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in this video we will discuss how to set up your site link program to do so you're going to go to company and then setup for many customers you are at the point where you've already had your tenants and your units brought into the software already regardless of whether or not you are a brand new facility with no units entered from a previous software or if you're converting from a previous software you will want to review this screen the first button is site information in here you want to fill in all of the primary fields which are in green your store name what you're doing business has your store address your city state and zip or postal code and phone number and fax if you don't have a fax put in the same phone number we have options in terms of what your business hours are on the right-hand side you normally don't need to focus on the store location we do have an option in the report section of site link to use a map function a Google map showing where your facility is located in your city or town if your facility is not showing correctly on that map then click the button that says update longitude and latitude from your address click OK to save the changes the next button is programmed defaults the program defaults screen has a lot of different options none of the options are right or wrong they're all choices that you can make know that with your setup even though the majority of the time when you have something set up you're going to keep that setting for an extended period of time know that you can certainly come back and change a setting at any point in time if you have the right to do so within the set up the first option in the general tab is your gate defaults in terms of your time pad in terms of your time zone and keypad zone typically you would have either 24-hour access or business our time zone choices think about what the majority of your customers are going to have for a time zone for example business hours choose the most facilities if you have a gate you have one gate that acts as the in and out for the facility leave all keypads if you have more than one gate you can create keypads in the gate setup of the setup screen to come and choose what your default keypad zone is minimum balance before a gate lockout ask yourself the question should someone be locked out of the gate if they owe a penny for many facilities the answer is yes so if that's the case put your minimum balance is zero if there's a certain balance that you feel is reasonable that a customer should owe in order to be locked out the gate let's say five dollars or $10 you can put that amount here for tax defaults if you have one tax rate then put that under tax one and put your tax to value as zero some facilities have a tax rate for their rent and then another tax rate for their point of sale or merchandise items if that's the case put the merchandise tax in tax to some areas for example in Canada depending on your province may have a federal tax rate and a provincial if that's the case put those respective amounts in tax one in tax to most customers for charge rounding are going to have it as zero but in Canada again where they do not have the penny any longer some facilities in Canada for the charge rounding to be a nickel for the security log on require the user to log on each time any of the following buttons is clicked move in payments transfer and move out credit cards ledger edit NSF checks leads if you are a facility that wants to be prompted every time you take a payment for example to log in then check this if not uncheck it so for example if you have one computer at your facility but you have multiple people working that computer that may be an instance where you would want to have this check so that you can be confident that a payment was taken by that specific person enforce PCI DSS credit card security standards selecting this feature enforces the use of character strong passwords that must be changed every 90 days if you want to have your password changed every 90 days and you want to be a strong password then check this box Auto refresh local data site link is going to look at any potential changes that have happened with another computer that you have at your facility or if a payment comes online it's going to look for that data periodically this number references how often it's going to choose or look for that change typically you're going to have this between 4 to 10 minutes for being the minimum storage form we have a storage form website which is located at storage form site link com if you do not want certain employees to have access to that form you can disable that screen for example if you have site manager you need to be a site manager or hire to access the form if you were quote-unquote below a site manager which would be user part-time or special or driver you could not see that or use that button the next tab is proration you're either going to be typically first the month or anniversary date billing choose whatever your default is so that you don't have to change it every time you do a move in 28-day billing I've only ever seen this use in Canada but if your 28-day billing which basically creates one extra rent charge a year then you would choose that as your default if your first month billing you have Pro rate options so if someone moved in on the first normally you would charge them a full month's rent if they moved in the second you'd pro rate them at some point typically you would decide that you would pro rate and charge next month's rent for example if someone moved in on the last day of the month most facilities would not just charge one day worth of rent they would charge a days with her friend and next month decide what that time period is for you so for example the 15th so you could say from the 2nd to the 14th we're going to prorate the rent the 15th onwards we're going to prorate and charge next month's rent that would be a typical proration schedule some people do until 19th and then on the 20th you prorate in charge next once rent the second month prorate would be that you charge a full month up front and then you prorate the second month you get more money up front paid through data typically your default would be changed for full payments on rent but we do have an option to change for partial rent payments in other words if someone was doing the first month and they paid you half the amount for the rent normally if you have this chosen to change for full payments on rent the paid through date would not change but if you have the second option chosen to change for partial rent payments it would move the pain through date halfway first the month billing typically you're going to prorate by month meaning if you're in a 30-day month you'll prorate by 30 days if you're in a 31-day month you probate by 31 days but we do have an option to prorate by 30-day periods and then with 28-day billing you could either prorate by 28 days or prorate by 7 days weekly move in for