Property Management Software Support - Property Tree Instructions for PIM
Syncing your inspections and reports between Property Tree and Property Inspection Manager has just become a lot easier for PIM Premium users using PIM v3.5.0+. Property Tree users can now directly import their inspections from Property Tree using a single click in PIM and then automatically push their Routine/Cleaning-Maintenance or Tenant Inspection reports back into Property Tree. As before only Inspections scheduled as 'Confirmed' will be imported into PIM as only these Inspections have a confirmed date set by the Agent and Tenant.
If you haven't yet entered your new Property Tree API key into PIM head on over to our guide to help - Property Tree Integration Instructions - Setup.
Downloading your Property Tree inspections into PIM on the iPad now only involves only one step and we also walk you through how to automatically uploading your reports into Property Tree.
(1) Downloading your Property Tree inspections into PIM On The iPad
With the new Property Tree integration it now only takes a single click to import your inspections. Make sure you have setup your Property Tree API Key, using the instructions link above, and you have opened PIM, logged in and have network connectivity. Remember that the import function is only available for PIM Premium accounts.
Step 1: Check the following in PIM to make sure your data import goes smoothly;
- Check the Default Inspector is at the top of your inspectors' list via Settings > PIM Admin > Inspectors. The PIM app will automatically associate the default Property Manager/Inspector in PIM against new Properties imported. To change the Default Inspector simply click Edit and then using the small bars move the desired Inspector to the top position and then click Done to save. The new Default Inspector is now ready !!.
- Select your Default Property Profile for Import and check all the Inspection Areas you need are included via Settings > PIM Admin > Property Profiles. A Property Profile is a best fit or average layout for your Properties or Inspections (including custom callouts i.e. Maintenance Required/Suggested Improvements). We suggest that if the Property Profile say has 3 Bedrooms and then for a specific Inspection if there are only 2 bedrooms, it’s quicker to delete the extra bedroom than adding a bedroom.
- Check out - Setting up Property Profiles in PIM if you need more assistance. Configuring Property Profiles can be done in the PIM app via Settings > PIM Admin > Property Profiles
- Set the correct Inspection Type via Settings > PIM Admin > Inspection Type. Note the default Inspection Type is Inspection Report.
- Set 'Quick Check Always Ticked' in Settings > PIM Admin if you require all quick check labels to be automatically ticked 'on'.
- Make sure your iPad is in horizontal mode rather than landscape.
Step 2: Tap the Import tab at the bottom of the PIM screen.
Step 3: Once in the Import screen, tap Import Data in the top left corner.
Step 4: Tap the Refresh Icon (the circular arrow) in the bottom left corner then OK in the pop-up window to start the download.
Step 5: Tap on the inspections available to import.
Step 6: Use the toggles to select New Properties (1) or Existing Properties With Updated Info (2). Properties available for import will be displayed at the bottom of the screen. You can tap to select specific properties or select all.
- New properties are those properties that have not previously been imported into PIM.
- Updated properties are those previously imported properties that contain updated information from Property Tree and contain a newer Inspection Date. When importing updated properties, PIM will automatically perform a 'Repeat Inspection' on these selected properties and a new Inspection will be created with updated Inspection Dates and include related updated tenancy data. The previous Inspection Area layout is preserved and any history notes are associated with that Inspection. We never update existing Inspections for safety and auditing reasons and to preserve the history of that Inspection in the app.
- To filter only properties assigned to yourself or the default Inspector toggle Show Only Default Inspector.
Step 7: Tap the Action Icon (1) in the top right, then Import All or Import Selected (2) as required.
Step 10: Your new inspections will now be displayed in the Inspection List in the Inspections Tab. Go ahead and complete the inspection in the usual way by adding notes and photos. Remember you will need to Submit your inspection at the end to generate your reports.
(2) Uploading your reports into Property Tree
Your generated Routine/Cleaning-Maintenance or Tenant Inspection reports will now be automatically uploaded to Property Tree whenever you use Submit Inspection. This process will upload the PDF only.
Please note that only those inspections who have been directly imported from Property Tree will have their reports uploaded. If you have entered an Inspection manually in the PIM app, unfortunately, this is unable to be pushed back into Property Tree automatically however you can easily upload the generated reports manually. Find out more about uploading reports into Property Tree in our guide - Uploading Reports Into Property Tree. Also due to attachment limits imposed by Property Tree of 30MB, only Routine/Cleaning-Maintenance or Tenant Inspections can be uploaded to Property Tree and not Property Condition Reports at this stage. You can, however, choose to upload the report manually using the previous link (Uploading Reports Into Property Tree).
If you have accidentally chosen Preview Inspection, no need to worry as you can still upload your generated Routine/Cleaning-Maintenance or Tenant Inspection report back to Property Tree. Simply open the Report or Document Folder (at the top of the screen) for that Inspection, tap Options and Send to Property Tree. See below.
When the report has been uploaded, the inspection status in Property Tree will change to Conducted (The report is not allowed to be sent when the status is closed or cancelled). For further information regarding Property Tree and workflows please read this Property Tree guide, watch this video from Property Tree or contact Property Tree support about the workflow process in place at your office.
If you experience any problems or have questions about the new Property Tree Data Import process, please contact PIM Support.