How do I do XX in Yardi? Cheat Sheet

If I Need to…

I Do

This in…

I Do This By. . .

I know this is complete/successful when…

What else happens?

Create a new company/contract

Hubspot

Putting a deal in License/Lease Out

Karina requests your GM for approval of the new contract to be sent for signature

Once approved by your GM, they will click the “request approval” from leasing if there is a discount on the deal. If there is no discount, they will click “Send” on the communicate page to send the contract for signature

Approve a Contract/Amendment I was emailed about

Yardi

Navigating to the top right of any Yardi page (you’ll see your initials or profile pic) and clicking my approvals. Open the contract and review all details are correct

You do not see a pending approval in your “My Approvals” menu tab

Make sure you are requesting approval from the next person if the contract requires it. After approval, if you see a “Request Approval” on the contract, please send it to the next approver. For example, GMs will request Leasing approval for all contracts with a discount.

Send a Contract/Amendment for Y Sign (e signature)

Yardi

After all approvals are given, navigate to the “Communications” tab on the contract. Ensure the correct template is selected from the drop down menu. You can click “Download” to preview the license.   After verifying the contract template looks correct, click “Send” on the “Communicate” tab

You will see the “Y Sign Timeline” update to show that the contract has been sent, who sent it, and when it was sent

Nate received a notification to countersign, then the onsite building emails will receive a notification when the contract is ready to be activated.

Y Sign links are only active for 96 hours. If the link expires, you must re-click the “Send” button on the contract’s “Communicate” page.

Activate a Contract/Amendment

Yardi/Box

Yardi

Yardi/Box: Navigate to the “Communicate” tab on the contract and download the signed/countersigned document. Then place it in the company’s BOX folder

Yardi: Navigate to the Contract’s “Activate” menu tab, clicking on “Activate”

You see “Future Active Contract” under the contract name.

The deal in Hubspot will be updated with final deal details and the deal will move to “Closed Won”

The Primary Welcome email will be send to the primary member on the deal in Hubspot.

Amend an

existing Contract

Box

Yardi

Box: Adding member communication to the company’s box folder

Yardi: Creating a task on the company “Activity Feed”, assigning it to Karina, and commenting the details of the amendment

Karina requests your GM for approval of the amendment to be sent for signature

Once approved by your GM, they will click the “request approval” from leasing if there is a discount on the deal. If there is no discount, they will click “Send” on the communicate page to send the contract for signature

Input a company giving a Notice to Vacate

Yardi

Navigating to and open the company’s active contract, clicking the “Notice to Vacate” menu option on the left side, and inputting the NTV details

When the Contract says “Notice given” underneath the contract name

Terminate a Contract

Yardi

Navigate to and open the company’s contract, clicking the “Terminate” menu option on the left side and inputting the Termination details. You will then click on “Request Termination”

When the Contract says “Terminating in X Days” underneath the contract name

Companies and Members will be reassigned to the primary location “Non-Contracted” and will be removed from your filtered views.

All members will be End Dated in Hubspot, Operate, and removed from Platform

Onboard a single contact

Yardi

Navigating to the company’s page in Yardi, selecting “Contacts” on the left menu, and clicking the yellow “Add” button. Make sure you are adding a member, and not a lead or contact!

Member appears in the Member page

The new member will be added to Hubspot, Operate, and Platform.

Offboard a single contact

Yardi

Help.yourstudio.com

Are they in Yardi?: Navigate to Customers->Members. Search for your member and click the three dots on the right side of the screen. Then click Archive

Not in Yardi?: Put a service ticket in with the issue as ‘Onboarding/offboarding’ and comment who the contact is that needs to be removed.

Member is no longer on the members page

Shamir closes the service ticket and you receive confirmation email

Member will be end dated in Hubspot, Operate, and removed from Platform

Onboard a full company

Help.yourstudio.com

When a member returns the onboarding import file (sent to them in the primary welcome email), create a ticket with the issue “Onboarding/Offboarding” and attach the file.

Shamir closes the ticket in HubSpot and you receive an email

-or-

You see the new members in the company account in Yardi

Shamir will import all members to Yardi, Hubspot, Operate, and Platform

Offboarding a full company

Yardi

See “Terminating a Contract; What Else Happens?”

Send a fully executed contract to a member

Yardi/Email

Yardi: Navigate to the contract page and select the ‘Communicate’ tab on the left menu. After Countersignature, you will see a ‘Download’ button, which will download the signed agreement.

When the signed document is downloaded to your computer

You can send this signed document to members for their record.   Remember to also upload all signed agreements to the company’s BOX folder!