Add Contacts to User Groups: Employee Groups and Lease Tenants
Tenant/Employee contacts are users that can submit service requests, but can’t see work orders or equipment like staff can. Every Tenant/Employee belongs to a parent user group. There are two types of user groups: Employee Groups and Lease Tenants.
Required Permissions
Client administrators can add contacts to User Groups. Staff can also add contacts to User Groups if they have edit level permission for User Groups (previously labeled Tenants).
Permissions are set by client administrators or staff with the Staff and Positions edit permission. A staff user cannot set his or her own permissions.
User Groups> List
Tenant Employee contacts are managed from the User Group list. If necessary, the list can be limited to Employee Groups or Lease Tenants by selecting the value in the User Group Type field and pressing the Filter button.
Action: Contacts
From the User Groups list, select the Action: Contacts for a specific user group.
Contacts List for a User Group
Click the Create New User Group Contact link at the top left to create a new Tenant/Employee.
Create Contact form
Complete the form with the appropriate information for the contact.
The service request form uses the User Location and the Floor fields whenever a Tenant/Employee makes a request. If these fields are blank, the location field on the service request will also be blank, requiring the requester to always fill out the location field.
◻ Send this contact an invitation…
Staff can send invitations to the tenant/employee so that the contact can create a username and password. Only client administrators and the individual user can manage the user account information for Tenant/Employee contacts, but staff with edit permission can edit the contact information.
◻ Group Manager
A Group Manager is a requester who can see all requests for their user group. If Group Manager is unchecked, the contact can only see their own requests.
Press Create Contact to complete the process and send the email invitation.
Create User Groups: Employee Groups and Lease Tenants
Tenant/Employee contacts are users that can submit service requests, but can’t see work orders or equipment like staff can. Every Tenant/Employee belongs to a parent user group. There are two types of user groups: Employee Groups and Lease Tenants.
From the User Group list, click Create New User Group link
Complete and Submit User Group form
A default tenant/employee contact is created for the user group. The default email should be the email of the main contact for the group. If needed, this contact can be managed from the Administration> Contacts page.
Assign Departments
After creating the User Group, the assign department page is automatically displayed. Press the Submit button to assign all departments except global.
This concludes the process for creating a new user group.
Properties: Data Download
Administration> Data: Properties
- Administration> Data navigation
A client administrator can generate a csv file of details for all properties from the administration menu.
Download: Properties
Select the Download tab, the properties radio button, and then press the Download button.
Download Result
Right click the link and select Save As to save the CSV to the hard drive on your local computer.
Property Summary Report
Properties>Reports
The Property Summary Report provides list information on property details. Only client administrators and staff with report view for properties can view this report.
Default Report Type for output is PDF, but Excel and CSV formats can be selected in the dropdown instead. Set filter criteria as needed and then press the Filter button.
Property Report: View PDF
After filtering, press the button to View PDF or View CSV to see the final report.
- PDF format for Property Summary Report
Manage Properties: List, Departments, User Groups, Lease
Properties> List
The properties list page shows number, name, address, city/state, division, and type. The list can be sorted by clicking on any linked column. Also, the list can be filtered by letter by clicking on the alphabet at the top of the page (to see the full list again, click #).
Actions
View: Displays a popup window with summary information.
- Popup window displays property details
Edit: Edit form (available is user is in the Global department and has properties edit permission.
Contacts: Manage contacts that are Property type (non-users). Most users will be Tenant/ Employee users or staff, not Property Contacts.
Notes and Documents: Manage notes and documents attached to this property record. Staff must be in the same division as the property to see documents for a property. Employee/Tenants must be in a user group that is assigned to the property and visibility status must include User Groups for them to see documents.
Manage User Groups: Display the list of user groups (employee groups and lease tenants assigned to the property. Also assign additional user groups to the property.
Report: Display the Property Report.
Tasks: Property Tasks – Not currently in use.
Work Orders: View the work order list filtered by this property (work orders will be those in user’s own department).
Delete: Requires delete permission for properties (must be global staff or client administrator). Remove property from active use. A confirmation popup is displayed before deletion.
Manage User Groups
The User Group list for a property displays assigned employee groups and lease tenants, and allows additional groups to be assigned to the property.
Actions
Edit: Edit form for the user group to update information.
Contacts: Manage the contact list for the user group. Includes both user contacts and non-user contacts. Client administrator can reset passwords from the Administration> Users section of the navigation menu.
Departments: Set which departments will be available for the service request when tenant/employee users for the group submit requests. Staff can always submit a request on behalf of a tenant/employee for any department.
- Assign departments available when user in group submits a request
Lease: Edit the lease and lease documents.
- Create/Edit Lease form
Remove: Removes the assignment of user group to the property (does not delete the user group).
