Overview and Screen Shots

PropertyCare's fully managed web site delivers all features right to your browser on your PC or Laptop. Your Owners Tenants and Maintenance Contractors can access information and communicate with you easily and at any time.

Whilst the Processing of Maintenance Requests is the single worst problem for Property Managers, the PropertyCare service addresses much more than simply the Tenant Requests component.

PropertyCare has been carefully designed to incorporate, in a seamless manner, the full cycle of managing maintenance issues of residential and commercial properties by integrating all the way through to the final repair and payment.

Being web based PropertyCare facilitates the Property Management Department to easily communicate with Tenants, Maintenance Companies and Owners.

Even though the Internet has revolutionized communication, which enables access to information from anywhere, many businesses still use expensive and time-consuming manual system to manager maintenance calls.

Through the use of our online application you will significantly reduce and may even eliminate the calls tenants place, because now they can lodge a Tenant Request via the web and watch it being addressed.

Providing an elevated service to your Owners by enabling them to monitor activity on their investment, look at pictures of work required and being done, sets you apart as providing a much needed connection between the Owner and their Property, and demonstrates tangible proficiency of quality service. And of course keeping Tenants happy without burdening your resources is also an important factor.

Naturally managing the Work Order process and the Maintenance Contractors is inbuilt and thus PropertyCare provides you with all you need right at your fingertips to reduce overheads, increase margins, and provide a service street ahead of your competitors. This then gives you more time to increase your Rent Roll and build relationships with Owners.

Our continued development and support of these services is driven by our joint benefit in delivering the best of breed solution to your clients. You benefit through offering beneficial services to your Clients both through meeting your Clients expectations of quality service, plus you benefit by reducing property management overheads.

Overview

PropertyCare has been carefully designed to incorporate, in a seamless manner, the full cycle of managing maintenance issues of residential and commercial properties. From the initial call placed by the Tenant via web or phone, through to the final closure of the maintenance issue and paying of the invoice.

Sections within PropertyCare

• Managing Agent
• Owners
• Appliance Warranty
• Properties
• Tenants
• Maintenance Contractors

Property Manager / Managing Agent

Be in total control of all facets of PropertyCare. Monitor Tenant Requests and Problem Reports through to Work Orders and Invoicing.
"Your Office Today" desktop enables you to monitor, manage and organize all events around property maintenance.

Tenant Requests

Dramatically cut your phone interruptions and the laborious manual handling of Tenant Requests and Work Orders, by enabling Tenants, both Residential and Commercial, to place Maintenance Requests via the web - directly to your screen. Of course phone entry is also accommodated. From here you can decide whether to raise a Problem Report and then a Work Order and allocating it to one of your in system Maintenance Companies. Or choose from the miscellaneous list of other Maintenance firms.

Problem Reports

With a simple click of a button a Tenant Request is converted to a Problem Report. This enable you to manage the response to this task. An email is sent to the Tenant advising action and an optional SMS is also sent. Should maintenance be required you can now assign this Problem to a relevant Maintenance Company by simply selecting Work Order.

Work Orders

By simply clicking on a button the Work Order is raised directly from the problem Report. This process enables you to assign one of your current Maintenance Companies, or select a new one from the list. The Work Order is then posted across to your Maintenance Company access

Request Quotes

On raising a Work Order, the Maintenance Company is able to interact with the Work Order request and update that with Quote information prior to you authorizing the job. In addition you can request the Owner to sign off on the job prior to authorization for proceeding.

Property and Owner Details (Two separate sections)

The Property details record the Tenant and various basic information about the property. Significant further information about the property can be entered later if required comparable to that of a full property for sale. That portion is an optional feature and relates more to property sales rather than management.

Maintenance Contractor Details

Once again full details about the Maintenance Contractor is recorded here. From contact and work type categories to hours of operation and costs.

Invoicing

Your Maintenance Contractor is able to interact with PropertyCare directly through their own sign on. This the Maintenance Contractor can manage Work Orders, and to sign them off. Once completed the Maintenance Contractor can simply click a button to create an Invoice which is electronically sent through to the Managing Agent for payment. The Invoices can be built by the Maintenance Contractor by adding individual line items such as Parts and Labor.

Warranty Management

Various property devices such as Pool Filter, Refrigerators, Air Conditioning Units and so on may be under warranty. PropertyCare enables you or the Maintenance Contractor to record this information, against the property my selecting the appliance type and model. Should this unit fail, warranty dates, servicing particulars are all at your finger tips.

Calendars

Calendars enable you to see what Work Orders have been scheduled, which are in progress and whether Tenant Requests are on track to being resolved. Calendars can be viewed by the Property Managers and the Maintenance Contractors and thus both can jointly monitor and actions jobs. Calendars can also be for your Company, Groups, or Individuals. Individual Calendars can be public or private, are searchable, and can record schedules, appointments, reminders, etc.

Reminders

Create and send "reminders" by instant message, email or both. See important reminders as soon as you log on to PropertyCare. Keep up with appointments, tasks, anything you want. You can pick up your reminders and check appointments anywhere you can access via the Internet.

Tasks

Easily track and manage business, or personal tasks. Set assignments, priorities, and due dates. Send Email notifications of new assignments. New assignments show as special items the individual's To-do list. Task lists can be searched and sorted by person, team, project, priority, and status.

ToDo Lists

Stay organized and on track. Every user gets their own personal "To-do" list integrated with their calendar. Users can check tasks by Calendar, Priority, Due Date, and Status.

Document Manager

Your complete document management system. You can create, rename, move, edit, or delete files and directories. Uploading a file creates a database record with a description of the file, its location, category, author, keywords, etc. Files can be searched, sorted, edited, and deleted all from a consistent document console.

SMS Alerts

Being aware of current issues is imperative in today's working world. PropertyCare can alert you via SMS when a new Tenant Request arrives, can alert your Maintenance Contractor via SMS when you raise a Work Order. Various other alerts are likewise available. All options to either enable or disable these features are managed through the Control Panel of the Managing Agent (you) and the Maintenance Contractor.

Phone Messages

Phone messages are recorded for your at Reception and alerted to you as you sign on to PropertyCare. These messages can also be sent to you via SMS on your cell phone.

Photo Evidence Gallery

PropertyCare is mindful that many Insurance Companies want photographic evidence claims. Likewise the Owner may want to see the progress of repairs, extensions, or even an inspection report. All this can be simply uploaded to the Photo Gallery by either you or the Maintenance Contractor, and viewed by the Owner, the Managing Agent, and the Maintenance Contractor.

Data Backup (optional)

Data Backup is a complete local and offsite information backup solution which enables you to ensure your general office PC's are regularly backed up. Our Off-Site service ensures your information always remains safe and current in the event of a hardware problem, or in the event of a break in and stolen PC or Laptops.