The SmartMy Lease Staff app
Property managers, leasing agents, inspectors, maintenance, housekeeping and the front desk run the day from a phone. The app opens on Today and its Menu holds the same places as the web's Lease menus.
PLANSFrom Growth
Built and in testing, not in the app stores yet.
The problem it solves
- Inspectors write on paper and type the check in back at the office.
- Maintenance staff learn of new requests by phone call.
- Meter readings and cheque collections are noted in a diary and lost.
- An agent at a viewing cannot record what the prospect said until evening.
How it works
- Staff with a Lease role sign in with their web login or a passkey. The first time, the app asks for your organisation's server address.
- Today shows who moves in and out (leases, stays, memberships) with Move In and Move Out, and the checks still open.
- Portfolio > Units finds a unit by name, code or status, or by Scan on its QR label. From a unit, Inspect starts a routine inspection and Report a Repair logs a request.
- A check is done on the phone: check points, photos, readings, the item list, damage with photos. Then come the signatures of the tenant and the staff member, then the PDF.
- Operations holds Maintenance Requests, Housekeeping and Utilities > Meters; Billing > Collection > Cheques; Leasing > Finding Tenants > Viewings, where "+" logs a walk-in.
- Approvals shows what waits for the person to approve, such as work orders.
Everything it does
Today and Units
- Today: moving in, moving out, checks open and checks waiting for the tenant to sign, with counts on its card
- Units: search, filter by status, Scan the QR; status, rentals, keys and cards, checks, open requests and meters
- Inspect and Report a Repair from the unit
Operations
- Maintenance Requests: Mine or All; take, start, put on hold with why, done with what was done, close, reopen; photos before and after
- Housekeeping (Scale): Start Cleaning, tick the steps, photos, linen and amenity packs used, an issue, Done
- Utilities > Meters: scan or search, type the reading with a photo; a reading lower than the last is refused
Leasing, Billing and Co-working
- Viewings: the next seven days; Viewed or No show, interest and what they said; "+" logs a walk-in enquiry
- Cheques: To collect, To deposit, Bounced; Collect with number, bank and a photo
- Co-working > Check-ins (Scale): find a member, Check In and Check Out, record mail; the member is told
How the app is built
- The Menu shows only what your organisation uses and the person's role allows
- Messages and the inbox open the check, repair request or cleaning job
- Spot Damage with AI and reading meters with AI: only where the AI side is switched on
Who uses it
Property manager and inspectorDoes move-ins, move-outs and inspections with photos and signatures.
Maintenance and housekeepingWork their requests and cleaning jobs.
Leasing agentHolds viewings and logs walk-ins.
Front deskChecks members in and out and records their mail.
Where you use it
- The SmartMy Lease Staff app for iPhone and Android, with the Menu (built and in testing, not in the app stores yet)
- Web: the same menus in the back office
- Not in the app: writing leases, billing and owners' money; staff do these on the web
- Not without signal: the app needs a connection; a step sent twice is done only once
- Not a chat: staff chat is on the web only
What you control
Settings
- The screens follow the features your organisation uses and the person's Lease role
Approvals
- Approvals in the app shows what waits for the person on any approval chain
Notifications
- Staff messages (new repair requests, cleaning jobs, checks) reach the app's inbox and open the record
- App push is built in and not switched on yet
Questions
Is the app in the stores?
Not yet. It is built and in testing. Until then staff use the same menus on the web from a phone browser.Can the tenant sign the move-in check on the staff phone?
Yes. The tenant and the staff member sign on the screen, and the check's PDF is made.Does it work without signal?
No. It needs a connection. If a step is sent again after the signal drops, it is done only once.Which plan has it?
Growth and above. Housekeeping and co-working check-ins come with Scale.Related features
CHECKS, DEPOSITS AND REPAIRSMove-in, move-out and inspection checks with photos and signaturesWalk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.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.OPERATIONSMeters, sub-meters and readings with unusual use flaggedKeep every meter and sub-meter of a building, with readings from staff, from tenants and from move-in and move-out checks. Each reading is checked by staff, and a sudden jump in use is flagged to the property manager.LEASES AND RENTPost-dated cheques from plan to bankPlan the year's post-dated cheques with the lease and collect them. Keep them in the safe, put them on deposit slips, and record each as cleared or bounced. A cleared cheque becomes a payment matched to its bills; a bounced one reopens the bill, adds the fee and tells the tenant.LETTINGEnquiries, viewings and the leasing pipelineEvery enquiry, from your listing pages, a walk-in or a call, lands in one board. Book viewings, record how they went, and follow larger lets as deals from first call to heads of terms and signing.TENANTSThe SmartMy Lease app for tenants, owners, members and guestsOne phone app for everyone you serve. Tenants see their home, bills and repairs; owners their units and statements; co-working members their check-ins and credits; guests their stay and door code.
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.