DoorSwap Training
You will spend 99% of your time in this program. This is our Property Management System where all of our rentals. First you will watch a video introducing you to DoorSwap, then there will be several guided tutorials to help you better understand many of the daily duties within the software.
Guided Tutorials
How to Make a Payment
40 STEPS
1. The first step is to open DoorSwap Property Management and click Edit Customer
2. Click Search Box
3. Type Customer Name and Press Enter. You can use parts of the name, in case you may not know how to spell the name.
4. Click Test Customer
5. Click Make Payment...
6. Click Select Type
7. Select Cash
8. Click Cash
9. Select Money Order
10. For Money Orders, put the Money Order Number in the Description Box. Click Payment Description to proceed.
11. Type Money Order Number
12. Click Payment Type dropdown
13. Select Check
14. Click Check Number
15. Type Check Number
16. Click Make Payment
17. Click Image or Download Now... to print the receipt.
18. Click X to close this window.
19. Click Make Payment...
20. To add a month, or multiple months, in the even that a customer wants to make an advanced payment before their next month has been posted to their account, click Edit... under the "Prepay".
21. Click Quantity box. To add 1 month, leave 1. To add 2 months, type 2. And so forth...
22. To add 1 month, leave 1. To add 2 months, type 2. And so forth...
23. Even before you add anything, it shows you an Estimate on how much you are adding. Inform the tenant, and once they confirm, click Save.
24. As you can see, those charges now appear under the Prepay Transactions. Click to proceed.
25. Click Payment Type
26. Select Credit Card
27. Click Cardholder Name.
28. Here you enter the name on the card, as it appears. Type Cardholder Name and Press Tab
29. Type Credit Card Number
30. Click Month dropdown.
31. Select Month of card expiration
32. Click Year
33. Select Year of expiration
34. Click CVV2.
35. These are the 3 Digits on the Back of the Visa, Mastercard, and Discover card. American Express has 4 on the front. Type the cvv2 number.
36. Click Make Payment
37. Click Download Now... or the Image to open the receipt to print.
38. Once you've printed the Receipt. Click X to close this window.
39. Once you are done, close the customer's account. Click X
40. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1867688/How-to-Make-A-Payment--And-add-months-
New Move-In
100 STEPS
1. The first step is to open DoorSwap Property Management and click on New Customer
2. Click First Name
3. Type First Name and Press Tab
4. Type Last Name
5. If the customer states this is for a business, put the Business Name here. A majority of your customers will not be businesses, so we'll leave this blank for now.
6. Click Address
7. Type Customer's Address here
8. Now the City
9. Type a City
10. Click State/Region dropdown
11. Select Mississippi
12. Click Zip
13. Type Zip
14. If the customer lists a HOME phone number, this is where you put it.
15. Most people have a Mobile/Cell Phone as their primary phone. Put that number here.
16. Type a phone number
17. Click Add Additional Contact...
18. Click First Name
19. Type the First Name of the customer's listed Emergency Contact and Press Tab
20. Type the Last Name of the customer's listed Emergency Contact.
21. If the customer lists the Emergency Contact address, put that here. Most won't or don't, so it's okay to leave this blank.
22. Scroll down to Mobile Phone
23. Type Mobile Phone number
24. Click Save
25. Scroll down and click Email
26. Type Email and Press Tab
27. You will notice that the email address will become their default Username. This will be used for their access to the Customer Portal for online access. Click here to proceed.
28. Scroll down to Autopay and click the dropdown. We do not require all customers to be on autopay at this time but we do recommend it.
29. Select Credit Card
30. The Draft Day is set for "Monthly Bill Day", while this can be changed, we typically leave it as the default and simply inform the customer. At their request, we may set it differently.
