Block maintenance management (or multi Logs)

We call this multi Logs. Multi Logs are a way of creating Logs with the same starting point (subject, details, assigned users) for more than one property (or unit).

What?

Let’s say you have a block of flats that naturally have shared communal areas such as hallways, front doors, car parks and so on. With multi Log you can create a Log for all of the flats in the block with the same starting content.

For instance, you might want to create a Log for all flats that share a front door to let the tenants of the flats know that you will be changing the passcode or that it will be painted on such and such a day.

Also

You could also use multi Logs for houses that have individual tenants in them. Each on a single tenancy. In cases like this, you might want to create separate Logs for each tenant (unit) explaining about a viewing or some maintenance repairs in the communal areas.

Another also!

Why not send a Log to groups of properties that you manage? If you manage student properties then it is likely that you might want to send them all a Log about deposit returns. Rather than re-write the Log or copy and paste for every single property, you can simple select them all and write the Log once!

Screenshots

The new Create Log screen

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Showing multiple properties added

 

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Choosing a Log type

The current choices are: Maintenance (default), Information, Deposit, Inspection, Safety, Inventory, Tenancy, Viewing

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You can add multiple contractors at time of creating the Log now!

multi-log-screenie-4

 

 

 

Email enhancements

Hi all,

Jo at Novahomes kindly pointed out that emails from the system didn’t seem to be sending! We took a look and noticed a problem so thanks Jo. We decided to make some enhancements and make the way we send emails more robust. We are working on it right now and email notifications should be up and running very soon.

Thanks!

Jonathan Burrows

New additions to the system – April 3rd 2014

Capture-user-area Capture-upload

 

You are now able to add image files to a Log. This is an extremely useful feature because you can now help describe the problem with photos.

Also, each user and property will soon have (next few days) a ‘file area’. ¬†You can add files to this area that are specific to the user/property such as tenancy agreements.

Start making better use of your time

One of the benefits of using Posidacious

Just one of the benefits of using the Posidacious system is deciding to make better use of the time within your lettings business.

Before we get to how? First let’s describe the problem.

Take a typical example of following the ‘natural’ course of a maintenance issue in a property you manage. How does the tenant report a problem to you? I’m betting either by email or phone, or perhaps in person at the office.

Each one of these requires an amount of time by your staff to listen to the tenant. Perhaps it’s longer when they come into your office because there are certain proprieties to consider. Such as the hello’s, how are you’s, the nods of the head while listening to the problem being described and so on. You get the idea? So how much time does this take? 5 minutes? 10? 20 even? Who knows?

Next step (if you haven’t done it already) is to write up the problem. Perhaps you have some software that does that for you or perhaps you will simply email the landlord or write it down on a notepad? ¬†It doesn’t matter which way it happens. It all amounts to you (or your staff) spending time on the issue. This stage, maybe another 5 minutes or more.

Now you need to contact the landlord, or perhaps you can go straight to the contractor? You pick up the phone (or start a new email). ¬†If you phoned the landlord, maybe you didn’t get hold of them straight away. There’s some wasted time. ¬†So you left a message on the landlords voicemail. He will get back to you, won’t he? You now need to remember to call him/her back if you don’t get a response. More wasted time.

So you now have your answer from the landlord. Now to contact the contractor. Again, maybe you don’t get hold of them straight away? You keep trying because it’s important. More wasted time. You ask them to contact the tenant to let them know when they will be around to fix the issue. All good.

A day or so later the tenant contacts you again asking what’s happening? You mentally say to yourself “I asked the contractor to ring them! Arrgh!”. Now you have to chase again! Yet more wasted time and we’ve only just started on this one issue!

Ok, this is getting boring to read. It must be really boring to do!

Solution

Posidacious leverages the communications between you, the tenant and the contractor. It does this by first of all getting the tenant to sign in to Posidacious and report the problem. You didn’t need to waste time on the initial communication. Just read the problem and take appropriate action.

You assign the contractor to the job straight from Posidacious where he can see what the problem is and reply back to the tenant! All you’ve done so far is click a couple of buttons!

Granted, you may have had to call the landlord still but can you see how much time you have already saved? And we have only just started!

Per month?

Imagine multiplying the time saved by the number of problems and the number of properties you manage.  Now multiple the time saved by the number of times you need to be involved in resolving the issue.

Honestly, the time saved is huge.

I’ve rattled on long enough. Have a think about it and how your business could benefit. Then visit¬†the Posidacious website, go to the bottom of the page, enter your email address and send. We’ll be in touch with more information.

Take care and all the best!

Jonathan (Posidacious)

 

 

 

 

 

New website launched – www.posidacious.co.uk

Website Launch – 12th March 2014

Posidacious is attracting more and more interest and so it became necessary for the front page to have a facelift!

Check out the website for more information on how Posidacious can help streamline your lettings business, saving you money and making you look good to your tenants and landlords as well!

Here it is:

Posidacious

Version 2 of Posidacious

Thoughts and considerations

Expanding the system to do more, much more

We are planning to grow the system to be able to help in more and more areas of running a property portfolio. ¬†Currently Posidacious is great for communicating with tenants about maintenance issues. It can (and should) also be used to communicate on other areas of the business such as ‘Tenants giving notice’, or ‘Announcing property visits’.

However, there are many other parts of the business where a system like this that has the ability to provide information from anywhere to anyone (well almost anyone). For instance, what if you are at a property carrying out a property inspection? Wouldn’t it be great to update a Log or even create a new Log for the inspection? Perhaps using your iPad/iPhone, Android phone or similar device?

