Account Set Up Process
The following shows the process of account creation.
You can bulk upload via the following methods:
- Bulk Uploading through .csv files
- Platform integration synchronisations
Bulk Uploading through .csv files
The “Import” or “import properties” or “import data templates” options placed in the “Left Navigation Pane” allows you to bulk upload. CSV files for Property Managers (staff), Property Owners, Properties, Property Keys, Tenants and Trades.
Once you upload files and click on “Process Data”, all information will be temporarily displayed in tables in “Integration Approval” pane, which is located in the “Header Navigation”. Through here you may do the final clean-up of removing incomplete profiles, obsolete information. Once all information is according to your satisfaction you may click on “Process Data”.
Process Data: This action will gather all information that is temporarily located in the Integration Approval pane and move it to B+A system while automatically creating necessary links between Properties, Owners, Tenants, Property Managers, Property Keys and Trades.
Platform integrations from various partners
If you are a user of an integration we have completed and wish to migrate to B+A, you are able to sync information with us through the platform integration process.
Please visit, Integrations under Settings and select your existing platform
Select the mode of connectivity and login to either of the platforms through the following interface and provide the API key or user credentials. (If you do not have an API key, please request one from them or contact us through our live support chat to guide you through)
Once the connection is successfully established, the information will be temporarily stored in “Integration Approval Pane” as described in “Bulk Uploading through .csv files” option, where you’ll be able to go over the entire information synced to B+A before proceeding to “Process Data” to create all connections between entities. Note this requires administration privileges.
Through settings you are able to customize some of the basic features, to suit your preferences and convenience. You can access the settings via the left navigation panel.
Following are the main types of settings you may find in the settings page.
It’s time to go in detail, on what each of the settings’ role in the system.
Enable owner approval prior to quotes: This allows the functionality to enable owner approval for jobs that exceed a threshold or for jobs you wish to seek approval of the owner prior to sending the job for quotes.
Enable owner approval post quotes: This allows the functionality to enable owner approval for jobs that exceed a threshold or for jobs you wish to seek approval of the owner once you have received quote/s for a job. Note with this enabled you can send for approval prior to posting the job after quotes are received or at both points.
Figure 16: Settings - Integration
You will need an API key or user credentials before you can use the integration. The key will run the integration and synchronization. The data pulled through from the respective systems will be first stored in a temporary interface, where you are able to pick and choose the details that need to be migrated. The specific temporary interface will be covered through “Header Navigation”.
Enable Sync Entities
Enable Auto Sync: This will automatically sync between your property management software and Bricks + Agent. If it is not enabled, you will need to manually run the sync.
Include Properties: This includes properties in the sync.
Include Property Managers: This includes property managers in the sync.
Include Property Owners: This includes owners in the sync.
Include Property Tenants: This includes tenants in the sync
Include Service Providers: This includes the service providers in the sync.
Share the timeline with the owner/s on a job by job basis: This allows the owner to have a view of the timeline of the maintenance of the job and the property. They will see this after logging. They can see all aspects and elements of a maintenance request or all maintenance requests at the property for the jobs you select. Note this setting is enabled on a case by case basis.
Share the timeline with the owner/s on all jobs: This allows the owner to have a view of the timeline of the maintenance of the job and the property. They will see this after logging. They can see all aspects and elements of a maintenance request or all maintenance requests at the property for all the jobs in the system linked to their property.
Enable this and you will receive an SMS each time you log in to the website. You will need to enter this code to be able to log in. Note this is not applicable to mobile devices.
If you wish to change the number, click on the ‘Change’ button and following pop-ups will appear to enter the mobile number and verify the same
From the above settings you are able to customize the way you are being notified of specific system actions.
Please refer please screenshot
Organisation Name: This is the name of your organisation that will be shared with your clients.
Owner Approval Threshold: This amount will be set across all properties and when the threshold is met or exceeded you will be prompted to send for owner approval. There may be times where the threshold is not notified so please keep an eye on it in the event the amount is higher than owner approval.