31. Click Name on Card
32. Type Cardholder Name
33. Click the Card Type dropdown and select the card type.
34. Click Card Number
35. Type Card Number and Press Tab
36. Select Year from the dropdown.
37. Click Month dropdown
38. Select Month
39. Ask if Billing Address for the that card is the same as their home address. Home address will auto-populate. If not, enter that information .Click Address to proceed
40. Scroll down to Birthdate and click Month(MM)
41. Select Month
42. Click Day(DD)
43. Select Day
44. Click Year(YYYY)
45. Select Year
46. Type Driver's License Number and Press Tab
47. Type Driver's License Expiration and Press Tab
48. Type State of Issue
49. Scroll to and click Lien Holder Name. This is where if they are storing a car that is financed or furniture or anyone that might have a Lien on any or all of the items stored in their unit, you would put their information here.
50. Type Lien Holder Name here. If they don't tell you, then "N/A" is sufficient.
51. "In order to be in compliance with our rental agreement, we ask that all tenants have some form of insurance. Most customers find that $9/month for $2,000 coverage is sufficient. Will that be enough?" Scroll down and click Insurance Proof Supplied
52. If they say "Yes" select No - StorSmart. More training on Insurance later.
53. Some of our customers might be Military Servicemembers or Dependent Spouses. This section covers the information for Military or Dependents.
Scroll down and click dropdown.
54. If the customer IS ACTIVE DUTY or RESERVE Military, select Yes. Otherwise, select No. For this, click Yes. You will also need to make a copy of the FRONT ONLY of the CAC (Common Access Card). This is kept on file for our records for the SRCA.
55. Type Military Branch and Press Tab
56. Type Commanding Officer Name
57. Type Military Base
58. Type Military ID
59. Type the phone number of the Commanding Officer and Press Tab
60. Type Social Secuity Number. Again this is for compliance with the SCRA.
61. Click Servicemember DOB.
62. Click calendar icon
63. Navigate until you find the year by clicking << until you find the right year. The < will change the months.
64. Click the day.
65. Select Military Exemption
66. These next few steps are part of the Marketing Information. These are crucial as decisions on advertising and spending are made based in part on these questions.
Scroll down and click Gender dropdown.
67. Select Gender
68. Select Age Group
69. Select approximate distance traveled to get to your facility.
70. Click What is stored dropdown
71. Click Reason for Storing dropdown
72. Click Why This Facility dropdown
73. Click How did you hear about us dropdown
74. Click Find Unit
75. Click bubble next to the unit that was shown to the customer.
76. Click Assign Selected Units
77. It is important to give a rundown of the charges for the first month that the customer will pay. Here you will see the Description of the Unit and the Billing Plan associated with it. Click highlight to proceed.
78. Here is the Insurance Billing plan. This is automatically added to every new move in. Remember, in order be in compliance with our rental agreement, the customer must have some form of insurance. This is our default plan and is added automatically
79. There is an admin fee applied to every new move in. Click to proceed.
80. We discount a disc lock for every new move in. It can be removed if the customer states they have a lock. Click Promo Lock to procced.
81. This is the balance that you will inform the customer BEFORE moving on. Click Balance: 127.35 to proceed.
82. Once everything has been explained. Click Save
83. After saving this will take you to the "Make Payment" screen. Click Payment Type to select method of payment.
84. Select Payment Method. For this example we will use Cash.
85. Click amount
86. Click Checkbox for Print Receipt if it is not already checked.
87. Click Make Payment
88. Click either Download Now... or the image.
89. Once you have printed the receipt from the Google Chrome print window. Click the X to close this window.
90. Click Lease
91. Click Settings
92. Scroll to and find Access Code
93. Type an Access
94. If the unit is a Climate/Temperature Controlled unit, select Yes. If not, select No
95. Click Save
96. Scroll back up to the top and click Generate Lease
97. Click Yes
98. Click highlight to open the area to print the rental agreement.
99. Once the rental agreement is printed and signed, this would be to close the window for the rental agreement. Click highlight
100. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1867568/How-to-Perform-a-New-Customer-Move-In
Vacate Unit
7 STEPS
1. The first step is to open DoorSwap Property Management and click Search By Unit Number..
2. Type Unit Number and Press Enter
3. Click Move Out...
4. Click Yes
5. This will open TWO Report Results windows. Print out the one that has both the NOTES and the ACCOUNT ACTIVITY. Like Receipts and/or Rental Agreement, click the Download Now... or the Image to open the file to print.
