Approval chains
Work orders, tenant applications, fit-out drawings and charges wait for levels of approval, such as the owner of the unit for repairs over their limit. Each kind has a chain per Entity, with the managers as the first level.
PLANSFrom Growth
Built and tried on our test systems. Each chain comes with the plan that has the part it approves.
The problem it solves
- A plumber is paid for a large repair before the owner agreed.
- An application is approved by a junior agent on a rent the director never saw.
- A tenant's fit-out drawings are passed without the engineer looking at them.
How it works
- Pressing Approve on a work order, an application or fit-out drawings asks its chain. Charges to confirm wait on the Rental charge chain.
- With no set-up, each kind of request has a chain per Entity, with the property managers as its only level.
- You add levels, such as the owner of the unit only when a work order is over the owner's repair limit. Or a director above a rent.
- Pressing Approve then asks the chain; the approvers of each level are told and decide. Refusing cancels the work order, refuses the application or sends the drawings back with the reason.
Everything it does
What can go through a chain
- Maintenance work order: a draft or a vendor's quote; the property managers to start with; levels by amount
- Owner of the unit as an approver, and Over the Owner's Repair Limit (the management agreement's repair limit, or its emergency limit for emergencies)
- Tenant application: the property managers; levels by the offered rent
- Fit-out drawings: the property managers; refusing writes the reason as the drawing comments
- Rental charge made to confirm, such as a repair the tenant pays: the rental managers
- Owners decide on the portal under My Approvals
Which plan has which chain
- Every plan: maintenance work orders, and rental charges to confirm
- Growth and above: tenant applications, and the owner of the unit as a level on work orders
- Scale and above: fit-out drawings and asset changes
- The approvals engine is in every SmartMy account; each chain installs with the part it approves
Rules of the engine
- Requester May Approve: on for every chain the system makes, so whoever asked may decide a level they approve
- Any one approver of a level decides; add two levels for two signatures
- A new Entity copies the chains of its parent
Who uses it
Lease ManagerApproves work orders, applications and drawings at the first level.
OwnerApproves repairs over their limit on the portal, at a level you add.
DirectorApproves large repairs or rents at a level you add.
Where you use it
- Web: the Approve buttons on work orders, applications and fit-outs; Lease > Billing > Rent > Charges (To Confirm)
- Approvals > To Approve, the owners' My Approvals page, and Approvals in the SmartMy Lease Staff app. (Built and in testing, not in the app stores yet)
What you control
Settings
- Levels and approvers per kind of request and Entity; conditions by amount; Over the Owner's Repair Limit
Notifications
- Approvers of a level get a to-do and an Approval Waiting message, by email and in-app. New Work Order goes to the vendor once a work order is approved.
- Approval Waiting tries app push first, but no push sender is set up yet
Questions
Can owners approve repairs over their limit today?
Yes, from Growth. Add a level of Owner of the unit to the Maintenance work order chain, asked only over the limit. Owners decide on the portal under My Approvals.Who approves a work order with no set-up?
A Lease Manager, at the chain's first level, with the Approve button on the work order.Can the person who asked also approve?
Yes, at a level they are an approver of, because Requester May Approve is on for these chains.Related features
CHECKS, DEPOSITS AND REPAIRSRepair requests with service levels and work ordersTenants report repairs with photos from their page or the app. Each request gets a category and urgency, and respond-by and fix-by times from your service levels. It also gets work orders to vendors, a recharge to the tenant when they pay, and the tenant's rating.OWNERS AND CLIENT MONEYOwners approve repairs, with their own pages and appOwners sign in to see their units, how long each is let and their statements, on the web and in the SmartMy Lease app. From Growth, a repair over the owner's limit can wait for the owner's approval.LETTINGApplications by link with ID checks and a holding depositSend an applicant a private link to fill in their details, income, co-applicant, guarantor and documents. Record ID checks, screening and the holding deposit, decide, and make the draft lease in one step.COMMERCIALFit-out: drawings, insured contractor, completion and depositFollow each tenant's fit-out from drawings to close. Drawings are approved or sent back, works start only with an insured contractor, and the deposit is settled at the end.ACROSS SMARTMY LEASENotificationsTenants, guests, members, owners and vendors hear about bills, payments, cheques, checks, notices, repairs and lease dates, and your team hears what needs them. Email and the in-app inbox work with no set-up; a few rental events can also go by WhatsApp or SMS.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.