Urgent Jobs status upgrade (Days): By setting the time here any urgent jobs that are not actioned within this time will be displayed in red on the dashboard, so they are easily visible to the property manager. Note: If this is set to 0 then the status upgrade will not take effect.
Accounting Email: Please enter an accounting email you would like invoices to be sent once you have marked the job as completed.
The average time for an Inspection (Minutes): You can set the average inspection time here (In Minutes).
Automate reminders for service providers to quote: This will automatically remind service providers to quote if they have not supplied a quote for the job. The reminder will be sent 3 times at the interval specified. Note: If this is set to 0 then no automated reminders will send.
Send alerts for completed jobs: If you wish to cc a person or group after a job is marked as completed by the property manager you can enter one or multiple email addresses here separated by a semicolon.
Show Owner information on the work order: If you enable this feature, the owner information will be displayed on the work order.
Enable snooze for the current user: By enabling this you can snooze the maintenance requests.
Enable snooze for all users in the organisation: This setting allows you enable the snooze option for all the users registered in your organisation.
Allow property managers to have an organisation view: By enabling this feature all property managers will be able to see all the jobs and properties in the organisation not just their own by toggling the organisation view tab on the dashboard.
Allow service providers to contact tenants before awarding the job: when this is enabled service providers will be able to contact tenants via chat and video to further a better assess the requirements. If this feature is turned off, they will only be to make contact once the job has been awarded.
Allow tenants to find trades in the marketplace: This will allow the tenants to find tradespeople working in the local area and select one or multiple for the review of the property manager. Once the job has been awarded the tenant can book time with the service provider directly.
Allow quotes by non CM3 certified trades: If you only wish to use CM3 certified trades please disable this option and non CM3 certified trades will not be able to quote on your jobs.
View Only Mode : If you select this mode your property manager will not be able update, edit, create or delete properties, trades, owners, or tenant. This only applies to clients that are not using an integrated solution.
Allow service providers to see tenant details on place quote screen
Allow trades to submit invoices at the job completion: This feature allows the trades to submit the invoices at the job completions.
This is the number of quotes which you wish to receive on a job. You can change this at the quote level to a high or lower number. Please note, once the quote limit is met - service providers will no longer be able to supply a quote for the task - but you can increase this and re-invite them if you do not find a suitable quote.
Figure 24: Settings - General Settings
The purpose of this action is to allow a user access to the property portfolio of a staff member who is away or on leave. while working from the staff.
Send completed inspection report to tenants – This feature enables to send a copy of the inspection report to the tenant in addition to the owners. If the setting is enabled, it is sent to all registered tenants at the property.
As a security precaution, you are able to temporarily revoke access for all devices that you have logged into and do not have access to them at the moment.
Once you click Revoke, it will disable accessing your account from all devices according to the platform you’ve chosen above except the device you gave the command from.
Access can be granted by logging from the revoked device and activating access.
This window provides an overview of the payment settings. The options you are able to carry out through this view are as follows:
Allow property managers to have credits auto-renewal feature.:
Auto-Renewal Threshold: The recharge point for add on features and services. For example: when I reach 500 credits an auto-renewal should be completed.
Auto-Renewal Amount: The amount charged at recharge point for add on features and services. For example: when the account balance falls below $25 then recharge to this amount selected in this setting.
Add new card: You may add a new card from the following screen.
Get Feature Credits: This function directs to the add-ons feature interface where you have the ability to purchase add-ons for the system.
Disclaimer, Terms & Conditions
This feature allows to add the terms and conditions as well as the disclaimer which is specific to the organization. These will be displayed at the work order.
Property Component Templates
This feature enables you to define the property component templates, inclusive of pre-defined features. The templates created here will be loaded when adding components to the property.
Property Component Checklist
These settings enable you to create the checklist when inspecting a specific component.