Using PIM with Cirrus8


Thanks to our integration with Cirrus8, you can import scheduled inspections as well as scheduled and unscheduled Ad-Hoc Inspections directly into PIM, complete with relevant property information and tenant details.  Plus, you can create a Work Request within PIM which uploads back to CirrusFM ready for further action.  Please refer to our Work Request guide for more information.


For help with both Scheduled and Unscheduled Ad-Hoc inspections refer to our Scheduled Ad-Hoc and Unscheduled Ad-Hoc Inspections guides.


Once you have completed your inspections in PIM, the reports are automatically pushed into Cirrus8 ready for you to complete your follow-up activities such as emailing Owners.


This integration is only available to PIM Premium customers, so please contact our support team to upgrade your plan.


Contents
  • Video Instructions
  • First Time Setup in Cirrus8
  • Scheduling Inspections in Cirrus8 (Covering Leased, Vacant Properties and Common Areas)
  • First Time Set Up in PIM
  • Prepare For a Successful Import
  • Import Data Into PIM
  • Completing the Inspection in PIM
  • Sending the Inspection to Cirrus8
  • Troubleshooting


Video Instructions


Prefer videos to written instructions?  No problem watch the video version below or visit our PIM Youtube Channel


 

First Time Setup in Cirrus8


 Step 1:  Setting your Lease and Property Inspection Type Parameters (Routine and Condition Report) in Cirrus8
Adding these parameters will allow you to assign an inspection type ie. Routine or Condition Report to your inspections when scheduling them in Cirrus8.  

In Cirrus8, navigate to Configuration (1) then System Configuration (2) then select "LEASE INSPECTIONS" (3), and then tap Add New Parameter (4)

Then add the Code "CONDITION" and the Description "Condition" and the same for "ROUTINE".  If there are any other Descriptions you don't require, just tap the "X" to delete them.

You then need to do the same for your "Property Inspection Type" Parameter.   From the same menu Configuration (1) then System Configuration (2) then select "Property Inspection Type" (3), and then tap Add New Parameter (4)


Then add the Code "CONDITION" and the Description "Condition" and the same for "ROUTINE" add the Description "Routine". Again if there are any other Descriptions you don't require, just tap the "X" to delete them.



Scheduling Inspections in Cirrus 8 (Covering Leased, Vacant Properties & Common Areas)

Inspections in Cirrus8 can now be performed against a Property or a Lease. When scheduling your inspection in Cirrus8 you need to set the Schedule Date of your inspection and the Cirrus8 template. The Cirrus8 template selected should also exist as a Property Profile in PIM. If it doesn't PIM will import the inspection using your default Smart Property Profile as mentioned above.


1. Scheduling Inspections Against a Lease
To schedule a Leased Property you tap on the Leases > Search by Property or Lease or PM > select the Lease and scroll down to the Lease Inspection section where you can schedule an inspection by selecting an Inspection Date > and Cirrus 8 Template that matches your Smart Property Profile in PIM.

2. Scheduling Inspections Against the Property
When you have a vacant property with no active tenants or a Common Area that requires an inspection you can now schedule an inspection against the property in Cirrus 8.

If you navigate to the Properties menu > select Property Code > tap Inspections and it will take you down to the relative area to schedule your inspection


Select an Inspection Date and Template you want PIM to match when you import the inspection.  This inspection template name must already exist as a Smart Property Profile name in PIM.



First Time Set Up in PIM


The ability to import from Cirrus8 relies on information in PIM Settings so it is important to know how yours is set up.  You only have to do this once. 


1. Confirm the Smart Property Profiles in PIM
Smart Property Profiles are a way to quickly set up inspections for the most common property types of your portfolio, such as a Small Office, Restaurant, or Industrial Warehouse. These should directly reflect the templates or property layouts in Cirrus8 to allow for a seamless import.  

You will need to set these up in PIM before you get started in PIM Settings > PIM Admin > Smart Property Profiles, then once done, contact PIM Support at support@propertyinspectionmanager.com so we can forward the settings file to Cirrus8.

(Note: if you make any future changes to Smart Property Profiles in PIM, you will need to let Cirrus8 support know so they can update your account again.)

See the Smart Property Profiles Guide for more information. 

2. Enable Cirrus8 Integration

Contact PIM support first to have the Cirrus8 API key linked to your PIM account. Navigate to PIM Settings > Advanced, Integrations About the App > Enable Cirrus8.



3. Turn on Quick Check Labels (optional)
Another time-saving feature is to have the quick check labels always ticked by default.  To set this default go to PIM Settings > PIM Admin Routine or PCR inspections and toggle the 'Quick Check Always Ticked' to On position.


