Master Property on-boarding (Copy)

Use this template to onboard any new signed PMA

New Property On-boarding:

General Information

Transfer information from other Property Manager

Enter the details of the PMA

Send Owner Property Information Task

Property Information

Portfolio Creation

Accounting Set-up

Utility Transfers:

Determine what utilities need turned on

Turn on Electric

Turn on Water

Turn on Gas

Franchisee Tasks:

Send Insurance Requirement Task

Insurance Verification

Portal

Keys

Locks

Insurance Verification

Leases

Welcome Letter

Onboard an Existing Tenant:

Security Deposit Transfer

Open a tenant onboarding checklist. Be sure to select the "Existing Tenant, New Property"

Be sure to not charge a leasing fee when creating the lease.

Maintenance:

Work order to change locking system (only if Vacant)

Onboarding inspection scheduled

Repairs

Entering Invoices

Insurance

Property

Marketing

Owner:

Reserve & Contribution

New Property On-boarding:

This process will lead you through the complete property/owner onboarding process the PMiWAY. Click through to start onboarding!

PMI Company Name (e.g. PMI Santa Cruz)

General Information

Address of the Property Being Onboarded

Owner Name

Is this a new portfolio, or adding to an existing portfolio

1

New Portfolio
2

Existing Portfolio

Upload PMA Here

Is this property being transferred from another Property Manager?

Property is Being Purchased and waiting on closing:

Property Closing Date

Transfer information from other Property Manager

Name of transferring PM Company

Primary Contact of transferring PM Company

Phone number for transferring PM Company

Send This email, and complete the task.

Enter the details of the PMA

Set-Up Fee ($195 Standard)

Eviction Protection

Send Owner Property Information Task

Property Information

Property Information Collection

Property address

Target Rent

Sq. Footage

Number of Bedrooms

Number of Bath

Is the property occupied?

Tenant 1 Name

Tenant 1 Phone Number

Tenant 2 Name

Tenant 2 Phone Number

Leasing

Leasing Description (Optional)

Appliance Information

Appliance Description (Optional)

Appliances Inlcuded

1

Refrigerator
2

Range
3

Dishwasher
4

Washer and Dryer
5

Smart Home

Appliance- Dryer Fuel Source

Appliance- Range Fuel Source

HVAC Information

HVAC Description (Optional)

HVAC- Fuel Type

Air Conditioning

HVAC-Furnace Filter Size

Utilities Information

Utilities Description (Optional)

Utility-Electric-Paid by

Utility-Electric Provider

Utility-Gas-Paid by

Utility-Gas Provider

Utility-Trash-Paid by

Utility-Trash Provider

Utility-Water-Paid by

Utility-Water and Sewer Provider

Landscaping and Lawn Care Program

Amenities

Amenities Description (Optional)

Building Amenities

1

Air Conditioning (AIRC)
2

Dishwasher (DSHW)
3

Pets Allowed (PETS)
4

Tennis Court (TNCT)
5

Assigned Covered Parking (PRKC)
6

Disposal (DISP)
7

Pool (POOL)
8

Views (VIEW)
9

Assigned Outdoor Parking (PRKO)
10

Fireplace (FIRE)
11

Section 8 Accepted (sec8)

Unit Amenities

1

Air Conditioning (AIRC)
2

Disposal (DISP)
3

Private Entrance (PRIV)
4

Views (VIEW)
5

Washer/Dryer in Unit (WADR)
6

Balcony (BLCN)
7

Fireplace (FIRE)
8

Rently Blue Locks (RBL)
9

Walk in Closets (WIC)
10

Dishwasher (DSHW)
11

Pets Allowed (PETA)
12

Smart Home (SMTH)
13

Walk in Pantry (PTRT)

Allow Pets

Parking

Parking Description (Optional)

Parking Availability

1

Garage
2

Driveway only
3

Street Parking
4

No Parking

Parking Notes

Insurance

Insurance Description (Optional)

Insurance Provider

Insurance Provider Contact Name

Insurance Phone Number

Please attach W-9

Include additional information below

Portfolio Creation

Click on the link to watch a video of how to create an Owner and Portfolio in PW:

Access the here

1

Create Portfolio/Owner in Propertyware
2

Attach the completed W-9
3

Enter Tax ID
4

Verify Name

Accounting Set-up

1

Bill Start-up Fee
2

Attach PMA to each property in PW
3

Enable portal login for owners

Utility Transfers:

Transfer necessary utilities into your company’s accounts

Determine what utilities need turned on

Need to determine first, if there is a tenant.

If the property is vacant, all utilities are turned on in our name immediately.

If a tenant exists, we will not turn on any utilities unless specifically directed to do so.

Electric Provider

Water Provider

Gas Provider

Any other Providers (Storm water, Sewer, Trash, etc)

Turn on Electric

If electric provider is IPL, then add to our master account, by using the email below, with account number 1983707.

