FAQ

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Advanced Operations (7)

How do I give or process a refund?

Click Adjustments

Click Refunds(The list is sorted to show all tenants with a refund due to show at the top)

Click the Tenant or Unit

On the refund screen there are several options

Step #1

a. Return to Customer

b. Apply to Another Unit Leased by This Tenant-If the tenant is renting other units the refund can be transferred and then applied to that unit.

c. Dismiss Refund as Unowed-Use this option to clear the refund

d. Apply to This Unit’s Charges-To use this option please access Adjustments, Moved out Accounts, Click the Unit, Check the box to apply refund to charges.

Choose one of the options

Step #2

Check the Amounts to Return

Step #3

If you chose Return to Customer enter the retunr method.

Otherwise Click OK to complete transaction

 

How do I return Merchandise?

Click Adjustments

Click Returns & Inventory Adjustments

Step #1

Click Return

Enter the receipt number or search

Step #2

Enter the Reason

Step #3

Click on the item to be returned

Click on the Green + sign to add

In Return Selected Items, enter the quantity to be returned.

Repeat Step #3 for all returned items

Step #4

Choose either:

a. Leave Refund on Account-This option will allow  applying the Returned Refund Amount to the tenants account.  If a Walk In POS you must Return to Customer

b. Return to Customer

Complete transaction

What is Bad Debt and how is it adjusted?

Bad debt is money owed by a moved out tenant.

Bad debt can be written off or adjusted from:

Click Adjustments

Click Move Out Accounts

Click the Tenant or Unit

Check the box to write off bad debt or click Edit Charges and Payments to credit charges.

Bad Debt can be written off in Corporate Control Center as well.

By default bad debt cannot be written off in the same month of the move out.

To change this setting:

Click Setup

Click Program Defaults

Click Move Out

Check the box “Allow Writing Off Bad Debts at Move Out.

 

How Do I Add an Authorized User to a Unit?

Secondary Tenants or “Other Authorized Users” in SiteLink are tenant records that are associated with a rented unit, and can gain access through the gate system with a unique access code.

From the Operations screen, choose “Access” in the “Customers” section on the right.

Choose the account you wish to add secondary tenants to and click Next.

Using the list on the bottom left, choose tenant records to add as Other Authorized Users and click the “Add ->” button on the right to grant them access through the selected unit.  You can add new tenant records (and give them a specific access code) using the “+Add” button at the bottom of the list.

After you’ve clicked the “Add->” button to assign the secondary tenant to the list on the right you can use the “Edit” button above to makes changes to the access code or time zone settings.

Some gate update systems do not support Other Authorized Users.

How do I change the day of the month (i.e. Anniversary Date) a tenant is due on?

From the Company screen, choose “Utilities”

Click on “Edit Anniversary Billing Date”

Choose the unit you want to change by checking the box to the left, then click “Edit” on the right.

In the “Billing Anniversary” section choose the “Anniversary Billing” option if it is not already checked, then change the “New Anniversary Day” setting.

*Important* Click “Save” before clicking “OK” to close the screen.

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Basic Operations (16)

How do I change a Auction Date?

Click Operations

Click Task & Letters

Click Reverse: Scheduled Auction

Click the tenant

Click Process

Click Scheduled Auction

Click the same tenant

Click Process

Follow the prompts to enter Auction Date and Times accordingly.

 

Why do moved out tenants show in ‘Auctions’?

Facilities handle the auction process differently.

Some facilities will Auction the unit before move out while other Auction the unit after move out.

In order to handle both scenarios, units that were scheduled for Auction and moved out will still be displayed.

Once the move out unit has a balance of zero the unit will automatically be removed from Auction.

The unit can be credited or write off bad debt from Company, Moved Out Tenants.

Another option is to process the unit from the Auction event in Task and Letters.

 

 

Is there a setting for Do Not Accept Checks from a specific tenant?

