property.

Click the "Rental Add-Ons" button in the card titled 1) Properties, or use the Setup Checklist.

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Step 2

You can create an Add-On by clicking the "Create New" button in the navigation.

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Step 3

Create the new Add-On by filling out the form fields and submitting.

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Step 4

After the add-on has been created, you can assign it to units to be charged in the Rental Package.

To do so, click on the icon to open the options menu.

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After the option menu appears, select "Assign to Units"

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Step 5

On this page you are able to select the Units for which the Add-Ons are assigned. Check off each appropriate Unit to assign the correct Add-On.

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Step 1

This step of the guide is optional, and does not need to be completed if you are not using our payment system.

Click the "Merchant Accounts" button in the card titled 2) External Accounts, or use the Setup Checklist.

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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. The account must validate with Authorize.net's API in order to be entered in the system.

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Step 4

After the merchant account has been created, we need to add it to the property. Navigate back to the Property page.

Once you are at the Property page, click on the icon to open the options menu.

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After the option menu appears, select "Change Merchant Account"

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Step 5 - Merchant Account

Select your merchant account from the dropdown provided. Click "Change Merchant Account", and you have completed setting up your merchant account.

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Step 1

Tenant Screening accounts are used in the system during Application processing to help automate the process of screening potential residents. Click the "Tenant Screening Accounts" button in the card titled 2) External Accounts or use the link in the Setup Checklist.

Note that Tenant Screening Accounts are not property-specific, meaning once entered they can be used for any Property in the system.

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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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Setting up Inspection Locations and Items

Step 1 - Setting up Inspection Locations

Click the "Inspection Locations" button in the card titled 7) Inspections or use the Setup Checklist.

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Step 2 - Setting up Inspection Locations

Click the "Create New" button in the navigation to create a new Inspection Location or add using CSV.

If you need to remove any inspection locations once they are entered, simply click the trash can icon in the delete column.

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Setting up Inspection Items

Step 1 - Setting up Inspection Items

Click the "Inspection Items" button in the card titled 7) Inspections or use the Setup Checklist.

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Step 2 - Setting up Inspection Items

Click the "Create New" button in the navigation to create a new Inspection Item or opt to create them using CSV.

If you need to remove any inspection locations, simply click the trash can icon in the delete column.

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Adding an Inspection Pricing Sheet

Step 1

Click the "Inspection Pricing Sheet" button in the card titled 7) Inspections or use the Setup Checklist.

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Step 2

Once on the Upload page, add the file to the form and submit to add it as an available download for Inspections in the system.

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Step 3

To update the file, simply fill the form out again. If you wish to remove it, click the red Delete Pricing Sheet button in the top of the form.

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Setting up Floorplans

Step 1

Click the "Floorplans" button in the card titled 3) Floorplans or use the Setup Checklist.

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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

After you have created your floorplan, you will need to create your floorplan designations, these are the prices for each Floorplan.

We will be able to add designations from the "Add Designation" link that has appeared on the main floorplan page.

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Enter in your designations one at a time. Repeat this step until you've entered all the designations you need.

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Step 4

After you've created your designations, it's time to set the prices on your floorplans.

Click on the icon to edit one of your floorplans.

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Enter the price at your designations on the edit form. After doing this for all your new floorplans, this step has been completed.

Your designations will most likely be different than the ones pictured in this example!

Setting up Buildings

Step 1

Click the "Building" button in the card titled 4) Buildings or use the Setup Checklist.

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Step 2

Select the link "CSV Entry" button in the top navigation or select "Create New" for Manual Entry. Manual Entry is straightforward so we are showing CSV entry below.

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Step 3

Select "Generate CSV Template". This will download a template for you to complete to upload your buildings.

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The Validation Rules link will give you detailed information on the field requirements. You should read these before uploading your CSV.

Once you have finished creating your CSV file, choose "Upload CSV" and upload your newly created buildings csv file.

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You are now finished adding your buildings!

Adding Units

Step 1

Click the "Unit Entry" button in the card titled typewnits or use the Setup Checklist.

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Step 2

Just like the creating buildings step, we need to first download a template CSV file. Click on the button "Download Example Unit Entry File" to download the template CSV

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To see the Validation Rules for the CSV, click on the icon next to the title. These validation rules must be followed exactly for a CSV to upload. You should read these rules before uploading your CSV.

Adding Rental Add-Ons to Units

This was noted in the Add-On section above, but here is a shortened video showing you how to accomplish this task from the Rental Add-On Page.

