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.
Settings: Owner Approval
Enable owner(s) 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(s) 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.
You will need an API key or user credentials before you can use the integration. The key will run 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 Trades: This includes the Trades in the sync.
Settings: Business Rules
Business rules feature is all about making your life easy!
As an Organisational Administrator (the feature is not available for Office Admins) you are able to pre-define actions and reminders to automate your workflows so that it's easier to tackle on tasks and give attention as required.
Following is the interface for the Business Rules.
You are able to edit an existing rule, delete it altogether or clone and edit it as you wish.
Following is how you can create a rule.
Step 01: Click on "Add New Rule" option
Following is the screen to create your own rule for a "Reminder"
|Rule Name:||The name you give to easily identify the rule|
To define the rule if it's an action-based or reminder based.
Action will prompt an automated action, e.g. all electrician jobs to be automatically assigned to a specific employee.
A reminder is to prompt a reminder as a notification, email or an SMS when the job comes to a certain state. E.g. remind on the variation received jobs when it's not actioned by 1hr.
|Status:||Status of the rule, by default it'll be active, but you can make it inactive.|
|Description:||Describe what the rule is about for the ease of other users or for later referential purposes|
|Create Rule For:||Selecting the job type you want the rule to be created for|
|Urgency:||Define during which urgency state the rule should be triggered|
|Which are:||A default state as "Not Actioned" which cannot be changed by you|
|By:||To define the maximum amount of grace period for the rule to be triggered.|
|Then:||Default option which determines whether it's a reminder or an action based on the Rule type|
|User Type||The Org Admin is able to remove himself from the notifications if he wishes to|
|Frequency:||The number of times the reminder should be triggered until it's been actioned|
|Users:||Default related users will be triggered by the backend|
|Reminder Option:||To select the reminding mode such as email, push notification or an SMS|
|Priority:||To define the rule's priority or the importance of the event|
|Your Rule:||Summary of the rule created for your easy reference.|
Step 02: Define values for the above fields as per your requirements
Step 03: Save the rule.
The rule will be triggered for all the matching scenarios from the time it was created and will not be applied for old jobs as it might trigger a heavy response.
Edit and Delete Business Rule
Business Rules that are created can be edited and deleted.
Cloning Business Rule
In addition to that, the system also give option for you to clone a business rule and create another rule by utilising the data of the existing business rule.
Settings: Owner Timeline
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
Settings: Communication Preferences
From the above settings you are able to customize the way, you are being notified of specific system actions.
Settings: Organization Preferences
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 the 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 Trades to quote: This will automatically remind Trades 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 in 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 to 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 Trades to contact tenants before awarding the job: when this is enabled Trades 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 to update, edit, create or delete properties, trades, owners, or tenant. This only applies to clients that are not using an integrated solution.
Allow Trades to see tenant details on the 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.
Show contact information of the assigned Property Manager: When the setting is enabled, all the email communications will feature the details of the assigned Property Manager.
Mark the image attachment feature for the Job posting mandatory for Tenants: This setting allows image attachment to be mandatory for the Tenants
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 - Trades 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.
Settings: General Settings
Grant access to my account to below selected user - The purpose of this action is to allow user access to the property portfolio of a staff member who is away or on leave while working from the staff.
Enable the snooze for current user - This setting will allow the user to enable the snooze feature for the logged in user.
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.
Allow the tenant to change the inspection time scheduled - By enabling this setting, PM allows the tenant to either accept, reject or propose a new schedule for the inspections. By default, it is disabled.
Settings: Device Settings
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.
Settings: Payment Settings
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 recharging 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.
Settings: Disclaimer, Terms & Conditions
This feature allows adding the terms and conditions as well as the disclaimer which is specific to the organization. These will be displayed at the work order.
Settings: Inspection Label Values
Settings: 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.
Settings: Property Component Checklist
These settings enable you to create a checklist when inspecting a specific component.
Settings: Integration & Support
You are now able to import details to the system by uploading excels