Managing Activities in AppFolio - Webinar

1 2015 © AppFolio, Inc. Confidential.

AppFolio Activities

February 24th, 2015


Presentation Details

Team: Diane Jubelt, Torri DeVries, Todd Smith

Duration: ~1 Hour

Recording: Webinar is Recorded, You will Receive Link

Follow-Up: Email will be Sent within 48 Hours


Agenda

• Activities Overview

• Managing Activities

o Adding Activities

o Using Labels

o Editing Activities

o Completing Activities

o Deleting Activities

• The Activities Report

• Upcoming Enhancements

• FAQ’s


Activities Overview


Activities: Ahhh The Possibilities….

The possibilities are nearly endless,

the goal was to create something simple, efficient & fast


Activities Overview

• Activities can be created for properties, units and tenants

• Once created, they can be edited & completed on the page they were created

• Labels can be added to activities to enable customized categorization

• Users with permissions to access its associated property or property group can

view and update the activity

• Permissions to view and update activities are based on the properties or property

groups users are assigned to

• The Activity Summary Report can be used to view all activities for properties a user

has access to

• The property, unit and tenant pages have the Activities Summary Report listed in

the right-side task pane on the page


Activities Uses

Scheduling Tracking Other

• Inspections

• Appointments (owners, prospects)

• Evictions

• Move out inspections

• New account photos

• Cleanings

• Installs / Updates (carpet,

appliances)

• Scheduled maintenance

• Work done on vacancies

• Expiring leases

• Renewals

• Inspections

• Appointments

• Time sensitive issues

• Important information

• Insurance renewals

• Dryer vent cleanings

• Carpet cleanings

• Smoke detector inspections

• Follow up on items (Work order

deadlines)

• Task reminders to the team

• Reminders for follow-up with

residents

• Checklist

• Use in account collections for

appointments with tenants,

deadlines, court dates


Activities Benefits• Saves time

• No need to store information or set reminders in another

location

• Everyone on the team or in the company knows what is

going on with any given property

• Keeps team organized

• Enables everyone in the office to see what is coming up

or has been done on a property

• Helps keep track of tasks without having to write notes

on paper

• Keeps everyone on the same page

• No need for a paper list

• Decrease confusion and duplication

• Schedule and track appointments without using an

outside calendar

• Ability to have multiple eyes viewing the “task” list of

things that need to get done and let multiple folks in the

office start working on them without needing to be

notified.

• Keep office up to date when unit will be ready

• Tickler system for entire property management

department

• Keep reminders in front of them so they don’t get off the

task at hand


Activities Feedback

One of our office

staff ran through the

office screaming

“finally!!!” Needless

to say, we LOVE it!!

ABSOLUTELY

LOOOOOOVE

THIS

FEATURE!

Very Helpful! I

can start using

this today.

Love this

feature! We can

use it for all

sorts of

reminders!


Managing Activities


Adding Activities

• Activities may be added

to tenant, unit and

property pages

• Users must have

permission to view the

record

• Activities added to a

tenant will be associated

with all tenants in the unit


Using Labels

• Create your own custom

labels

• Automatic matching to

keep labels consistent

• Activities report can

group on labels


Activity Status States

• The display of an activity

will change depending on

its status

o Grey = Completed

(when displayed)

o Red = Past Due

o Black = Open

• Activities are listed in

date order


Editing Activities

• Once an activity is

created, activities can be

edited and completed on

the same page they were

created

• Users with permissions to

access its associated

property or property

group can view and

update the activity


Activity Editing Notes

• Since users can view

each other’s activities,

occasions may arise

when one user is editing

or completing an activity

that is being edited by

another user

• In these instances the

system with provide an

onscreen notification


Completing Activities

• Check the box to the left

of the due date

• Activities remain in the

system and can be

viewed by clicking the

“Show Completed

Activities” link below the

box


Deleting Activities

• Activities can be deleted

at any time

• Deletion is permanent and when you delete an

activity, it can not be

retrieved


Activities Report


Activities Report

• Available on Reports

• The property, unit and

occupancy pages have

the Activities Summary

Report listed in the report

section on the page


Activities Report

• Primary location to view a

comprehensive list of

activities


Activities Report

• Enables multiple filter

options to adjust the

report to the desired data

• Supports multiple

customization options to

include desired fields


Demo


Upcoming Enhancements


Upcoming Enhancement: Statistics Page

• Adding a new section to

top of Statistics page

(under Start Page tab)

• Displays Pending (next 7

days) and Past Due tasks

• Clicking the items will

open the Activities report


Sneak Peak


Upcoming Enhancement: Service Requests

• Combine & manage

multiple work orders in

one service request

• In process of releasing

now

• Upcoming Webinar next

month

• Learn more in help now


Upcoming Enhancement: UI Update

Current Future



FAQ’s


FAQ’s

Is there a place in AppFolio to see all tasks?

• Not currently, though we are enhancing with summary on Statistics page

• Best place to view all activities in one place is the Activities Summary Report


FAQ’s

Are there any alerts for activities?

• Not currently, please submit as a product idea with Make a Suggestion


FAQ’s

How do I add an activity for a tenant?

• Go to the tenant’s page and scroll down till you see the “Activities” section

• Click the “Add Activity” button in top-right of the section

• This is same as for Property or Unit record


FAQ’s

How do I add my own categories for activities?

• Use the “Label” element when scheduling an activity


FAQ’s

How can I see a grouped listing of my categories?

• Run the Activity Summary report and customize to group by label


FAQ’s

Is this being recorded, can I access this information later?

• Yes, it is being recorded and you will receive a follow up email with link to

recording and presentation within a two days

• You can also access information in the help file


Summary


Summary

• Activities Overview

• Managing Activities

o Adding Activities

o Using Labels

o Editing Activities

o Completing Activities

o Deleting Activities

• The Activities Report

• Upcoming Enhancements

• FAQ’s


More Info

Help & Training Link

Top Right of Page

1. Access Help

2. Visit Forums

3. Submit Support Request

4. Make a Suggestion


It’s a Great Time to be In Property Management

We Look Forward to Working With You to Achieve Success


Thank You

Software

Managing Activities in AppFolio - Webinar