consistency purposes for with reporting I typically tell people to require the tenant to be moved in on today's date with that being said we do allow option to require the tenants to be moved in on today or future dates or allow tenants to be moved in on any past or future date recognize that when you do have backdating you're going to change reports historically concessions concessions is another way to say credit if you check allow setting rent below the standard rate you can do just that you can arbitrarily change the rents on the move in so for example if someone says that the rent at a facility down the road is cheaper you could match that rate allow setting user-defined recurring charges below the standard rates what is a user-defined recurring charge a user-defined recurring charge as a charge that is other than rent that goes on the account every month that could be an electricity fee that could be a water fee some people rent blankets sitelink will allow you to have up to 8 recurring charges and lastly we have require only using predefined concession plans if this is checked you could only choose from your disk plans for example military senior pay six months give the seventh month free you could not arbitrarily change someone's rent miscellaneous move in default to send invoices to new tenants so if you find yourself checking the invoice button every time you move someone in you don't have to you can collect default to send it to new tenants require marketing data I personally like this option I think it's very important to know how the people are finding out about you if you want to do that you can check requiring marketing data and you will have to to answer that when moving someone in charge the default administrative Fiat move in if you charge someone a fee automatically when they move in then check that option and then prompt to print lease if you want it to ask you to print the lease or move in check that document delivery I see a lot of facilities that are really pushing sending email as opposed to other delivery methods if you want to have that as a choice check email move out again similar to move in I would suggest that you required the tenant to be moved out on today's date for consistency with reporting purposes at the same time there are other options require the tenant to be moved out on today or future dates require the tenancy moved out on today's or past dates and then lastly allow tenants to be moved out on any past or future date with a maximum days backdating as a choice in other words some facilities will allow you to backdate for three days so if someone moved out on the weekend without telling you you could allow for a minimum of three days of backdating and then after that there is no more backdating that limits reports changing historically and then I would also suggest that if you had your maximum days backdating as two or three that you do not view or process your month end reports until after that time period has passed miscellaneous move out disable move out proration X amount of days after the start of the billing period so you may allow for prorating rent on move out for say five days but if you said it if you set it to disable at zero days it will gray out that option entirely prompt to print the tenants ledger history and notes if you want to have a hard copy of their notes and ledger history you can choose that for move out allow writing off bad debts and move out when someone moves out if they owe you money that's considered bad debt some facilities let that accumulate if you want to handle writing off bad debts at move out because you as a rule determine that you're not going to get paid typically when someone moves out that owes you money then you can check that option if not it will wait till the end of the month for you to write it off prompt to change and reuse gate access code every tenant is assigned a gate access code when they move out they no longer have access to that unit or that gate they can't use that gate code any long decade code any longer however that gate code by default is assigned to that person the reason being if they moved in again let's say you're later you could give them that same gate code again the problem is if you have a gate code setup that is four or five digits after using sitelink for some time you may find that when you move new people in it says that code is already in use it's not used by an existing customer it's associated to a previous tenant to work around that you can click the button to prompt to change and reuse gate access code so when you move someone out you can randomize their codes so their original code is available for a new tenant that moves in require exit survey data this is the inverse of the the marketing so when someone moves out you can ask them why they're leaving and that's tracked insight link for transfer charge the default transfer fee when transferring from one unit to another so if you charge a fee on the transfer you would want to check that option invoice how many days prior to the rent being due would you want it to prompt invoice typically I would see fifteen or twenty days but I'm also to see customers doing earlier on five days before as they feel that it is very close to the rental period and people won't forget to pay altum Utley it's up to you what you choose here charge the default invoice view and processing invoices you can have a fee associated with an invoice when you process it if that's a dollar fee for example if you want a location code to appear on the invoice then type in that code here what is your remittance address where do you want the invoice to be sent when it's paid you can click to use the site address unpaid charge of selection include all include unpaid charges for all billing periods or include unpaid charges for past and current billing periods typically customers would have include unpaid charges for all periods in other words what did they owe in the past which of the currently owe and what are they going to owe in the next billing period you also have an option to include unpaid charges for past and current billing periods but not future periods for the format most customers choose to detailed invoice all unpaid charges which will show live by online entries for every single charge that's on someone's account other for this depending on how many charges they have on their account potentially your invoice could be more than one page if you want to force it to be one page you can click the one-page invoice know that it will summarize data it will show your total rent your total late fees it will not have it line by line and then detailed invoice only charges that have not been previously invoice is the last setting for payment types you see the different default payment types that are here and you can choose whether or not they're allowed could they be reversed so typical reversals would be checks and credit cards and then when if it can be taken online obviously you would not take an online for a cash