6. Click X to close the window.
7. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1867680/How-to-Move-Out-a-Unit
Transfer Unit
12 STEPS
1. In DoorSwap, Click Search By Unit Number..
2. Type Full Unit Number and Press Enter
3. Click Transfer...
4. Click the bubble next to the unit that the tenant will be transferring to.
5. Click Assign Selected Units
6. Not visible: A screen letting you know the new charges amount that should be paid today or will appear as a credit on the account. Click Save
7. If an amount is owed, it will go to the Payment Screen. Click the Payment Type dropdown.
8. Select Payment Type, for this, it will be cash. More on different payment types later.
9. Click Make Payment
10. Click Download Now or Image to open the print window for the receipt.
11. Once the receipt is printed, click the X to close this window.
12. That's it. You're done. Close the customer's account by clicking the X
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1867661/How-to-Transfer-Units
Insurance
30 STEPS
1. The first step is to open Pull up the customer's account and click Lease
2. Click Add Billing Plan...
3. Click Billing Plan dropdown
4. Select Insurance Plan requested by the customer.
5. Click Save
6. Click refresh
7. Click Make Payment...
8. Click Edit...
9. You will notice that it has been added. Click Insurance to proceed.
10. Inform the tenant of the New Balance. Click New Balance: 177.00 to proceed.
11. Click Save
12. Click Payment Type dropdown
13. That's how you add Insurance when it happens to fall on the same day as the Regular Billing Cycle....
But what if it doesn't???
14. Click Lease
15. Notice that the Billing Date is the 15th and previously it was the 8th. So the customer wishes to add the insurance PRIOR to his next billing cycle. Click Date to proceed.
16. Click Add Billing Plan...
17. Click Billing Plan dropdown
18. Select StorSmart $2,000 - 9.00 / 1 Month(s)
19. Click Save
20. Notice that the insurance was added to a billing cycle prior to the Rent.
Click Date to proceed
21. Click Overview
22. Click Make Payment...
23. Click Edit...
24. You'll notice this is showing TWO instances of Insurance and 1 month's rent. That's because the first one is adding for time from the 8th to the 14th. The second one...
Click 9.00 to proceed.
25. To correct this so the customer can pay today's addition of insurance only.
Click Dropdown
26. Select Day(s)
27. You'll notice that it changed the estimate and only included the Insurance that was added today for the period between today and the beginning of the next billing cycle. Click highlight to proceed.
28. Click Save
29. Take the payment as normal and print the receipt.
30. Close the customer's account. Click X and you're done!
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1867711/How-to-Add-Insurance
Autopay
51 STEPS
1. The first step is to open the Customer's Account in DoorSwap and click User Info
2. Click Credit Card
3. Click Credit Card Number
4. Type Credit Card Number and Press Tab
5. Click Month dropdown
6. Select a Month
7. Click Year
8. Select a Year
9. If the Billing Address is the same as their Primary Address on the account, click the Use Primary Address button
10. Click Save
11. Click Refresh
12. To ensure that it saved properly, click User Info
13. Click Credit Card
14. You should see the Credit Card number starred out except the last 4 and it greyed out where you cannot change it. Click Card Number to proceed
15. To remove the Credit Card information Click Clear
16. Click Yes
17. Click Save
18. Click highlight
19. To check, click User Info
20. If completed correctly, there will be nothing in these fields like you see. Now let's look at Bank Accounts. Click Credit Card to proceed.