Turn on Water

Turn on Gas

Franchisee Tasks:

Send Insurance Requirement Task

Insurance Verification

HOME OWNER INSURANCE VERIFICATION FORM

It is a requirement of our company that our property owners name {{form.PMI_SantaCruz}}, as an additional insured or other interested party on your liability insurance policy.

Please complete this form, send to your insurance company and {{form.PMI_SantaCruz)}}.

The required amounts are as follows:

$300,000.00 for a Condo or PUD.
$1,000,000.00 for a Single Family Residence.
$2,000,000.00 for a Single Family Residence with a pool or spa.

HOME OWNER INSURANCE VERIFICATION FORM

Owner(s)

Subject Property

Name of Insured

Signature

Name of Insurance Company

Name of Agent

Phone Number of Agent

Policy Number

Limit of Liability Coverage

Please send the below email to PMI & the Insurance Agent. If you select ‘send’ the email will open up in your mail client filled with the below information.

Portal

Ensure owner has logged in to portal/set up banking and enter all form/data into PW, create appropriate billing tasks and melds.

Keys

1

Collect keys/remotes
2

Order locks to be rekeyed

Locks

If Vacant, lock hardware will need changed to PMI lock system.
Primary entrance should be updated to Schlage keypad lock hardware. Set code to 1968. All other doors should be updated to Schlage SmartKey deadbolt and/or Doorknob.

Do Not Exceed $400 on this work order.

1

open meld “Change Locks to PMI locking system” and assign to PMiSantaCruz
2

Otherwise arrange for locks to be changed

Insurance Verification

Per the PMA, the owner has 15 days to add us as an additional insured and for us to get their insurance certificate.

Leases

Current Leases received from owner(if applicable), and follow Leasing process for books team.

Welcome Letter

Send Welcome Letter to current tenants (if applicable)

Onboard an Existing Tenant:

Security Deposit Transfer

Where will the tenant’s security deposit come from?

The Owner has the security deposit:

1

Create a journal entry on the tenant ledger for the security deposit
2

Create a journal entry on the owner ledger for the security deposit
3

Send Owner email about the security deposit

The Previous PM has the security deposit:

1

Create a security deposit charge on the tenant ledger
2

Use the check sent by the previous PM to pay the charge
3

Send email of successful transfer of funds

The deposit is to be transferred to us at closing by the title company:

1

Create a security deposit charge on the tenant ledger
2

Use the check sent by the title company to pay the charge
3

send email of successful transfer of funds

Open a tenant onboarding checklist. Be sure to select the “Existing Tenant, New Property”

Be sure to not charge a leasing fee when creating the lease.

Maintenance:

Work order to change locking system (only if Vacant)

Onboarding inspection scheduled

Schedule and compete inspection only after:

PMI Locking systems has been installed
Utilities are all turned on. (should be sent in comments to update you)

Overview on Inspections the PMiWAY

1) Complete Onboarding Inspection in Z-Inspector.
2) Generate a recommended scope of work to bring the property to rent ready status. Upload that scope in this work order.
3) Meet with Owner (phone, zoom, or in person at property) to discuss the scope, quote, etc. Make any final updates to the scope, and submit for approval.
4) Once approved, complete all work within scope. Submit invoice that will be approved only after the Rent Ready Inspection has been completed.

Repairs

Repairs and Turn Maintenance competed, see PMiWAY for more detailed instructions:

Click here to access PMiWAY

Entering Invoices

Follow PMiBOOKS task of ‘entering invoices’:

You can access that here

Insurance

1

Additionally insured verified
2

Enter Insurance Verification into PW

Property

1

Sign in yard
2

Photos/video scheduled/executed. For details and best practices, click here: https://sites.google.com/propertymanagementinc.com/residential/residential-resources/property-marketing/property-photos?authuser=0
3

Pictures of property loaded in propertyware and ready to publish. Click here for more details: https://sites.google.com/propertymanagementinc.com/residential/residential-resources/property-marketing/market-through-propertyware?authuser=0
4

Lockbox on door. Click here to see the processes for Tenant Turner: https://app.process.st/templates/Tenant-Turner-Processes-qZI6aCoxqKdkLtKD-ulHJA/view

Marketing

1

Marketing set to be turned on through PW/Tenant Turner (*more needed), https://sites.google.com/propertymanagementinc.com/residential/residential-resources/property-marketing/market-through-propertyware?authuser=0
2

Double check syndication on their website and fix any errors (through PW)

Complete Marketing. This task should only be done after the Rent Ready Final Inspection is complete.

1

Photos
2

Sign in yard
3

Update Marketing in Propertyware
4

Preview Listing on Rently/Tenant Turner
5

Mark this meld complete

Owner:

Reserve & Contribution

Owner Reserve/Contribution will be handled upon collection of rent – through portal ideally

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