Entrata Dashboard Best Practices

Purpose (Why we do this):

The Dashboard in Entrata is set up to be your daily to-do list. You should work from left to right when completing these tasks. Here is a guideline with brief descriptions on how to manage each section. 

Policy (What you're supposed to do):

All tasks scheduled in the subtabs on the Dashboard should be managed and cleared daily. It is important to understand why tasks were not cleared for the day to ensure no critical items are missed for an account.  

Procedure (HRA Way!):

Approvals:

• Anything you need to approve will come through here
  • Applications: Use the “review” button to pass with conditions, approve, deny etc
  • eSign Docs: Approve/Review lease documents that have been signed by residents/prospects.
  • Payments: This is where you will see any payments that need to be addressed.
  • Renewals: Review/approve offers
  • Invoices: Invoices to be posted will appear here.
  • Inspections: Review all inspections that were completed for the site or property here – this is the final step to finalizing an application.

Leads:

• This should be the “go to” place for anyone leasing. All these items should be cleared to “0” daily. Make sure you use these actions to create leads rather than manually creating them to avoid duplicates.
  • Assign Agents: All new guest cards/leads need to be assigned to an agent. This can be automated, please reach out to training@horzonra.com for assistance.  
  • Potential Leads: Answered calls, resident referrals and unknown emails will appear here. To remove them, review and record appropriately
  • Never Contacted: Leads who have never been contacted will appear here. You must record an outgoing contact for them to be removed. Leads need to have an outgoing contact logged within 24 hours of guest card submission or they will be considered “neglected”.
  • Contact Needed: This tab shows the leads that have a follow up scheduled for the day. This should be cleared daily. The last contact column shows the last date you successfully contacted the prospect (incoming call, incoming email, on-site visit, verified outgoing call, etc.). Last attempt shows your last attempt to contact the lead (voice message left, outgoing email with no reply, etc.)
  • Not Progressing: This bucket gives you a visual aid for your leads that are not progressing as quickly as we expect them to. The goal is not to clear this daily, but to make sure each person has been contacted in the last 48-72 hours. Sort leads by the last attempt column rather than the last contact date. A successful contact point will remove a lead from this tab – incoming email, verified outgoing call, etc.

Applicants:

• Actions that need to be made for applicants should be performed here.
  • Generate Leases: Leases can be generated for prospects here.
  • Missing Insurance: Applicants that are missing their insurance should appear here.
  • Assign Units: primarily used for conventional sites, this shows who needs to be assigned a unit.

Residents:

• Anything that needs to be updated for a resident in Entrata will show here.
  • Contact Needed: Like the leads tab, these are the residents requiring a follow up because they have a renewal offer expiring. Record an outgoing action to remove the resident from this list.
  • Not Progressing: Like the leads tab, these are the residents that are not moving forward in their lease renewal.
  • Move-in Reviews: Verify the scheduled billing and lease dates are accurate prior to move in day.
  • Move-ins: Residents that are ready to be moved into the system.
  • Renewals: Residents awaiting a renewal offer.
  • Transfers: Residents with a transfer request to be processed.
  • Rentable Items: move-in add ons waiting to be processed.
  • Insurance: Lists residents that do not have renter’s insurance on-file
  • Reviews: Reviews from the resident portal. Make sure these are read and responded to according to our review SOP.
  • Social Media: Horizon does not utilize this section because we use Soci for our social media management.

Maintenance:

• This should be used as a daily task list for maintenance.
  • Contact Needed: Manual contact required for a resident regarding a work order.
  • Assign Work Orders: work orders need to be assigned to someone here. Notes can be made on the work order that can be visible to the resident if you wish (the default is set to not be visible to residents).
  • Work Orders: All open and suspended work orders are shown here. The goal is to close all open work orders within 24 hours. This should be used to update the status on work orders so the resident can easily see the update in their portal.
  • Recurring Work Orders: Any recurring work orders created for your site will appear here.
  • Make Readies: Make ready status for your vacant apartments will appear here. Keep these up to date to avoid issues at move in.
  • Inspections: Inspections triggered for your site will appear here.

Financial:

• This section will be used primarily by the account manager – notifications for the site regarding payments, notices, etc. will be here.
  • Check 21: batches of checks that need to be processed will appear here
  • Notices: you can generate and send notices to residents with a delinquent account here.
  • Financial Move Outs: This is where you can easily generate an FMO for a resident.