payment so you decide for each one is it used or not and what the name of it is for example you might not take Discover card if that's the case then you choose don't allow this payment type click on save if there's a payment method here that you don't use but you want to use a different method then you could change the name so for example you might not use money order but you might take paypal you could take money order highlight it and then change the description to paypal and click Save this does not mean that this is a direct integration to PayPal you'd still be taking payments through PayPal within its own system but you could show that a payment was taken outside the site link by choosing the payment type that's now called PayPal payments receipt printing typically people would have prompt before printing but you can have always print receipt or never print receipt receipt emailing you can do prompt before emailing always email receipt and every email receipt order of payments typically facilities would have oldest first which would pay in the order of rent late fee rent late fee but some facilities have chosen rent before fees or fees before rent or some states dictate that it needs to be that way ledger format typically you have the standard ledger that's our default way of looking at the ledger history report which is probably the most popular report for a for a tenant but we do have a different view called simple ledger so you can toggle between the two and to see which which view that you prefer miscellaneous items if the tenant has a credit card number on record show it when taking a credit card payment so if you have someone that may pay with cash one time a credit card another time they're not on auto bill but they may want to use their credit card you can have their credit card on file this is what this option allows prompt to print a partial payment reminder letter when taking a payment that leaves my balance due so if you don't pay your full rent it will come up with this checked to print the notice that states that they have not fully paid off their rent prompt to disable past you event handling when taking a payment that Lisa rent balance to the situation would be someone's due on the first of the month and they say is it okay if I pay half the month's rent and move out halfway through the month if you said yes if they pay half the month's rent they would be charged a late fee at a certain point in time or locked out of the gate because in this scenario you've made a deal with them and you're okay with moving out throughout the month you'd want to disable the past you of manhandling so they're not charged late fees are not locked out of the gate many facilities they'll let you pay half the month but you still owe for the full month no matter when you move out if that's the case then this this option would not be for you permit backdated charges are manually adding a new one I would not recommend this setting again for the fact that when you back date items you affect historical reports nonetheless that is an option that you can choose prompt to save auto bill information when taking a credit card payment so it's always a good option to put people on auto bill for many reasons but specifically they stay longer there's less people that are past you when you take a credit card payment if you want to be prompted to put them to auto bill then check this setting disable partial rent payments when account is this many days past you for many facilities they don't want to take partial payments so you could put that number to be one and you always have to take a full payment or for some facilities they might wait until someone's a month dude then they must pay the full month's rent then you'd put thirty in that case if you don't want to have the disable partial rep payments then leave that as zero reset past you events when partial rent payment brings account within this many days past you if you have some tenants that tend to always be one month late they owe for January they pay for January in February they now owe for February they pay for February and March they're always one month behind if that's the case the first month that they're late slight link which are late fee but if they never fully pay up if they never get back to zero it's not going to charge that late fee again because the past due event was not reset so you can put this number to be let's say three or four and if they become that many days past you it will reset the past two events so those late fees will go on credits we have some defaults for credits the first one being the maximum allowed credits per period so if you as an owner want to give the manager some leeway in terms of how many credits they could give for a month but after they hit that certain target they must reach out to you or you or someone else will need to process the credits you can put in that value let's say that value is $200 for the period of the current month once they put in $200 with the credits they can no longer put it in credits and you will need to you or an administrator someone with a higher level will need to put in that credit and you set what that security level needs to be so you need to be lets say an area manager or higher so therefore a manager would have this restriction the area manager or someone on that level or higher would not have that restriction there the reset period typically customers choose current month but you can have previous three months six months twelve months and never reset employee restrictions on issuing credits if you set this up for twenty dollars in this case and your late fee was ten dollars this would allow a given tenant to have to lay fees of ten dollars credit on their account once they reach the twenty dollars in this instance they can no longer receive any credits it's not that the manager is not a nice person it's not that the manager won't allow the credits is that the system won't let them do it so some people find that that helps control that situation a little bit from the awkwardness that they made of the manager saying no to the customer in terms of a credit discount restrictions maximum allowed percentage of discount so if you have a certain percentage of discount that you'd potentially allow put that value in here and then again you can have a security level or higher that you choose for this option refunds if you have a maximum amount of days for merchandise refunds you can set that here let's say it's 30 you could have a minimum allowed refund payment and a maximum allowed refund payment and then again a security level or higher to pay refunds daily clothes we suggest that managers close the day every day with that being said we have an automatic daily clothes function the automatic daily clothes function is not meant to supersede the manager making clothes it's meant to be used in addition to their regular clothes so for example manager closes the day at five o'clock and verifies that the payment that they came that came in is correct