Here are some ideas we are working on right now:

  • Signing out and signing in Keys
  • Record meter readings
  • Track rental payments (with your tenants)
  • Upload a safety (or other) certificate
  • Set a reminder for yourself (maybe about a particular Log)
  • Contractors able to create Invoices in an ‘Invoice Log’
  • Export your data to CSV files
  • Inform users not on the system (by email) about a Log
  • And much more….

Accommodating viewing Posidacious on different devices

  • 20% of users of the Posidacious system use the site on an iOS device (i.e. iPhone’s and iPad’s)
  • 70% on desktop systems
  • 10% on other (even the Kindle Fire browser) systems

This leads us to think that the requirement for an ‘App’ for iOS is becoming more and more paramount. The beauty of using an app on your phone or tablet would be that it informs you by way of notifications or on the badge icon itself of updates to Logs and providing quick access to Logs for updating and so on.

Note: If you or someone you know has developed iOS apps before, please get in touch ūüôā

 

Enhanced Property/Landlord/Tenant management

Manage users & properties – enhancements

We’re planning to add functionality to the Manage users and Manage properties sections. Two main enhancements will be apparent. The first will be the ability to select a landlord from a list which along with the landlord details will show all the properties that he/she/it owns. ¬†From there you will be able to click each property to edit it.

In addition, it will be possible to set up landlords as users on the system.  Their access will be disabled by default but can be enabled later. One reason to have landlords on the system is to make it easier when adding properties to choose the landlord. So rather than typing in the landlord name each time we add a property, it will be possible to choose from a list.  This has the added benefit of keeping continuity of spelling and upper/lower case naming conventions.

The second enhancement will be to show all tenants at a property when editing a property.  From here you can correct errors with tenancy dates and so on.

We are classifying these enhancements as important but not essential.  In other words they are not essential to the running of the system but are important for the continued improvement and progress of the system.  Projected completion of this will be June 2013.

Posidacious minor enhancements (2013)

A list of minor enhancements (not really bugs, hence this separate post)

As we use the system more and more, we will find that minor enhancements can help us use the system more effectively. This is a list of items that we will attend to as soon as possible aside from the major enhancements.

Current list 18th April 2013

  • Add/Edit Properties requires three additional fields: One for addresses that have an additional ‘streetlike’ part such as¬†8 Azure West, 1 Grand Parade, Plymouth (The bold is in effect another field); And:¬†County! And:¬†Country! (Date: 31st May 2013 or next planned downtime) –¬†Important but not essential
  • Require the additional column on the Manage Properties page. The column being Flat location/number¬†(Date: 15th May 2013) COMPLETE
  • Additional information to be shown on the Manage Properties page (that of: Summary and Full Description) – Important but not essential¬†(Date: 15th May 2013)
  • Add reports to show logs where the last update was by a tenant¬†not essential¬†(Date: 15th May 2013) – DONE
  • Add a checkbox on the Add/Edit properties page which will enable the property to show on thisislets.co.uk (the rental site) – Important and becoming more essential (Date: 31st May 2013)
  • When adding a user, add the option for ‘Landlord’. This will have many benefits in the future but one benefit now would be to generate a dropdown list when adding a property. The landlord name can be selected from the list rather than re-typing every time¬†–¬†Important but not essential¬†(Date: 31st May 2013)
  • When adding a tenant user, if a property is not chosen, the user then doesn’t show up in the user list. Need to do some Ajax so that if tenant is selected, the choose property is then selected. Also some error catching code to stop the new user being added but return the staff user back to the form. Perhaps highlighting the problem to correct

Advanced search of logs

Currently (as of 15th April 2013)

Right now it is possible to show logs based on different criteria:

  1. The main dashboard (all open logs) shows all open logs with the most recently updated at the top of the list
  2. All closed logs as its name suggests shows all closed logs. Again with the most recently update at the top of the list
  3. All open and closed logs shows all logs and again with the most recently updated at the top
  4. Important logs shows all logs with a severity of ‘Important’. Once again with the last updated at the top
  5. Longest since last updated shows all logs based on when they were last updated by anyone with the longest since they were updated at the top (i.e. potentially the most important)
  6. Oldest open logs shows logs based on the date they were created and where the log is still open. The oldest of these is shown at the top
  7. Log search by street name. This shows all logs that match whatever is typed in the search box. Only the street name is currently searched
  8. Log search by ID. It is possible to type in a log number and enter this into the search box. if the log is one that the agency has access too (i.e. not one of another agent), then the system will immediately show that log
  9. All your logs. This page shows all logs (open and closed) that the signed in user (staff) has been assigned to
  10. All your open logs as the name suggests shows all logs that the signed in user (staff) has been assigned to and where the status is ‘open’
  11. All your closed logs does the same as number 10 above except where the status is ‘closed’

Reason for proposed change

To provided easier and faster searching of logs.

Description of proposed development

The advanced search page provides alternative choices to the staff user on how they search through the logs or when searching for a specific log. Below are the main points of this development.

The page will have a user form on it with drop down menus allow the staff user to narrow down their search criteria.

  • User logs¬†– A drop down menu will display all staff and contractor users currently on the system (for that agent). Selecting a user from this list and then clicking ‘Search’ will show all logs where that user is assigned to them
  • Date ranges¬†– It will be possible to choose a ‘date from’ or ‘date to’ or both which will show all logs created within the date range chosen. There will be a further option to allow the date range to be based on last updated rather than the created date
  • Keyword search¬†– Where the staff user can type in one or more keywords and the system will search all logs and show results where the keywords figure

In progress….