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 manage, track, and if applicable, generate revenue from community-owned assets like parking spots, golf carts, or garden plots. Administrators can customize these community asset types during the setup process by selecting different durations, fee amounts, and custom fields. This user guide outlines how to create community asset types and linked assets for your community.
For an overview of the Asset Management feature, refer to the guide below:
Asset Management Overview
1. Select Setup from the Welcome menu in the top right corner.
2. Pick Asset Management from the main menu.
3. From the Community Asset Types tab, select Add New.
4. Enter a name for the Community Asset Type. This is what users will see on the drop-down menu when requesting an asset.
5. Determine if the Community Asset Type has a Linked Asset. If so, an additional step will be added to the New Community Asset Type form.
Linked Assets: the underlying objects associated with Community Asset Types. For example, a parking permit (Community Asset Type) requires a Vehicle (Linked Asset).
6. Select the Community Asset Duration. This is the length of time the community asset will be assigned to the resident.
Annual Lease: A lease term with a defined start date and end date which lasts for one year less a day. For example, a lease starting on July 1 will end on June 30 of the following year.
Unrestricted Duration: A lease without a defined end date, allowing indefinite usage or ownership of the community asset.
7. Enter the Fee Amount or select Free Community Asset Type is there is no fee associated with the asset.
Steps 8-11 Only for Annual Lease Assets
8. Select the Start Date for the lease period. The end date will then be auto-populated to 364 days later.
9. Determine if you would like the Community Asset Type to be renewed on a yearly basis. If so, enter the Renewal Fee Amount for next year and select the Renewal Availability Start Date. This is when the community asset type will be made available to residents. For example, if golf carts are leased annually (Jan. 1 - Dec. 31), the renewal availability might be set to Nov. 15th allowing a few weeks before year end to request/approve next year's golf cart leases.
10. Determine if you want to send Reminder Renewal Notifications to residents. These notifications will be sent to all users with access to the Asset Management feature (not just those that have leased the asset). The Reminder Date will be auto-populated to the Renewal Availability Date but you can update it as needed.
Note: Individual emails preferences will override this setting. Meaning if someone has unsubscribed, they will not get the email.
11. Determine if you want to enable a Grace Period for the lease and if so, select the date when the Grace Period will end.
Grace Period: A grace period keeps a community asset lease active after the lease expiration date, preventing auto-deletion and allowing extra time for renewals.
Note: the system will automatically update the lease start/end date, renewal availability date, reminder date, and grace period date to 1 year later after the first renewal period. If new pricing is required after the first renewal period, you will have to manually update it on the setup page.
12. Add Introductory Text for the Community Asset Type. This text will appear on the Community Asset Request Form after a user selects the asset type.
13. If applicable, add Custom Fields to the Community Asset Request Form by selecting Add another. Enter a Label and Tooltip Text for the field and then select a Field Type. Each Field Type has default Duplicate Options and Resident Permissions but you can revise them as needed. Continue this process until all your Custom Fields have been added and then select Continue: Add a linked asset type.
If there is no Linked Asset, select Continue: Complete Setup and proceed to Step 18.
Steps 14-17 Only for Linked Assets
14. Pick either Select Existing Asset Type or Create New Asset Type.
Select Existing Asset Type: If you have created other linked assets types, they will be listed in a drop-down menu for you to pick from. You can opt to create a new asset type if you do not want to use an existing one.
Create New Asset Type: If you have no existing linked assets types, you will be defaulted to this option and have to create the fields for the linked asset type section of the Community Asset Request Form.
15. Enter a name for the Asset Type. This label will be added to the Linked Asset the resident creates.
16. Add Introductory Text for the Asset Type. This text will appear on the Community Asset Request Form when the user creates a Linked Asset.
17. Add Custom Fields for the Linked Asset by selecting Add another. Like before, enter a Label and Tooltip Text for the field, select a Field Type and update the Duplicate Options and Resident Permissions as needed. Continue this process until all your Custom Fields have been added then select Continue: Complete Setup.
18. Review the summary of the Community Asset Type settings you just configured. If no changes are required, select Save Community Asset Type.
The Community Asset Type, and if applicable, Linked Asset Type have now been created.
Additional Resources
- How to Enable Asset Management Permissions
- Asset Management Request, Approval & Payment Process
- How to Request a Community Asset on Behalf of a Resident
- How to Approve, Decline or Delete a Community Asset Request