On-boarding Residents

Step 1

Click the "Resident On-Boarding" button in the card titled 6) Residents or use the Setup Checklist.

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Step 2

Like prior steps, we first need to download the CSV template for uploading residents. To download the template, click on the "Download Example Resident Entry File"

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To see the Validation Rules for the CSV, click on the icon next to the title. These validation rules must be followed exactly for a CSV to upload successfully. You should read these rules before uploading your CSV.

On-boarding Children

Step 1 - On-boarding Children

Click the "Child On-Boarding" button in the card titled 6) Residents or use the Setup Checklist.

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Step 2 - On-boarding Children

Like prior steps, we first need to download the CSV template for uploading children. To download the template, click on the "Download Example Children Entry File" button.

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To see the Validation Rules for the CSV, click on the icon next to the title. These validation rules must be followed exactly for a CSV to upload. You should read these rules before uploading your CSV.

Ledger On-Boarding

Step 1

Click the "Ledger On-Boarding" button in the card titled 6) Residents or use the Setup Checklist.

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Step 2

Like prior steps, we first need to download the CSV template for uploading ledgers. To download the template, click on the "Download Example Ledger Entry File".

To see the Validation Rules for the CSV, click on the icon next to the title. These validation rules must be followed exactly for a CSV to upload. You should read these rules before uploading your CSV.

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Configuring Make Ready Options

Make Ready Options are used within the Make Ready Board in order to allow Units to be "Made-Ready". Note that we provide default Make Ready Options whenever a Property is Created.

Step 1

Click the "Make Ready Options" button in the card titled 8) Work Orders or use the Setup Checklist.

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Step 2

You will see several system-generated Make Ready options. If you need additional make ready options, click the "Create New" button in the navigation to create a new Make Ready Option.

If you need to remove or edit any make ready options, simply click the In the "Options" Column.

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Using the Pop-Up Modal, you can select to edit or remove the Make Ready Options.

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Note that Work Order Locations and Categories are universal to each Property entered.

Setting up Work Order Locations

Step 1 - Setting up Work Order Locations

Click the "Work Order Locations" button in the card titled 8) Work Orders or use the Setup Checklist.

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Step 2 - Setting up Work Order Locations

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

If you need to remove any work order locations, simply click the trash can icon in the delete column.

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Setting up Work Order Categories

Step 1 - Setting up Work Order Categories

Click the "Work Order Categories" button in the card titled 8) Work Orders or use the Setup Checklist.

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Step 2 - Setting up Work Order Categories

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

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For detailed instructions on how to create, edit, and delete work order categories, please see Work Order Categories in the system setup portion of the guide.

Within each Work Order Category, you can add items that can be selected for a Location when a Work Order needs to be completed. To add a new Item, click the button titled "Add New Item".

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Work Order Inventory is used to track the inventory used to complete open Work Orders.

Setting up Work Order Inventory

Step 1

Click the "Work Order Inventory" button in the card titled 8) Work Orders or use the Setup Checklist.

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Step 2

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

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Step 3

Fill out the form field and submit to add the Work Order Inventory Item.

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Step 4

Click the Cog Icon to edit or remove a Work Order Inventory Item.

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Setting up Denial Reasons

Step 1 - Setting up Denial Reasons

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

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Step 2 - Setting up Denial Reasons

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

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If you need to remove or edit a denial reason, click on the icon.

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Setting up Denial Templates/Letters

Step 1 - Setting up Denial Templates/Letters

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

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Step 2 - Setting up Denial Templates/Letters

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

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To edit or remove a generated denial letter, click on the icon in the Options column.

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Setting up Vendors

Step 1

Click the "Vendors" button in the card titled 10) Other or use the Setup Checklist.

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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

Fill out the form and submit to add a new Vendor to the system.

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Setting up Late Fees

Step 1

Click the "Late Fees" button in the card titled 10) Other or use the Setup Checklist.

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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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Step 3

Now you can fill out the form and submit the information to alter the Late Fees for your Property.

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Setting up Staff Reports

Staff Reports can be thought of as custom created forms that staff fills out for email reporting to assigned users. Prime examples of this would be something along the lines of Marketing Reports from members at a Property. This consists of 3 steps: 1) Create Report, 2) Assign Properties, 3) Assign Users to be Emailed.

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

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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Step 7

Now simply toggle the switch on the page to assign the User to be emailed the Staff Report submissions.

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