Uptick provides a variety of options to help you manage large sites and buildings with tenancies. This article will help you understand which features you can use to your advantage to deal with multiple tenancies and contacts with various access, quoting, invoicing and reporting requirements.
Using the Parent/Child property relationship
Parent/Child properties are recommended for when the tenancy requires a separate report or defect quote (if not, they cannot be split up into individual tasks). To learn more about Parent/Child properties and tasks you can check out the article here.
Filtering parent properties and their tenancies
You can use the Parent Property Type filter on the Properties dashboard to view parent properties together with their tenancies or see parent properties or tenancies separately. You can learn more about how the filters work here.
The table below outlines the filtering options for Parent Property Type:
|All||Will display all properties (unfiltered)|
|Buildings only||Will list properties without tenancies (child properties)|
|Buildings with tenancies only||Will list properties with tenancies|
|Tenancies only||Will only list properties that have a parent property but not the parent property itself|
Large building/site with multiple tenants/contacts
This is recommended for when separate documentation is not required but needs to be sent to specific contacts/tenants/site managers. You can set up wether the contact will receive any or all of the following:
- Defect Quotes
In the absence of a Parent/Child property configuration, you can set assets against locations which allows intelligent use of the Places filter in the app. For instance if you have a location called Shop 2, and you set one asset as (Shop 2, Front Entrance) and another as (Shop 2, Rear Exit) you can select Shop 2 as a Place to filter and will show all it's assets and specific location.
Managing tenancy contacts on the main property
You can list all the contacts and set certain correspondence toggles for them using the Contacts tab on a property.
To set this up, perform the following:
- View a property then click on the Contacts tab
- Click Update contacts
- A pop-up window will appear allowing you to add the contact's role, organisation, contact details and reporting requirements
- Use the table below to help you set all applicable details and settings for the contact
|Role||Double-click this field to set the role of the contact (i.e. Tenant, Owner, Site/Property Manager, Access Contact)|
|Name||Name of the contact|
|Organisation||You can use this field to put in a business name or tenancy here (i.e Shop 2)|
|Phone||Contact landline number|
|Mobile||Contact mobile number|
|Email address (must be provided if they want to receive invoices, defect quotes and reports|
|Invoice||Toggles if the invoices will be sent to this contact|
|Report||Toggles if reports will be sent to this contact|
|Defect Quote||Toggles if defect quotes will be sent to this contact|
|Notification||Toggles if the contact will receive notifications|
|Public||Toggles if contact's details are visible to contractors|
Scheduling a single task to visit multiple tenancies
When using the appointment scheduler you can make multiple appointments for a task with different names, using the tenancy name to determine appointments by tenancy. To do so, take the following steps:
- From the main page of the task, click Schedule
- Drag the task onto the appropriate technician
- In the Summary field provide a new name (ie.Shop 1)
- Repeat the step for subsequent appointments