they close the day the typical scenario with why you'd use this is if you're taking online payments the manager now goes home a payment or payments come in let's say at 10 o'clock at night the managers not there to close it what would happen is that payment or payments would show on today's receipts but they would then show on the following days clothes which for some people would cause challenges for reconciling if you have the option to always perform an automatic daily closed at midnight $0 clothes will be made if no payments exist this will close those payments that came in online so therefore you can be confident that your receipt symmetric deposits and that really helps with reconciling so if you're having any issues with reconciling I would strongly consider this the next option is performing automatic daily closed only when payments are made between midnight in the previous clothes I personally like this option to always perform it because if you choose the third option to only close when payments come in sometimes it can be confusing to slightly cannot close we take because we didn't have any payments or decidedly cannot close because it was a problem so if you have it set to always perform an automatic daily closed zero if there's no payments you can be rest assured that there was a closed regardless of the situation miscellaneous require entering walk-ins and other leads before making a daily clothes that's a choice late fees normally you would have late fees you normally you would have late fees use settings under charge setup but we do have an option to conform to the California late fee schedule you would only use this option if you were in California and it has set criteria that you owe a certain amount of late fee if you wander this amount and then it into a percentage there's a specific calculations based solely for California lay fee constraints similar to the constraint with the gate lockout you can have a minimum pasture balance before a late fee is applied and setup late fees unit by unit from the modify unit screen if you have this checked first you need to ask yourself are our late fees the same for all tenants yes or no if they are the same for all tenants don't check this but if you happen to have a unit or units that are different from the norm maybe you have one very large unit that has much higher late fee you could check this and then setup the late fee unit by unit printing in reports typically you would leave these settings the same but we have options to change the default font which paper size you use some facilities have their there you're representing a different time periods so they don't have January 1st to December 31st their year might end in September for example you have an option to have the fiscal year reporting in you have an option for your fiscal year reporting starting in a given month and then also when you have custom start and end dates default to a monthly period ending in ending on the x date start of day printing automation do not use printing automation or prompt to print all letters and reports that start up if you have the prompt it will ask you would you like to print your start of day reports and you define what those reports are do you want automatic invoices to be printed do you want certain reports to be printed automatically that's where this comes into play with SMS or text messages you can have predefined text messages that you create here for international this is used solely for customers that are that are not in the United States for example using unformatted social security numbers show areas to set up with the length and use meters a set of feet for Taxation typically you're going to be exclusive tax in other words if your rents a hundred dollars in your tax rates seven your rent is a hundred the total is 107 after-tax 100 rent 7% tax year but you're quoting the rent is a hundred when we all know that there will be tax added to that whereas inclusive tax your clothing the rent with tax so someone says what is the rent in this we see this in Australia they will say 107 but 7 of that is the tax this needs to be set up from our programming staff this is not an option that you can arbitrarily choose the default will be exclusive inventory transfers if you're receiving inventory potentially from another one of your facilities add your facilities here and then when you go into our merchandise setup screen you have the option to choose a facility when increasing your inventory user responses one if you find yourself giving the same answers for when you put in a credit or when you put in a note for a call you can add those reasons here and they can be chosen from a drop-down when you perform that particular task same thing with user responses - if you make a unit complimentary meaning you make the unit rent zero or if you have a change to units typically maintenance related you can have predefined reasons that can be chosen from a drop-down activity logging we have a lot of different options that you can check to force someone to put in a reason when they perform a certain activity I typically recommend that customers check all these options and then if for some reason managers say that they don't want to put in a reason for a given task you could uncheck what that task is it's very important to have reasons for when you manually discount a charge when you manually issue a credit reservations default number of days after date place when reservations expire default number of days for a follow-up to a new lead and then default number of days for subsequent follow-ups so in this case once you have a reservation expire it would keep it on the list for 10 days once you put someone in as a lead it's gonna tell you after 3 days to follow up with them and then in this scenario 3 days after that and 3 days after that and continuing on it'll tell you to follow up apply reservation fee to converted move in by default so if you are a facility that has a reservation fee you're usually going to be one of two scenarios either a that reservation fee is more of an amenity and you keep that money when they move in or be you're going to apply that reservation fee to their account when they move in if you are the latter and you apply the reservation fee when they move in then I would suggest automatically checking this rather than you having to arbitrarily check that on move in and you might forget so by this being checked it will automatically apply that reservation fee up moving attributes on website we have different ways that we classify units typically it would be the unit number or a unit type you can have other attributes that you can add or edit in this screen to show your websites to show your units maybe handicap-accessible it may have air conditioning and so on IP restrictions if you want to restrict you may limit access to specific IP addresses normally you wouldn't set this up but if you're very specific in terms of your network and I P address configuration then you can look at this screen