How to Set Up Key Requests

Overview

Key Requests are emails that are sent to Tenants, Landlords or Property Managers to inform them that a Field Staff Member is going to be visiting the Property and will need to be provided with the keys to the Property being serviced. Key Requests can be manually sent by the User or automatically scheduled based on the Schedule Status of the Routine Activity or Service Request.

The text and formatting of the Key Request email can be set through a Template and individual Contacts can be set as to whether they are to receive Key Request emails.

When a Contact has multiple Key Request emails being sent to them, the system will consolidate each into a single email.

Setting up Key Requests

The Subject and Body of the Key Request email can be set via the Template and assigned to the Business Entity, Customer or Contract. 

If you'd like to automatically send Key Requests a number of days prior to the scheduled work, then you will need to ensure the following:

1. You have enabled the System Setting for automatically sending Key Requests
2. You have set the number of days you'd like the Key Request to be sent prior to the work being carried out. By default, the system is set to 1 day, however, you can elect to override this setting and set it at the Customer level.

To turn on the automatic emailing of Key Requests a number of days prior to the Scheduled Date of the RA or SR, you will need to turn on the 'Enable Automatic Sending of Key Requests' setting in the System Settings. This can be found in the [Settings] cog > [System & Products] > [System Settings]

To set the number of days you'd like the Key Request email to be sent prior to the work being carried out on the Customer, select the 'Notice Settings' tab on the [Customer] screen and set the number of days prior value on the Key Request setting field.

Setting up Contacts

For a Contact to receive a Key Request email and report, they must have the [Receive Key Requests]  setting switched on within the Contact assignment on the Customer, Contract or Property.

Sending Key Requests Automatically

Key Requests will be automatically emailed to Contacts set with 'Receive Key Request' when an RA or SR has its Schedule Status set to 'Planned'.

The system will generate and send the email a number of days prior to the Scheduled Date of the RA/SR and is based on either the system default of 1 day or on the Customer days prior setting for a specific Customer.

Key Requests will be automatically emailed if the system setting is switched on to enable this functionality

Sending a Key Request Manually

You can elect to send Key Requests for a number of RAs or SRs at once, by using the Bulk Action found within the RA/SR Search results screen or from within the Scheduler.