From the Tenant Payment screen:

Click Edit Address(the notepad button next to the tenant name and address)

Check mark the box ‘Do Not Accept Checks’

How do I make a unit complimentary?

A complimentary unit is a unit rented at $0.

First the unit must be currently rented.

Secondly change the tenant rate to $0 in Payments, Ledger Settings.

You will be prompted to enter a reason for marking a unit as complimentary.

View current complimentary units  in Reports, Complimentary Units.

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eSignTM (13)

What are SiteLink eSignTM and advantages of electronic signatures and lease archiving?

SiteLink eSignTM helps to rent units online. eSignTM provides lease auditing and a legally binding electronic signature for SiteLink Web Edition, websites, and call centers.

Expedite your signing process to

  • Perform a full online rental.
  • Rent from a call center by emailing a lease.
  • Receive signature in minutes.
  • Reduce managers’ time to print, fax, scan and email.
  • Audit leases using the SiteLink eSignTM Console and reports.
  • Create legally binding documents with a certificate and forensic audit trail.
  • Execute documents from anywhere.
  • Archive documents reliably using cloud storage.

Click  here to Learn more 

How do I start using eSignTM for electronic signature of leases?

Setup requires a few simple steps.

Please click the link below for instructions and videos.

Click here to Learn more 

What mobile devices can I used to complete eSign documents?

Most mobile devices let you capture signatures, including touchscreen monitors, the  iPhone 5, iPhone 6, iPad 2, iPad Air, Samsung Galaxy Tab 10.1, and the Samsung Galaxy S5. Please do not use signature pads.

Click Here To Learn More

What is required for my tenants to sign a document?

Tenants can sign with a mouse.

They can sign using a tablet or smartphone at the store, or, eSign’s  pre-defined font.

If you emailed the tenant a link to the lease or tenants rent online, we recommend the computer mouse or tablet/smartphone for signing the lease.

To learn more about signing a lease:

Click Here To Learn More

Are electronic signatures legal?

Yes, as we understand, electronic signatures are legally binding in the U.S. and many countries. Two compliance acts passed by congress, Electronic Signatures in Global and National Commerce Act (ESIGN) and Uniform Electronic Transactions Act (UETA), establish that electronic records and signature have the same effect as paper and handwritten signatures.

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Reports (8)

Can I access reports online using a internet browser such as Internet Explorer, Firefox, Safari, or Chrome?

You can run most of SiteLink’s reports in real time from a web browser on any device, even if it does not have SiteLink installed, by going to the URL http://webreports.sitelinksoftware.com.au

Log in using your SiteLink Corporate Code as well as a valid Corporate username and password.

Choose the location(s) you wish to run reports for, then click Next.

You can run any report directly by clicking on the name of the report.  Alternatively, you can choose a list of reports to save as files to be viewed later by checking the box to the left of the report names and using the “Export” menu to the right of the report listings.

I see Walk Thru Order as a sort option; how do I setup my Walk Thru Order?

The Walk Thru Order is meant to represent the way that units are encountered as you move through the actual physical layout of your facility.  This is so that reports such as the Walk Thru can be used by managers at the site to physically inspect units.

To edit the Walk Thru list choose Setup from the Company screen.

Click on Units & Tenants on the upper left.

Click on WalkThur Order.

You can move units one at a time by dragging them or highlighting them and using the Move Up and Move Down arrows on the right.  You can also select groups of units to be moved by using the Shift key when selecting units.

What report shows my Exit Survey information?

Exit Survey marketing information can be viewed as part of the Marketing Summary report.

The Map Tenant reports displays my facility at the wrong address. How can I correct this?

This means the Facility Location information in the Company Information section of SiteLink needs to be updated.

From the Company screen, choose Setup.

Click on Company Information.

Verify that the street address and postal code information in the Contact Information section is correct.

Click the “Update Latitude and Longitude from Address” button on the right.

Click OK to save.

