The following Guide details how teams can trigger specific tasks and projects when certain conditions are met in the property management software.
Requirements
To set triggers in SMRT Operations, the following must be true:
Your community must be on a premium subscription with SMRT Operations (Answering Service Premium, Operations Suite Premium).
SMRT Operations must be integrated with your property management software (Yardi, ResMan, OneSite, etc.).
Default Triggers
30-day lease expiration
60-day lease expiration
90-day lease expiration
Resident move-in
Resident move-out: Can be triggered based on date or a change in status.
Custom Triggers
Additional triggers may already be available/set up for your organization based on your business needs and property management software's integration abilities. Please contact your account manager or the Help Team below to discuss any additional triggers you may need for your company.
Step 1: Adding a Task
To begin, sign into SMRT Operations on the web, and click ‘Add Task.’
Step 2: Provide the Task Details
In this example, we’d like to trigger a task for re-keying all exterior locks for an apartment home, and we’d like to trigger that task each time an apartment home is vacated in our property management software.
Provide the details for the task, as shown above, and then click Schedule, and click the Repeating option.
Step 3: Click Trigger to provide the Trigger Details
Step 4: Provide the Trigger Details
Open the Trigger drop-down and select the condition from which you would like to trigger this task’s creation. In this example, we have selected ‘Resident move-out,’ as we would like this task to be created each time an apartment home is moved out in our property management software.
Users also have the option to delay the task’s creation. For example, if the preference is to have this task created 3 days after the move-out happens in the property management software, set the task to be created 3 days after conditions are met.
When satisfied, click ‘Save Repeating Series.’
Step 5: Finalize Task Creation
Next, provide the ‘Assignee’ and ‘Close with’ details for the task. In this example, we’ve chosen to assign all of these tasks to Jon, our maintenance supervisor.
When satisfied that all task details are correct, click ‘Create Task.’
Step 6: Confirm Setup of Triggered Task
To confirm your work, click ‘Tasks’ and then ‘Repeating’ to find all Repeating Tasks for the community.
Then, locate the triggered task you have just set up.
Move-Out Triggers
You can now automatically initiate move-out inspections based on set dates rather than status updates.
To do so, follow the same steps as above and note the below differences. Please also view this guided demo for a step-by-step overview of setting automated move-out triggers.
Once you have navigated to this screen, you'll need to select whether the project should be initiated by the resident's move-out date or a change in status.
You will then determine the actions to take if the move-out date is altered.
Once those fields are finalized, you will follow the same steps as for project creation as outlined above.
FAQ
Will this task be created each time an apartment home is moved out of my property management software (Yardi, ResMan, etc.)?
Yes. Each time an apartment home is moved out within the property management software, the above task will be created and assigned to Jon (or the team member you choose).
If I do not see the option to trigger tasks in SMRT Operations, what should I do?
If you do not see the option to ‘trigger’ tasks or projects, and believe your community to have a premium subscription, please reach out to the SMRT Operations Help Team at help@sightplan.com. Our team will gladly look into things for your team.
Once I have set up a Triggered Task, can I change or stop it from triggering later?
Yes. You will always be permitted to Pause, Edit, or Delete the Repeating Series you have created
Should you need additional support, please don't hesitate to contact the Help Team at help@sightplan.com.