Loftyworks 1.8

Introduction

Important: Please note that the availability of certain features outlined in these release notes will vary depending on the package and add-ons that you have purchased as well as the account type that you have (admin/standard user). These features are subject to change at any time. 

Release Date

These features will be available on Wednesday, June 26^th, 2024 

Summary

• Scheduled Tasks
• Property Summary Page
• Template Letters

Walkthrough Video

Scheduled Tasks

This new feature will allow you to schedule a task on a particular day, with a particular frequency, for a particular property.

To access and create a Scheduled Task, go to Settings > Task Configuration and create “+Create Scheduled Task”

Once created, a Scheduled Task can be toggled as Active and Not Active. Inactive tasks will be stored in the “Not Active” tab, so a user can toggle it back to Active if they want to run it again.

 To delete the Scheduled Task, you can click the trash icon next to the task you want to delete.

Property Summary Page

The updated Property Summary page gives you everything you need to know about a property in one click.

Old vs New Property Page

The new Summary tab in the Property screen displays the most relevant information in a dashboard setting.

Dashboard tiles:

• Current Tenants
  • You can directly contact the current tenant. Choosing “Compose New Letter” allows you to contact the tenant via Whatsapp, Email, or the Portal. There is also the option to contact the tenant via Template Letter, which is another feature in this release that will be explained later in this article.

• • Clicking “View” under Contract opens a pop-up showing the tenant’s contract.
• Landlords
  • You can directly contact the Landlord the same way as with the tenant.

• •  Clicking the vertical ellipsis allows you to edit the landlord information, where you can change the primary landlord, or add an additional landlord. 
•  
  • Clicking on “Split Pay-Outs to Landlords” allows you to allocate the percentage of pay-outs to each landlord, provided the percentage adds up to 100.
• Property Manager
  • Team member on the account who is appointed as main contact for the property
  • You can directly contact the assigned property manager

• Depending on your permissions, you can change or add the property manager for the building.

• Open Tasks
  • Any open tasks related to this property will display in this tile.
  • Problem reports will also be displayed in the Open Tasks
  • Clicking on “View All” will take you to the new “Tasks” tab within the Property Summary page

• Documents
  • Shows all the documents attached to this property, split into three statuses:
    • Expired
    • Expiring
    • Valid
  • Clicking “View All” will take the user into the Document section of the Property page

Marketing

The “Details” tab in the Property screen has been renamed to “Marketing”.

Old Details page vs New Marketing page

Content-wise, there are no significant changes to the Marketing tab from the Details tab. In the side-by-side comparison, there are only slight differences with layout.

Tasks

The tasks page replaces and expands on the previous Problem Reports tab. This page shows all the tasks and reports attached to the property.

There are three types of tasks that are accessible: Open, Scheduled, Archived. If you click the “+” button, in any of the task types, you will have the option to Create Task, Create Scheduled Task, and Report an Issue.

Create Task

Once you create a task, it will end up in the Tasks page. Note that you can assign any property to the task, but you can find the task in the Property page of the assigned property.

Create Scheduled Task

Once you create the scheduled task for a property, you can find it in the “Scheduled” section of that property’s Task page.

Toggle Status of Scheduled Task

You can toggle a scheduled task as Active and Inactive. Once an active scheduled task has been made inactive, it can be found by filtering the list to “Not Active”. Then, you can toggle it again to restore it to active.

Create a Problem Report

When you report a problem, the record will also appear in the task lists for the property.

Archiving a Task Item

You can archive a task item by clicking the archive icon. The item will then move to the “Archived” status, where you can unarchive it by clicking on the same icon. The item will then move back to the “Open” status.

Edit a Task

To edit a task, you can click the edit button on that task. This opens the task itself, and you can click on the edit button again to fill in your edits. After updating, closing the window of the task itself will bring you to the Tasks section outside of the Property page.

More

Activity, Conversation History, and Audit History are now condensed into a dropdown titled “More”.

Template Letters

Writing an update to a landlord? What if you have multiple landlords you must reach out to? With the template letter feature, you would only need to write the update once, then you can mass send it to any landlord in the same situation.

The templated letter feature gives the ability to create templated communication for a variety of purposes.

Example of a Template Letter

Templates can be created by going to Settings > Template Letters, then clicking the +Add New button.

Dynamic Variables

With this update, we are introducing Dynamic Variables, which will input values in the templates based on the letter recipient.

If you input a Dynamic Variable into a template, such as $Landlord_FName$, which is the landlord's first name, it will give the first name of the landlord that this template letter is directed to. That way, you can mass send these letters to landlords without needing to manually change the landlord's name in each email.

Once the template is created, there are then various ways to send them out. 

Send Template Letter through Contracts

As shown in the images above, if your email is not connected, or the contact does not have an email in record, the Template Letter option will be greyed out and an instruction pop-up will appear when the user mouses over the button.

Send Template Letter through Tasks

Send Template Letter through Leads

Send Template Letter through Contacts

Send Template Letter through Property

Questions?

Thank you for taking time to invest in your LoftyWorks learning. We hope you enjoy our best-in-class Property Management software. If you have any questions, comments, concerns, quips, queries, or quandaries, please email support@loftyworks.com.