See the Customised Settings Guide for more information.



Prepare For A Successful Import


A few extra tweaks in PIM Settings to ensure exact matches with Cirrus8 fields will ensure a more successful import.


1. Confirm Inspectors
Inspections can only be imported against the correct Cirrus8 Portfolio/Property Manager if there is a corresponding Inspector name in PIM Settings > PIM Admin > Inspectors. If an exact match is not located, PIM will use the default inspector instead.


See the Inspectors Guide for more information.

2. Assign a Default Inspection Type in PIM
During the import, for new inspections PIM will use the default Inspection Type assigned in PIM Settings > PIM Admin > Inspection Type. 

For more information, refer to our Inspections & Inspection Types Overview.
 



Import Data Into PIM


PIM imports real-time data from Cirrus8 based on the Scheduled Date, so it's pretty important that you make sure Cirrus8 is up to date before you start the import process below.


1. Navigate to the Import tab.
This is at the bottom of the app.


2. Import the latest file from Cirrus8.
Pulling down on the screen will refresh the data files.  Once it appears, tap to the file open.
3. View imported inspections.
Your properties will be listed with a colour code on the left.  
Green indicates a property PIM has not seen before, so it will be treated as a new inspection.
Orange represents an existing property so a Repeat Inspection will be created. 



4. Filter and Sort if required.
If there are a large number of properties in the imported list, you can use the Filter (1) or Sort (2) options to make things easier to view.



5. Import the inspections.
When you are ready to complete the import, select the Action button (1) then choose one of the Import options (2). 

Note: if you only want to import some, press cancel then tap against the properties you want.  This will place a check on the right.  You can then choose the Import Selected option instead of Import All.

6. Confirm the import type.
The import will create inspections based on your default Property Profile and Inspection Types displayed in the message.  If you are happy with this, tap Continue.


7. Close the PIM File Import message.
Take note of the confirmation message then tap OK to close.



Complete The Inspection


After importing, your scheduled inspections will be available under the Inspections Tab.


Go ahead and complete the inspection in the usual way by adding notes and photos then Submit Inspection when done. Your generated Routine, Maintenance or Tenant Inspection reports will now be automatically uploaded as a PDF to Cirrus8 and the status updated to Completed.


See the full range of Inspection Guides for more information.


Resend Inspection Report To Cirrus8


If for some reason you only previewed the inspection rather than Submit, or need to re-send to Cirrus8, this can easily be done from the home screen of the inspection


1.  Tap the Reports Folder from the inspection.



2. From Options select Send to Cirrus8.
From Options (1) on the right tap Send to Cirrus8 (2)



    



Troubleshooting


Here are some common concerns and speed humps around Cirrus8 integrations and how to move past them.


1. Re-Submitting a Completed Inspection in Cirrus8
If you have submitted an inspection from PIM and need to amend it and re-submit it, just navigate in Cirrus8 to your last "Completed Inspection" and tap "Incomplete", this will move the inspection back to the "Upcoming Inspections" and remove the attached PDF.  You can then go back into PIM and use Submit Inspection again. 

2. Submitted Inspections not uploading to Cirrus8
Only inspections created from an import can be uploaded automatically into Cirrus8. This includes Routine/Tenant/Cleaning and Property Condition Reports.  However, if you have created an inspection in PIM, you can easily add the finished report manually into Cirrus8.

See the Manual Report Upload to Cirrus8 for instructions.

3. Properties that have unit numbers and the same office number

Cirrus8 has a Unit Code and a Unit Description to help describe a property. The  ("Unit") Description is used as part of the PIM integration as part of the address field. The address field in PIM is populated from the Description as well as the Property Street fields in Cirrus 8 so both the "Description + Property Street" fields are required fields.


The Unit Description can be populated in Cirrus8 by navigating to:

Properties tab (1), Manage Property (2), Property Code (3) then Unit for Floor (4)



Select the Floor (1) then type in the Description (2) for the unit number.

As an example:  Unit 1 Ground Floor 201 Bandaid Street would need to be entered, in Cirrus8, using the following approach:

    "Unit 1 Ground Floor" would be entered in the Description field and 201 Bandaid Street would be populated from the Property Street in Cirrus8.  If you already have entered the "Unit 1 Ground Floor, 201 Bandaid Street"  in the address field you leave the description empty.


NB:  You only need to enter a Unit # in the description field if there are multiple units at the same address.  Otherwise, you just leave the "Description" field blank.  If you add the address into the "Description" field ie. 201 Bandaid Street it will result in a duplicate address populating in PIM.



For general troubleshooting on Cirrus8 workflows, imports and uploads, please contact support@cirrus8.com.au.


For PIM-related questions, please contact PIM Support.