21. From the Customer Overview, Click User Info
22. Click Bank Account
23. Click Name On Account field
24. Type Name on Account and Press Tab
25. Type Bank Name and Press Tab
26. Type Routing Number and Press Tab
27. Type Bank Account Number and Press Tab
28. Type Bank Account Number again and Press Tab
29. Click Save
30. Click Refresh
31. Click User Info
32. To ensure that the information was saved. You will notice that the Account Numbers have been *'ed out for financial security. You will NOT be able to see this information again. So you always want to make sure you are correct Click Bank Account
33. To make sure that Autopay is fully set, click General.
34. Click Autopay Method dropdown
35. If the customer used a Credit Card, Select Credit Card
36. If they are using a Bank Draft, select Bank Draft
37. Click Save
38. To REMOVE Bank Draft from Autopay, it's not as simple as the click of a button like Credit Cards. To proceed, click Bank Account
39. Click Name on Account
40. Hit Delete and Press Tab
41. Type Del on Bank Name and Press Tab
42. Hit Delete for Routing Number and Press Tab
43. Hit Del on Account Number and Press Tab
44. Hit Del on Confirm Account Number and Press Tab
45. Click Save
46. Click General
47. Click Bank Draft to change it to...
48. Select NET
49. Click Save
50. Click Refresh
51. That's it. You're done!
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1869004/How-to-Add---Remove-Autopay--CC-and-Bank-Draft-
Adding A Unit
28 STEPS
1. The first step is to open DoorSwap Property Management and click Search By Unit Number..
2. Type Unit Number and Press Enter
3. Click Add Unit...
4. Click Yes
5. Click Find Unit
6. Click the bubble next to the unit the customer wants to add.
7. Click Assign Selected Units
8. Scroll down and click Balance: 272.35
9. Click Save
10. Click Payment Type dropdown
11. Select Payment Type
12. Click Make Payment
13. Click Download Now... or the Image to print the receipt.
14. Click X after you printed the receipt
15. Click Lease
16. Click Settings
17. Scroll down and select Access Code
18. Type an Access Code
19. Click the dropdown for Temperatue Contrlled Space?
20. If the unit is Climate/Temperature Controlled, select Yes. Otherwise, select No.
21. Click Save
22. Scroll up and click Generate Lease
23. Click Yes
24. Click Download or the image.
25. Once you have printed out the new rental Agreement for the NEW Unit, click X to close this window.
26. Click Overview
27. Click highlight
28. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1867676/How-to-Add-A-Unit
Updating Account
30 STEPS
1. To update or add a contact to a customer's account, the first step is to open the Customer's Account in DoorSwap and click User Info
2. To update an existing Contact, click Change.. on that contact's label.
3. For this example, we are updating only their phone number. But you can update any of the information the same way. Scroll down and select text in Mobile Phone
4. Type a Phone number
5. Click Save
6. This will take you back to the Customer Overview screen. Click User Info
7. To ADD a Contact, you go to Contacts
8. Click Add Contact..
9. Click Contact Type dropdown
10. Select Emergency. If you are adding their WORK contact, then you would select Work. Permanent Address would be used for Military member or College student. Billing contacts can be added, but only under specific conditions.
11. Click First Name
12. Type First Name and Press Tab
13. Type Last Name
14. Scroll down and click Mobile Phone
15. Type Phone Number
16. Click Save
17. Click User Info
18. As you see, all contacts are now added. Click Contacts to proceed.
19. Click Overview to go back.
20. To Edit the Primary Contact Click Edit... from the overview next to the "Primary Contact" label.
21. For this example, they moved but only within the same town. However, this applies to any and all changed EXCEPT to whom the Primary Contact is. Scroll to and select text in Address line 1.
22. Type an Address
23. Click Save
24. When adding contacts and/or changing information of the Primary Account Holder/Contact, you MUST get an updated lease signed. For this reason, we MUST have them IN OFFICE or submit it by writing so we can compare signatures on file. Click Lease
25. Click Settings
26. To generate a new rental agreement, click Generate Lease
27. Click Yes
28. Click Download... or the arrow down image to print the new rental agreement.
29. Once the rental agreement has been printed and signed, click the X to close this window.
30. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1869029/How-to-Update-and-Add-Contacts
Correspondence
18 STEPS
1. With the customer's account open, in the lower left of the Overview there is a section called QUICK MESSAGE. Click the dropdown to open the menu.
