To create custom fields

 

1 - Go to the Settings Tab then scroll down until you see Custom Field Definitions and click that link.

2 - There are three types of Custom Fields we can create. You will need to decide which one you want and bring that tab to the front. The three types are:

 

 

* Physical Unit Custom Field info will stay constant no matter who moves in/out of the apartment, and is designed to store information like Unit Size, Last Dishwasher Install Date, or Refrigerator Model Number.
* Unit Profile/Occupancy Custom Field info will stay tied to the entire occupancy of the unit, and is designed to store information like Renter's Insurance (Y/N) or # of Pets.
* Occupant Custom Field info will stay tied to a specific occupant, and is designed to store information like Birthday, Gym Membership Expiration Date, or Employer.

 

3 - Once you have the appropriate tab to the front, click the Add Physical Unit Custom Field button.

 

 

Note: The Add.. Custom Field will change depending on which type of field you are creating.

4 - Give it a name, if you have a lot of information that is related you can group it, otherwise leave as no group.

 

5 - IMPORTANT - Select the appropriate data type: Date, numbers, text or just yes / no options. This CANNOT be changed once the field is created so it is important to select the correct option at this stage.

6 - Choose who you want to be able to enter, change and see this information. Please note that the terminology is different here - Tenant is referring to the Owner and Sub-tenant is referring to the tenant.

7 - Choose if you want the information to be shown on Front Desk screens (this means that it would be available staff with Front Desk level access to the system) and if it should be shown on the Work Order. Leave the status as Active.

8 - Click Save.

 

 

If you had accidentally created a field with the wrong Data Type, as we can't edit that, you would edit the field and then make it inactive. This can only be done if there is no data entered into the field though.

 

To enter the information into the newly created field, enter the unit number that you have the information for into the Quick Search bar and click on the unit when it appears in the drop down list. If the field is in the Physical Unit section or a Unit/Occupancy field, go to the Unit Details page and click the Edit Unit Details button. You can then change and save information into the field. If it is an Occupant field , go to the Occupants tab. Choose which occupant you need to enter the details for and click the Edit Occupant button. Enter the information and click Save.

 

If you have a list of data that you need to have entered, we are able to do this by uploading the data in one hit. Please send us through a spreadsheet with the data in the appropriated titled fields and we will upload it for you.