What’s the difference between a discount and a credit?

Discounts and Credits are considered two different types of concessions given to charges in SiteLink.

Discounts are always applied before tax (which affects the amount of tax that is calculated for the charge) and can only be applied at the same time a charge is created.  Common examples of discounts include applying a special during a Move-In or giving a percentage discount for a prepayment of several months.

Credits are always applied after tax and can only be applied to existing charges.  Common examples of issuing a credit include waiving a Late Fee and writing off charges as Bad Debt.

Discounts can be tracked in reports by the Discounts and Discount Summary reports.

Credits are tracked through the Credits Issued report.

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Setup (3)

The Map Tenant reports displays my facility at the wrong address. How can I correct this?

This means the Facility Location information in the Company Information section of SiteLink needs to be updated.

From the Company screen, choose Setup.

Click on Company Information.

Verify that the street address and postal code information in the Contact Information section is correct.

Click the “Update Latitude and Longitude from Address” button on the right.

Click OK to save.

What is the difference between Overlock and Gate Lockout?

Overlock is a status that can be placed on a unit to signify that a second lock has manually been placed on the tenant’s past due unit to prevent them from opening the unit.  Overlock status must be applied and removed manually by a site manager by processing the Overlock and Reverse: Overlock events in SiteLink.

Gate Lockout is an automatic event that marks a tenant’s gate access code as delinquent.  SiteLink will automatically update your gate software to reflect that the tenant’s access code should no longer allow them through the gate.  Once the tenant has paid and is no longer past due SiteLink will automatically update the access code status to allow the tenant through the gate again.

I see Walk Thru Order as a sort option; how do I setup my Walk Thru Order?

The Walk Thru Order is meant to represent the way that units are encountered as you move through the actual physical layout of your facility.  This is so that reports such as the Walk Thru can be used by managers at the site to physically inspect units.

To edit the Walk Thru list choose Setup from the Company screen.

Click on Units & Tenants on the upper left.

Click on WalkThur Order.

You can move units one at a time by dragging them or highlighting them and using the Move Up and Move Down arrows on the right.  You can also select groups of units to be moved by using the Shift key when selecting units.

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Units (3)

If I change the default price of a unit does that change what the current tenant in that unit pays?

SiteLink tracks unit rates separately from the rates the tenants are charged.  These are referred to as the Standard Rate and the Tenant Rate, respectively.

When a unit is rented in SiteLink the Standard Rate is used to create a default price for that unit.  That price can be modified during the move-in or anytime after the move-in by changing the Tenant Rate.  This will not affect the Standard Rate.  The next time the unit is rented it will default to the same Standard Rate.

If the Standard Rate is modified for a rented unit it does *not* affect the Tenant Rate for the tenant currently renting the unit.  Modifying the Standard Rate for a rented unit only affects the default rate for the next time that unit is rented.

How long can my unit names be?

SiteLink supports unit names up to 6 characters, which can be any combination of numbers and letters.  SiteLink does not support hyphens “-” or slash “/” characters in unit names.

I am trying to add more units and I get a message the maximum amount of units has been reached. What do I do?

You’ll need to contact SiteLink Support to discuss increasing the unit limit for your SiteLink Web Edition license.

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Website (2)

Does SiteLink have any partners who can help with my website?

SiteLink has partnered with several highly-skilled web development specialists that can help you create and customize your online website, including Automatit and The Storage Group.

You can find a full list of our web development partners here: http://www.sitelinksoftware.com.au/technology-partners/

How do I know if a tenant has paid online?

SiteLink will send an email notification to your site’s primary contact email address any time a tenant creates an account or makes an online payment.  You will also see a notification on the Bulletin section of SiteLink’s Calendar screen.

You can change these options to only receive emails, only receive bulletin notifications, or to not receive any notification at all if you wish.  You can do this from the Web Template Configuration section of the Corporate Control Center program.

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