But sometimes—and especially at the end of the year, when your brain has left the building and you’re pretty tuckered out from the year—to focus on getting everything done. To help you out with that, we’ve got the master property manager checklist. It’s just a matter now of tick, flick, done! So if you’re wondering whether you’ve got your bases covered before you, we're here to help.
Let's get to it: Here's the best pre-holiday checklist for property managers—no matter which software you're using.
If you handle any receipting or trust accounting, take note of this sage advice from our Console Service Specialists: to avoid getting out of balance over the holidays, make sure you only try to receipt one day at a time. Be sure to reconcile to that day to avoid any errors in your receipting. That'll make it easier for you to spot something that doesn't balance.
We've compiled some more handy notes for those of you using Console Cloud.
Enter any notes about tenants, creditors, owners, maintenance, arrears—you name it—into the relevant place. Our workflows make sure that you can type and save wherever you need to, and the note will attach itself intuitively so your notes can be seen in all the right places.
You can now set and delegate tasks in Console Cloud. Click on the inbox icon in the top right of your Console Cloud window to open a list of all tasks. To make things easier to find, you can also filter these based on completion status, who assigned them, and who is associated with them. Oh, and don't forget: you can associate these tasks with properties, so that if someone checks that property's details, they'll see any tasks associated with it. It's a good way to make sure nothing is missed!
If you haven’t already done so, we recommend you open the Arrears workflow from the main menu and take a look. Trust us on this one—it’ll make it much easier for you and everyone else to see where each tenant is up to. Tick to set up automated reminders via email and text, and edit the automated message as suits you.
Get your tenants using the Tenant App
This app is available through the Apple and Google app stores and shows your tenants the current status of their lease, expiry, and rent. They can also use this app to raise maintenance requests more easily with you, meaning you won't have to waste time chasing down photos and details.
Check into the compliance workflow before you go on leave
Long-neglected by Property Management software providers, compliance is a huge risk to the security and success of Property Management businesses. With our compliance workflow, you can easily see which items will be nearing expiry. Some smoke alarms or other items expiring while you're on leave? Assign a task to your colleagues to manage, or schedule ahead of time. It'll bring you that peace of mind that makes a holiday so much more enjoyable.
Set up office templates
Make your life easier with office templates. You can set these up under Settings > Templates. Identify what kind of party the message would go to (tenant, owner, creditor etc.) and the category of communication (Compliance, applications, arrears etc.) and draft your message. We’ve included easy merge field buttons to speed up the process.
Do disbursements from home (or wherever you are)
If you’re disbursing before Christmas, no dramas. And if you’re disbursing on the 31st of December, then you can also do that wherever you are. With Console Cloud, your work can be accessed from a web browser, so provided you have an internet connection you are good to go. You can also opt to send a statement to owners on disbursement.
Below is quick 101 on Gateway. And tor anything we don’t cover below, you can either click on Help in the main toolbar > then click on Knowledge Base inside Gateway to get more answers. Or, you can get in touch with our friendly Service team.
While there are about three ways to do this, probably the best one to make sure someone else sees it when they open a file is simply to create a post-it note right there in the file.
Open the Owner / Tenant / Creditor or Property File > click Actions (on the top toolbar) > New Note. Remember: don’t hit the X to close the note. Leave it up there on top of the file, and then hit Save and Close. The next person to open the file will see it. Believe us.
Create labels and send bulk emails
We get lots of questions at this time of year about how to send bulk emails with a Christmas letter (or storm + fire preparedness info), and how to create mail labels for Christmas cards. If this is you, here’s the Knowledge Base article showing you how to create labels, and here’s the one to send a bulk email. Although this second link is for landlords or owners, if you would like to send them to your creditors or tenants, it’s easy. Simply change step one in the procedure we linked to above to open the Tenants or Creditors view (instead of Owners), and then follow the procedure as usual.
Thinking of changing your PM software next year? Make sure you get a personalised Console Cloud demo for your agency before making a decision.
We get similar questions before Christmas about how to create labels for Christmas cards, and how to send e-cards to landlords as attachments to the December statements run. This is how to export a list of landlords and their address details to a CSV file, so you can begin a mail merge in Excel (or your office’s equivalent application).
Create labels for mailing Christmas cards
Send an e-card with your emailed statements
This one has a rather long set of instructions. If you want it emailed to you, let us know in the Live Chat box. If you’re viewing this article on a PC, you can click on it right now—it’s in the bottom right of this window!
Make sure you’ve followed these procedures in full before you begin processing any 2020 transactions. 31 December is the end of a year, the end of an era, and also (alas) just another end of month or period.
Your to-do list on January 2:
If you have access to online banking, print a statement from the closing date of your last bank reconciliation to end of trading on 31 December. If you don’t use online banking, you should arrange to pick up a statement on your first trading day of 2020 (for most people, this will be 2 January). If this applies to you, it’s best to get this sorted with your bank prior to Tuesday 31 December.
This statement must contain all transactions continuing from the last statement you have reconciled to the end of trading on 31 December. From here:
Pre-holiday checklist all done? You can now start processing 2020 transactions. Happy new year!
And that’s it. Once you've nailed your pre-holiday checklist, you're ready to say goodbye to 2019.
So from all of us at Console, we hope all our customers have a safe, restful and magical Christmas break, with all the joy the season brings. We are so looking forward to another brilliant year doing business with you.
Wondering what to read next? Get ahead of the new year by checking out 6 trends hitting the real estate sector in 2020, or reflect on the year that was with these 5 lessons for property management from 2019.