Simple secure tenant activation .
All customer details are preloaded onto the system such that all it takes to activate an account is for the tenant to enter selected fields correctly to be sent an email with their temporary password. They can change this to something more memorable on their first log in.
Easy to use request dashboard
By colour coding the request groups and making use of a calendar based display the customer is focused onto the current issues and appointments.
Pictorial repair selector
By choosing from a hierachy of group, feature and part images the tenant is supported through the reporting of repairs.
Dynamic request forms
Unlimited request forms each with their own fields can be added by administrator covering the main areas of debt, rent, anti-social behaviour, notices, change of details etc.
Financial information
Secure display of the financial transactions and previous quarterly / monthly rent statements allows the customer to manage their accounts better. The information can be updated overnight to give the latest picture of cleared transactions.
Document repository
The system allows for the upload of documents into a structured library for viewing or download by the customers. These directories can be given any structure you wish to hold frequently asked questions, downloadable forms, estate walkabout reports basically anything you deem relevant to your tenants.
Reminders
Text or email communications to tenants reminding them of the next day's appointments.
Diary events
A customer can set up diary events on anything they wish to either remind themselves of tenancy related issues such as when the rent needs to be paid or events unrelated to the tenancy such as someone's birthday. It helps make the site more useful to the customer and encourage repeat visits.
Surveys & questionnaires
Surveys and questionnaires can be created and published to all or selected tenants based on the tenants own characteristics or on their agreed contact group interests with the responses counted and available for analysis by back office staff.
Messaging
Bulk alerts based on area, postcode or selected tenants to cover issues such as street based inspections, invitations to meetings / consultations or for general information. Option with each alert to specify whether a response is requested which can be monitored on the backoffice.
Content Management
Public information displayed on pages whether instructions for how to complete a form or announcements informing of local events is under the control of specified roles. This allows for local definition of the site to suit local needs.
Audit
Each change to the request status or details will be recorded.
Administration
Roles designated as administrators can control key elements of form content, user access, look up table values and announcements.
Standard processes
Each request is configured to flow through the stages of request, confirmation, in progress and completions. Actions can be added while in progress to provide a history of the work done and who was involved.
Request interfaces
All requests are retained in the system and can be sent via interface file or email to an external system or mailbox for ongoing processing. Requests designated as owned by .access will be progressed through its life cycle via the backoffice.
Updates to requests to confirm appointment times after external scheduling or to close completed requests as a result of work done can be handled by importing request details from an external system.
Feedback
Following the closure of any request or repair there is an option for the customer to provide feedback on the punctuality and satisfaction with the handling of the original request.
Security
The backoffice and public user only sees what they are allowed to see. This is controlled by the administrator based on the request types appropriate to their organisation. Backoffice user passwords are encrypted and time based renewal of passwords can be enforced.
Scheduling
Each repair or request can be linked to a SOR with specific trade and slot duration. This allows for the simple scheduling of tasks to resources in order to provide a confirmation of appointment.