2. Select the Notification to print or send to the customer. Some of these will print in the office, and others will be emailed to the customer.
3. Click Send
4. This is the message if the document will be emailed to the customer.
Click Issue
5. For printed ones, the same process applied, with one exception.
Click the Quick Message dropdown
6. Select Notification
7. Click Send
8. As you can see, this one states that a PDF document will be generated. This is a print in office document. This is used for specific documents that require the tenant to be in office or they happen to be there.
Click highlight to proceed.
9. Click Issue
10. Click the image or Download... to open the PDF to print.
11. Once printed, click X to close.
12. To view notifications and letters sent, either by the system automatically or by a manager, click the Correspondence tab.
13. If you just sent a letter, as I did for this tutorial, or if something doesn't look like it updated, always use the REFRESH arrow. Click refresh to proceed.
14. Click Correspondence to return to the Corresponsdence tab.
15. As you see, the EMAILED notice we sent can be found here, but not the printed one. This is because we should find the printed one in the customer's file. Click highlight to view the notice.
16. Since this was an emailed item, you see who it was sent to, who it was sent from, the subject and the body with any attachments. The body is there. Click X to close this window.
17. Close the customer account by clicking X
18. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1870569/How-to-use-Quick-Messages-and-View-Correspondences-
Discounts
21 STEPS
1. To add a discount to a customer's unit, first open the unit. Click Lease tab.
2. Click to highlight the Billing Plan.
REMEMBER: Select the UNIT's billing plan not the insurance.
3. Click Edit Billing Plan...
4. Scroll down to the Discounts section.
5. Check the checkbox next to the appropriate discount.
6. Click Save
7. Refresh the account.
8. As you can see, the discount has now been applied to the customer's account. Click the discount to proceed.
9. To remove a discount from an existing customer, it is the same process with only one difference. Start by clicking the Lease tab.
10. Click the Unit's Billing plan to highlight it.
11. Click Edit Billing Plan...
12. Scroll down to the discounts and click the checkbox to UNCHECK the discount.
13. Click Save
14. Refresh the account.
15. Click X to close customer's account.
16. There are times where we can add a discount at move in. Here's how that's done.
Click New Customer.
17. Once you have added the unit the customer is renting to the New Tenant form, click the arrow next to "Discount(s)" to expand this section.
18. Click the checkbox next to the appropriate discount.
19. Scroll down to the totals
20. Click discount to proceed.
21. With the new move in, finish it out as normal. Other than that...you're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1870589/How-to-Add-and-Remove-Discounts
Managing Work Orders
11 STEPS
1. To review, complete, and/or cancel work orders, start by clicking Manage Work Orders from the main screen.
2. To Complete a work order, check the checkbox next to the selected work order.
3. Click Complete to mark the work order completed and remove it from the work orders screen.
4. Click Yes
5. Click X to close the work orders screen.
6. To cancel a work order, start by opening the Work Orders.
7. Check the checkbox for the work order item you wish to cancel.
8. Click Cancel
9. Click Yes
10. Click X to close work order screen.
11. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1870525/How-to-Manage-Work-Orders
Reservations
47 STEPS
1. To create a Reservation click Reservations from the main screen.
2. Click Add Reservation...
3. Click Reservation Source dropdown
4. Select Source of Reservation
5. Type First Name and Press Tab
6. Type Last Name
7. Type email
8. Scroll down to Phone Numbers.
9. Type a Mobile Phone Number
10. Scroll down to Move In Date
11. Click calendar to set Move In Date.
12. Click Move In Date
13. Scroll down to Unit Type section
14. Click Unit Type Billing Plan dropdown
15. Select Size the customer is requesting.
16. Scroll down to estimate of pricing
17. Inform the customer the total amount of the unit. Be sure to let them know that this price could change as our prices can change daily. Click Price to proceed.