Send Link: Email a link to a new tenant/ employee so that they can sign up on PropertyTRAK.
Creating Properties
Create Properties
Client administrators can create properties. Only global staff with properties edit permission can create or edit properties. Users with department set to any department beside Global cannot create or edit properties because properties are common to all departments, and any change impacts all users.
Properties> Create
Properties can be created from the left navigation menu, or by clicking Create New Property link at the top left of the Properties List.
Create Property Form
Setting Division enables staff to be limited to a property or set of properties. Property Number is optional but appears on reports and lists. Provide name of property, address including country, and time zone.
Coordinators and co-coordinator notification roles are set on this screen. This assignment enables staff or client administrators to receive notice of new service requests and other information. Each user can also specify the type and priority of messages to go to email, alt. email and SMS text message number.
The other information is optional but may be useful for reporting.
▶ Any fields marked with the solid red arrow are required.
List Work Orders from Equipment Item
View Workorders from Equipment Item
Work orders assigned to an equipment item can be listed using the view workorders action for an equipment item or a subcomponent equipment item.
Work Order List Limited to Equipment Item
This work order list shows work orders for the selected equipment.
The work order list is automatically filtered by Creation Date, and may be pre-filtered by Status also.
To see ALL work orders associated with an equipment item, set:
• Division: All
• Status: All
• Nature of Work: (blank)
• Department: All
• Creation date: year to 1980.
• Property: All
• Staff: All
• Show PM Only?: All
• Cost Center: All
Press the Filter button to display the list again.
Create Work Order from Equipment Item
Create Work Order from Equipment Item
Work orders can be created from the Actions dropdown for a particular equipment item or subcomponent.
This action is available from the basic list and from the equipment search results list.
Create Work Order Form
When creating a work order from an equipment item (or subcomponent item), the Department field and the equipment field are locked in. The service location and type designator are automatically filled in based on the equipment item, but can be changed if necessary.
Creating work orders from the equipment item automatically sets the values for Department, Service Location, Type Designator, and Equipment item. Staff only need to add the Nature of Work and the assigned staff user.
Press Assign to Staff & Finish or Assign Vendor>> button to create the work order.
Benefits of Facilities Software for Medical Office Buildings
The U.S. healthcare industry is growing at an astounding rate. Consequently, facilities managers in the U.S. healthcare industry are routinely challenged with meeting facility maintenance goals and adhering to regulations and standards set forth by the healthcare industry as a whole. This is especially true for those facilities managers tasked with overseeing the maintenance and upkeep of medical office buildings or clinics with a number of separate buildings or locations. Maintaining a high-level of operational health and functionality in the facility, as well as aiding in patient experience, is a day-to-day process that requires the assistance of expert staff members, reliable third-party vendors, and a comprehensive suite of facilities management tools.
Facilities management in a busy medical office building or system of health clinics is a duty that concerns everything from maintaining elevators and walkways to selecting and maintaining hospital upholstery in waiting areas. Fortunately, the PropertyTRAK software suite is a comprehensive computerized maintenance and facilities management system that helps facilities managers to better manage their facilities, optimize energy usage, maintain standards of safety, and control overhead costs.
PropertyTRAK was designed by facilities managers for facilities managers. The software is ideal for medical office buildings and clinics (with three locations or more) including those with satellite treatment centers, mobile clinics, residential care facilities, or retail medical clinics.
The PropertyTRAK Advantage for Medical Office Buildings and Clinics:
- Comprehensive suite of management tools for the in-house facilities management team
- Ability to schedule, track, and manage maintenance for each individual location
- Easy access to database of maintenance reports and equipment asset histories
- Allows facilities managers to streamline processes and enhance operating efficiency
- Ability to outsource services without impacting vendor or staff communications
- Create specialized lists of vendors and emergency management teams
- Ability to create an emergency preparedness plan with few staff members
- Capture and control the flow of data for work order tracking and reporting
- Provides easy access to backups of critical office data
- Built-in tools and templates that can help medical office staff and patients respond quickly to an emergency or disaster situation
- Can help improve patient care and reduce long-term operational costs
The PropertyTRAK suite of web-based applications is an ideal solution for numerous types of healthcare buildings in a diversity of traditional and non-traditional environments (including nursing homes, surgical and outpatient centers, and emergency care clinics). In addition, PropertyTRAK can aid the medical office facilities manager in designing contingencies and recovery programs around various types of emergency situations, hazards, or disasters that might impact staff and on-site patients.
PropertyTRAK is an integrated suite of desktop applications that was developed to help facilities managers in medical office buildings to streamline operations and improve processes – including emergency preparedness. To learn more about related facilities management topics, read the monthly blog articles here at PropertyTRAK.