Your software gives you the option to supply specific documents based on specific conditions during move-in or move-out. For example, if you have a specific lease you'd only like to populate for military accounts, you can set conditions for that document that will ensure it will only be used for military accounts. There are many different conditions that you can set for your documents, and you can set more than one condition for your documents as well.
There are several steps to setting up conditions for your documents:
- Ensure documents are attached to appropriate actions
- Set conditions for your documents
- Apply more than one condition to a document
- Set condition groups
- Select or deselect documents during move-in
Ensure documents are attached to appropriate actions
Before setting conditions for your documents, first ensure that the documents you'd like to use are turned on, available for use, and attached to the appropriate actions. To do this, access your Documents and Emails section on the Settings tab. Find the document that you'd like to attach to specific conditions, ensure it is turned on using the toggle to its left, and select Edit to the far right of the document name.
On the next screen, you'll see your document template and descriptive details about your document. Ensure that the document type is accurate and that the appropriate action is selected next to Triggered by. For example, your Lease should be triggered by Move-in. Once you've ensured that your documents are appropriately associated with the correct document type and actions, click Save.
The next step is to set conditions for your documents. To begin, select Set Conditions in the upper right of your screen.
The next screen shows the actions to which you can set conditions. You'll notice sections for Move-in and Move-Out along with the documents attached to these actions.
Note: Conditions set for Move-in and Move-out will automatically apply to Transfers too.
Note: If you don't see a document that you'd expect to see here, then go back to your templates and ensure that it's attached to move-in or move-out and that it is turned on. You can learn more about managing your Document and Email templates on our help site.
The default application for each of your documents is Optional. This means the document will appear on the documents screen during move-in for all tenants, but you have the option to uncheck the box next to it and not use it. To change this, select the menu for the document for which you want to change application under Applied. You'll notice three options: Optional, Always, and When. Select Always if you want every tenant account to populate this document. If you want to set conditions, select When.
You can apply the following conditions to a move-in or move-out document:
- Insurance Type: Populates the document only for tenants with specific insurance.
- Service: Populates the document only for specific services.
- Account Type: Populates the document according to account type, such as personal, business, military, or student.
- Unit Amenity: Populates the document only for tenants renting units with certain amenities.
- Unit Type: Populates the document only for tenants who are renting a specific unit type.
For example, if you'd like your document to only be applied to tenants whose account type is marked as business, select Account type under Conditions.
To the right, the account types you have to choose from will populate. Select Business.
Important Note: If you have more than one lease you'd like to use, one of the leases must be your facility's default lease. Your default lease will populate to every tenant account during move-in, and conditions will automatically be set as Always. If a tenant meets conditions for a different lease, they will not have the default lease added at move-in. For more information about selecting or deselecting a lease at move-in, read on.
Apply more than one condition to a document
You can set more than one condition for a document if you choose. For example, if you want a document to populate only for standard accounts that have store insurance and also have climate control, set your first condition, then click the + And button below your first condition and add your second condition.
Set condition groups
Condition groups allow you to set the same document to populate for certain sets of conditions that are mutually exclusive. For example, if you want the same document to populate for business accounts that have power outlets in their units and also for tenants renting parking spaces that have added vehicle starting and tire pressure checks as a service, you can use condition groups to ensure both sets of conditions populate the same document, even though the conditions are quite different from each other.
Once you've applied a set of conditions to a document, you can add another condition group by selecting +Condition Group. A new section will appear, and you can add a new set of conditions.
Note: Any documents attached to tenant accounts prior to conditions being set will not change. Your conditions will only apply to tenants moving in or moving out after the conditions have been set.
Select and deselect documents at move-in
If you name your lease or other document to reflect the conditions you're applying to it, you'll see at move-in that the correct document is populating. For example, if you name your lease for student account types as Lease (Student) and set your conditions for a student account type, then you'll see the lease type on student accounts moving forward, confirming your conditions are working properly. You'll also note that any other documents associated with move-in will also populate. If a tenant falls under more than one set of conditions, it could cause more than one lease to populate.
All documents associated with move-in that apply to your tenant will populate at move-in. That means all documents that are set to Always or Optional will apply, and any conditional leases. If your tenant does not have any conditions that fall under a different lease, the default lease will populate.
Any documents that you can deselect will appear with a dark checkbox. to deselect, uncheck the box and the document will not be included in the move-in.
Note: You cannot deselect documents that are set to always apply. You can only deselect optional documents.