18. Click Save. And that is how to set a reservation for a Unit Type. Next we will set a reservation for a specific unit.
19. Click Add Reservation...
20. After adding all the information shown previously, First and Last Name, email, phone number, scroll down to Unit Size/Type section
21. Click Unit Name bubble.
22. Click Find Unit
23. Click Bubble next to the selected unit.
24. Click Assign Selected Units
25. Again, inform the customer of the current monthly rate of the unit they selected. Make sure that they understand the rate CAN change daily and if they wish to lock in this rate for 1 year they should rent this unit NOW. Click Price to proceed.
26. Once you click save, that's it! You now know how to set a reservation for a customer based on the Size they need OR set a reservation for a specific unit. NOW WHAT?
27. Customer calls and states that they need to change their move in date.
Find the reservation that either you have called about or if the customer called in. Click on the reservation to highlight it.
28. Click Edit Reservation...
29. Scroll down to Move In Date
30. Click calendar to change date.
31. Click single arrow to change month.
32. Click date
33. Once you click save, you have successfully changed the Move In date for an existing reservation.
Click Save to proceed.
34. Next we will look at what to do when a customer cancels their reservation.
Click reservation to highlight.
35. Click Edit Reservation...
36. If they customer wishes to cancel their reservation, simply click Deny
37. Input the reason that the customer stated. Type Reason for Denial
38. Once you click Deny, and you're done. That customer will be removed from the Reservation list. If they had a unit attached to their reservation it will be added back to available units.
39. Find the reservation to move in. Click anywhere on the reservation to highlight it.
40. Click Edit Reservation...
41. Click Approve
42. Once you click Approve it will shift to a New Move In and will automatically fill in all information that you have put into the reservation form. Continue as a new move in.
Click the New Customer window to proceed.
43. Notes are an important aspect of communication with managers and assistant managers, as well as corporate officers. To add a note to a reservation, scroll to the very bottom of the reservation info screen.
44. Click Add...
45. Type the notes
46. Click Save and you're done.
47. That is all of the reservation tutorials.
Click Save and you're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1870412/How-to-Deal-with-Reservations
Retail Sales
15 STEPS
1. To sell retail items, click the Retail Sales button from the main screen.
2. To select the Retail Item, click the SKU column dropdown.
3. Select Inventory Item
4. If they are only wanting one retail item, you can click "Checkout". If they are buying more than 1 of the same item, simply change the Quantity to the quantity that they are getting. If they are buying multiple retail items, click Add Line Item...
5. This will create a new line. Repeat the steps. Click SKU column dropdown
6. Select Retail Item
7. Click Checkout
8. Click Make Payment
9. To PRICE CHECK retail items. Start by clicking Retail Sales from the main menu.
10. Click SKU dropdown
11. Select Retail Item
12. In the lower right corner you will see the total with tax for this item. Make sure you click the red X to remove this line item. If you fail to do this, it will remove the item selected from inventory in the quantity selected.
13. This clears out the Retail Item screen.
Click window to proceed.
14. Click X to close the Retail screen.
15. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1870510/How-to-Sell-Retail-Items
Deposits
8 STEPS
1. Every day you have to create a deposit to close out the day for physical payments (Cash, Check, Money Orders, etc). To begin a deposit, click Bank Register
2. Click Create Deposit...
3. In this screen, you will notice all checks and cash taken in today.
Click the Amount to proceed.
4. Click Amount to proceed.
5. This is where the Cash is displayed for what you have taken in today. Click Cash Amount to proceed.
6. Once you have counted all of your cash and totaled your checks and they come out the same to the Total amount (located above the Save button), then you can proceed. If there is not a match, then you must double check deposit. Click Save
7. Once this is done, click X to close the Daily Deposit window.
8. That's it. You're done.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the top right corner before you begin) **https://www.iorad.com/player/1870545/How-to-Close-a-Deposit
