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Learning Objectives:
1. Recall how to create community asset types.
2. Summarize how to include custom fields.
3. Explain how to add linked asset types.
Video Script
Welcome to the Asset Management: Adding Community Asset Types Overview. In this video we will demonstrate how to create community asset types, add custom fields, and configure linked assets.
To get started, select Setup from the welcome menu. Then, select Asset Management from the main menu. This will open the asset management settings page where you can configure asset types for your community.
Begin by selecting the Community Asset Types tab. A community asset type is the product or service offered to your residents. These may be purchased, leased, or free for community members. To create a new community asset type, select Add New.
Then, enter a name for the community asset type. Next, determine if the community asset type has a linked asset. If so, an additional section will be added to the New Community Asset Type form. Linked Assets are the underlying objects associated with community asset types. For example, a parking permit is a community asset type, but the permit requires a vehicle, which is the linked asset.
Next, select the Community Asset Duration. This is the length of time the community asset will be assigned to the resident.
An Annual Lease has 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 is a lease without a defined end date, allowing indefinite usage or ownership of the community asset.
Next, enter the Fee Amount or select Free Community Asset Type if there is no associated fee with the asset. If you selected Annual Lease, input the Start Date for the lease period. The End Date will then be auto populated to 364 days later.
Then, 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 available for renewal by residents.
Next, decide if you want to send a Reminder Renewal Notification to residents. This notification will be sent to all residents with access to the feature, not just those that have leased the asset. The Reminder Date will be auto populated to the Renewal Availability Date but it can be updated to any date between the Renewal Availability Date and Expiration Date for the asset type.
Next, determine if you want to enable a Grace Period for the lease and if so, select the date when the Grace Period will end. A grace period keeps a community asset lease active after the lease expiration date, preventing auto-deletion and allowing extra time for renewals.
After configuring the annual lease options, add Introductory Text for the community asset type. This text will appear on the Community Asset Request Form after the user selects the asset type.
If applicable, add Custom Fields to the Community Asset Request Form by selecting Add another. For example, your parking permits may have a unique ID number or barcode that you want to track. Enter a Label and Tooltip Text for the field and then select a Field Type.
Some field types, like License Plate or Barcode have duplicate options you will need to configure. If you prevent duplicates, a resident will not be able to submit the asset request form if the information they entered is already connected to another asset request. If you make the field mandatory, the Resident Permissions must be set to View and Edit. Otherwise, you can customize this setting as needed. Continue this process until all your Custom Fields have been added.
If your community asset type does not have a linked asset, click Continue: Complete Setup. If it does have a linked asset, click Continue: Add a linked asset type. Then, pick either Select Existing Asset Type or Create New Asset Type. If you have no existing linked asset types, you will default to the Create New Asset option.
Begin by entering a name for the Asset Type. This label will be added to the Linked Asset the resident creates. Next, add Introductory Text for the Asset Type. This text will appear on the Community Asset Request Form when the user creates a Linked Asset.
Then, 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 and then select Continue: Complete Setup.
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. Linked Asset types are available under the Asset Types tab.
To revise a community asset type, select Edit. If the community asset type has already been assigned to residents, certain fields on the form will be locked. The same applies to linked asset types.
To remove a community asset type, select Delete. Deleting a community asset type will not generate a refund for any active asset requests. This will have to be done manually through your payment provider. Linked asset types will not be deleted with the community asset type.
That concludes the Asset Management: Adding Community Asset Types Overview. For more information on the Asset Management feature, please refer to our user guides.