How to Request a Community Asset on Behalf of a Resident

This guide is for version two of the asset management feature. If the images below do not match your view, refer to the version one user guides.

Asset Management allows communities to track and manage their community-owned assets like parking spots, boat racks, or storage spaces. Typically, residents submit requests to purchase, lease, or use these assets, but on occasion a staff or board member may need to submit a request for them. This user guide outlines how to request a community asset on behalf of a resident in your community.

The example below is for a Community Asset Type that is leased annually and requires payment. The process will be the same for paid Community Asset Types that are not leased annually and have slight variations (referenced below) for free leased or bought Community Asset Types.

For an overview of the Asset Management feature, refer to the guide below:
Asset Management Overview

1. Pick Asset Management from the main menu.

2. Select Request Community Asset for the Asset Management dashboard.

3. Select the Community Asset Type from the drop-down menu and enter any additional details about the request (e.g., the vehicle the permit is for). Then, pick the Unit and User the request is for and if applicable, fill in any custom fields (e.g., permit number for the parking pass). Once completed, click Add a Linked Asset.

Note: A Community Asset Type may have multiple lease periods listed in the drop-down menu, ensure you select the appropriate date range.

4. Some Community Asset Types have an underlying object they are associated with, which is referred to as a Linked Asset. For example, a parking permit (Community Asset Type) requires a vehicle (Linked Asset).

If the Community Asset Type does not require a Linked Asset, you will automatically proceed to Step 5. If the Community Asset Type does require a Linked Asset, pick either Select Existing Asset or Create New Asset and fill in the applicable fields. Once completed, click Review and Add Payment Details.

Select Existing Asset: If the residents has already created assets that can be used for this request, they will be listed in a drop-down menu for you to pick from. You can opt to create a new asset if you do not want to use an existing one.

Create New Asset: If there are no previous assets for this type of request you will be defaulted to this option. Refer to the Introductory Text for any relevant instructions.

5. Review the payment summary for the request. Then, select Credit Card, Bank Transfer, or Offline Payment, enter the payment information, and click Proceed to Confirmation. If the Community Asset Type does not require payment, you will automatically proceed to Step 6.

Note: Offline Payments is not configured by default. You can configure it under Setup > Workspace Settings > Cash Payment Types.

6. The Community Asset Request has now been created. If you have permission to approve asset request, the request will be automatically approved and payment will be processed. To see your request details, click Review Request Details.

For more information on approval/payment statuses, refer to the following guide: Asset Management Request, Approval & Payment Process

7. While the request is pending approval both you and the resident can Edit or Delete it as needed. If the request was automatically approved, only administrators with permission to Edit or Delete asset requests will be able to Edit or Delete the request.

Note: Deleting a request does not initiate a refund. You will have to manually process that through your payment provider.

8. You will now see the Community Asset Request on the Asset Management dashboard.

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