Save the attached file to your desktop and fill in any information you would like loaded into the application. Once completed, attach the file in an email to your Client Success Manager, and he or she will upload your data. You will be able to manually add, remove, or edit this information via your Admin menu moving forward.
Instructions
General: The Red Columns contain fields that are required to be filled in, while the Blue Columns are for any additional information you would like loaded into the system.
Building Tab:
This is where you will list your buildings with their general information such as building name, and remittance address. The remittance address will be printed on invoices generated by the BE system that tenants will send their payments to.
Employees Tab:
The "System Role" column allows you to set the initial permissions for each Property Staff employee listed.
-For employees with Full Access, select "Property Manager" as the role. These users will see both the Go To (Work Order, Preventive Maintenance, Inspections, etc.) and Admin (Manage Notifications, Employees, Tenants, & Vendors) menus.
-For employees with access a step below the Property Manager role, select "Coordinator" as the role. These users will see both the Go To (Work Order, Preventive Maintenance, Inspections, etc.) and Admin (Manage Notifications, Employees, Tenants, & Vendors) menus.
-For engineers and/or maintenance staff, select "Engineer" as the role. These users will only have access to the Go To menu, but will not see the Admin menu.
-For employees solely concerned with check in visitor when using our Visitor Management System, select "Guard" as the role. Guard users will only be able to view Expected Visitors and the COI status for your Tenants and Vendors.
NOTE: When entering in phone numbers, please do not use parenthesis.
Employees needing access to multiple buildings can be copied and pasted in multiple rows with the Building Name as the only different field.
Tenant Companies Tab:
Please make sure to fill in the “Suite” column with unique values for each company. If a tenant company resides in multiple suites, you can list the company multiple times with the different Suite numbers in each row, OR use the following format for the Suite field - 100, 200, 300. Using the multi-suite format in a single row, your corresponding floors should be listed as - 1, 2, 3 - in a single field.
To add Vacant suites as spaces in the building, fill in the floor and suite as normal, and type in "Vacant" as the Tenant Company name.
The address here will be the remit to address that property management will send invoices to for the specific tenants. If you do not plan on billing back tenants, feel free to leave the address portion blank.
Tenant Employees Tab:
Make sure that the Building Name, Company Name, Suite, & Floor records on this page are an exact match to the those entered for the corresponding tenant company on the previous Tenant Companies tab. Tenant Employees entered for a specific company will have access to submit for all suites that the Tenant Company occupies. For loading purposes, please input a single suite/floor per person.
You will also see columns labeled WO Access (Work Order), VC Access (Visitor Control), & RS Access (Resource Schedule). Insert a Y (Yes) or N (No) to configure each Tenant Employee's access to the available modules in their area of our application.
Vendor Companies tab:
The "Vendor Service" column should be kept broad, so as to facilitate easy searching down the line. For your convenience, we have given you the option to select from a list of common types. Should you not find the specific vendor type you are looking for, please use the "Misc." label. The "Messageable" column will affect whether or not you can send messages to each vendor through the system. The "Assignable" column will determine whether the vendor can be assigned to tasks and participate in workflow.
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