Asset Management Request, Approval & Payment Process

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.

The community asset request process varies based on if you're a Resident, Staff Member or Community Administrator. Each user types has different permissions and as such different privileges in the system. This user guide explains the community asset request process for each group type, distinguishing between Paid and Free Community Assets, and outlines the different approval and payment statuses for community asset requests.

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

Request Process by User Type

1. Residents (e.g. Owner, Renter)

In most cases Residents submit their own community asset requests. These requests have to be reviewed and approved by an administrator before the asset gets assigned to the resident. When a Resident submits a community asset request, the process is the following:

Paid Community Assets

1 Resident creates request including payment Info. 2 Resident's payment is pre-authorized 3 Admin. approves the request 4 Resident's payment is processed 5 Resident is assigned the asset.

Free Community Assets

1 Resident creates request 2 Admin. approves the request 3 Resident is assigned the asset

2. Staff Without Approval Permissions (e.g. Security)

There are several Asset Management permissions available to staff-level user groups. In some communities certain staff members, like Security, might be given view and create permissions but not approve or delete permissions. Meaning, they can create a community asset request on behalf of a resident but cannot approve it. In this scenario, the process is the following:

Paid Community Assets

1 Staff creates request including payment Info. 2 Resident's payment is pre-authorized 3 Admin. approves the request 4 Resident's payment is processed 5 Resident is assigned the asset

Free Community Assets

1 Staff creates request 2 Admin. approves the request 3 Resident is assigned the asset

3. Administrators With Approval Permissions (e.g. PM, Board)

Community Administrators have full Asset Management permissions, meaning they can both create and approve a community asset request. While residents or staff are typically responsible for creating requests, on occasion administrators may need to create them, like when they receive a cash or cheque payment from a resident. When Administrators create community asset requests, the process is the following:

Paid Community Assets

1 Admin. creates request including payment Info. 2 Request auto-approved & Resident's payment is processed 3 Resident is assigned the asset

Free Community Assets

1 Admin. creates request 2 Request auto-approved & Resident is assigned the asset

Approval & Payment Statuses

There are several approval and payment status combinations for community asset requests. The approval status depends on the type of action performed and by whom (e.g. request created by a resident = Needs Approval). The payment status depends on the payment method and validity (e.g. credit card with insufficient funds = Failed). The chart below outlines the possible status combinations you will see for community asset requests.

Action	User Type	Payment Type	Approval Status	Payment Status
Create Request Edit Request	Resident Staff	Bank Transfer Credit Card	Needs Approval	Pre-authorized
	Resident Staff	Free	Needs Approval	-
	Staff	Cash	Needs Approval	Paid
Create Request Edit Request Approve Request	Admins.	Bank Transfer	Approved	In Progress Bank Transfers start In Progress then updates to one of the statuses below
		Bank Transfer Credit Card Cash	Approved	Paid
		Bank Transfer Credit Card	Approved	Failed
		Free	Approved	-
Decline Request	Admins.	Bank Transfer Credit Card	Declined	Cancelled (Pre-authorization Voided)
Decline Request	Admins.	Free	Declined	-
Delete Request (before it was approved)	Resident Staff Admins.	Bank Transfer Credit Card	Deleted	Cancelled (Pre-authorization Voided)
		Bank Transfer Credit Card	Deleted	Failed (Bad Payment Info.)
		Free	Deleted	-
Delete Request (after it was approved)	Admins.	Bank Transfer Credit Card	Deleted	Paid
		Bank Transfer Credit Card	Deleted	Failed
		Free	Deleted	-
Asset Lease Period Ends	-	Bank Transfer Credit Card Cash	Expired	Paid In Progress Failed Cancelled
Asset Lease Period Ends	-	Free	Expired	-

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