Tenant Services

Tenant Services is a licensed optional feature of Tracer Ensemble that enables tenants to make after hours requests and bill them accordingly. The Tenant Services page has the following tabs:

• Tenants tab allows you to you create, manage, and delete tenants and prepare tenant invoices.

• Invoices tab allows you to view, e-mail, and delete tenant invoices.

• Requests tab allows you to view, add, and delete tenant requests.

• Temperature Adjustment tab allows you to enable, disable, and set limits on temperature adjustment.

• Holidays tab allows you to designate holidays that tenants will need to make after hours requests for and be billed accordingly.

• Zones tab allows you to manage zones that tenants can access.

• Brand tab allows you to add the tenant's logo.

Tenants Tab

The tenants tab includes the following information about each tenant:

• Tenant - the name of the tenant.

• Contact Information - the contact information that the property manager has entered for this tenant.

• Buildings - displays the buildings contained in the subgroups that the property manager added to the tenant.

• Last Invoice Date - the date of the most recent invoice for this tenant, if one exists.

• Last Invoice - a link to the most recent invoice for this tenant, if one exists.

License Information

The license information indicates the number of tenants used and the number available per your Tracer Ensemble license. For example, 3 of 10 indicates that you currently have 3 tenants and 10 available tenants.

Create Tenant

To create a new tenant:

1. Click Create New Tenant.
2. Complete all pages in the Create Tenant wizard.

View Tenant

To view an existing tenant, click on the tenant name.

Delete Tenant

To delete an existing tenant:

1. Select one or more tenant.
2. Click Delete.
3. Click Delete Tenant to confirm.

Prepare Invoice

To prepare an invoice for a tenant:

1. Select a tenant.
2. Click Prepare Invoice.
3. Complete all pages in the Prepare Invoice wizard.

Invoices Tab

The invoices tab includes the following information about each invoice:

• Date Generated - the date of the invoice.

• Tenant - the name of the invoiced tenant.

• Bill Period - the date range for the invoice period.

• File Format - the type of invoice file (PDF or Excel)

• Invoice Number - a link to the most recent invoice for this tenant.

• Amount - the total billed amount of the invoice.

E-mail Invoice

To e-mail an invoice:

1. Select one or more invoices.
2. Click Send E-mail.
3. Customize the e-mail recipients, subject, and message.
4. Click Send.

Delete Invoice

To delete an invoice:

1. Select one or more invoices.
2. Click Delete.
3. Click Delete Tenant Invoice to confirm.

Requests Tab

There are two views for the Request tab: a calendar and a list. To change the view, select the icon on the right top.

The requests includes the following information about each request:

• Tenant - the name of the tenant.

• Place - location for the request.

• Date - the date of the request.

• Time - the time period for the request.

• Employee - the tenant employee that made the request.

Delete Request

To delete a request:

1. Select one or more requests.
2. Click Delete.
3. Click Delete Tenant Request to confirm.

Add Request

To add a request:

1. Click Add Request.
2. Select a Tenant.
3. Select a Place.
4. Select if this is a single or recurring request.
5. Enter the time period for the request.
6. Optionally, enter comments about the request.
7. Click Calculate Cost to view the cost for the request.
8. Click Save.

Temperature Adjustment Tab

Temperature adjustment allows you to configure tenant users permissions to adjust the temperature in a defined area of the building. Tenants use the Facility Request app to make adjustments.

Enable Temperature Adjustment

To enable temperature adjustment for one or more zones:

1. Select the zone(s).
2. Click Enable Adjustment. The minimum and maximum temperature settings will display. By default, the Minimum Temperature Setting is set to 70° F. The Maximum Temperature Setting default is 75° F. To change these settings, see the Change Limits instructions.

Disable Temperature Adjustment

To disable temperature adjustment:

1. Select the zone(s).
2. Click Disable Adjustment. The minimum and maximum temperature settings will indicate that temperature adjustment is disabled.

Change Limits

By default, the Minimum Temperature Setting is set to 70° F. The Maximum Temperature Setting default is 75° F. To change these limits for one or more zones:

1. Select the zone(s).
2. Click Change Limits.
3. Enter the minimum and maximum temperature setting.
4. Click Apply.

Holidays

On the Holidays tab, you can designate holidays. If tenants want to use the facility during the holiday, they need to make an afterhours request on Facility Request and will be billed for usage during the holiday. The tab includes the following information for each holiday:

• Name- the name of the holiday.

• Buildings - buildings affected in the holiday billing.

• Effective Dates - the date that the holiday billing is in effect.

Create New Holiday

To create a new holiday:

1. Click Create New Holiday.
2. Enter a Name for the holiday.
3. Select one or more buildings.
4. Select a Date.
5. Click Save.

Delete Holiday

To delete a holiday:

1. Select one or more holidays.
2. Click Delete.
3. Click Yes to confirm.

View or Edit a Holiday

To view or edit a holiday:

1. Click on the holiday Name.
2. Update the holiday.
3. Click Save.

Zones

The Zones tab allows you to manage zones that tenants can access. The tab includes the following information for each zone:

• Zone - the name of the zone.

• Building - building included in the zone.

• Members - the members designated for this zone.

• Tenants - the tenants that have access to the zone.

Add New Zone

To add a new zone:

1. Click Add New Zone.
2. Enter a Name for the zone.
3. Select a building.
4. Filter to find members for the zone. Select one more members and click Add.
5. Click Finish.

Delete a Zone

To delete a zone:

1. Select one or more zones.
2. Click Delete.
3. Click Yes to confirm.

View or Edit a Zone

To view or edit a zone:

1. Click on the zone Name.
2. Update the zone.
3. Click Finish.

Brand

The Brand tab allows you to add the tenant logo. There are two subtabs:

• Custom Logo - this logo appears in the upper left corner of invoices and employee web interfaces.

• Custom Background image - this logo appears as the background image on employee web interfaces.

Add a Logo

To add a custom logo:

1. Click Choose File.
2. Find the logo file (.jpg, .pdf, .gif, or .png format). Files cannot be greater than 25 MB.
3. Click Open.

Delete a Logo

To delete a custom logo:

1. Click Delete.

The file name will be deleted.

Related topics

• Create Tenant