1. Click into your future resident's prospect profile:
Your Unit & Deposit tab may be separated and look differently than what is shown in the above screenshot(s). If that is the case, please click the link here to understand the Unit, Deposit & Refunds workflow.
2. Select the "Unit & Deposit" tab on the left-hand side of the Prospect Profile. On this screen, you will need to fill in: Unit, Privacy Level (if applicable), and Move in Date. These fields are required to send a record over to Yardi.
*Note: hovering over the "Sync to Yardi" button will tell you the information that is missing.
Privacy Level Options:
- Private/Single A: Use this for future residents who will be occupying this room by themselves. Also, use this for singular records that have two residents (one primary and one secondary). *You will use this privacy level 99% of the time for private units.
- Private with "2nd? "turned on/Single S: Use this ONLY if this contract is for a second resident occupying a private unit with a partner, and the prospect records are separate for each resident (ex: Mary and Marvin Smith have two separate prospect records but are a couple moving into a unit together. Mary would be Private/Single A and Marvin would be Private with the "2nd?" toggle turned on/Single S)
- Shared A: Use this if the future resident is only occupying side A of a shared unit
- Shared B: Use this if the future resident is only occupying side B of a shared unit
3. Click the blue "Update" button at the bottom of the "Unit" or "Unit & Deposit" screen to save your changes once everything is filled out. Now, navigate back to the "Summary" tab from the left-hand side of the Prospect profile.
In the top right-hand corner, you will see the "Sync to EMR [Yardi]" button should be blue (meaning that you have added in the necessary information required to sync your future resident.
Press this button to send the future resident over to Yardi. *Note: This Sync button can only be pressed once, so be sure you are ready to send them over upon pressing.
Once you have pushed the button, it will turn from blue to grey and show as "Synced to Yardi". Hover over the button to see the date and time in which the future resident was synced.
When you see this, you know your future resident has now been successfully sent over to Yardi. This is a one-time sync so you can only push over to Yardi once. From this point forward, the BOM will accept the record pushed from WelcomeHome to Yardi and all future updates need to be made in Yardi.
Common Troubleshooting Issues:
- Check your move-in/out schedule report to verify correct dates and apartment info is shown. Check for duplicates.
If you have duplicates, reference WelcomeHome and Yardi to see where the duplicates are. From there, you can click on "Prospect Settings" or "Resident Settings" to see the Yardi code, and this should be referenced with Yardi to make sure the profiles are correctly linked. If not, you can use the pencil icon to edit the Yardi code and match it to the up-to-date profile in Yardi.
- Pull a rent roll report and look for discrepancies.
- Check total occupied units in both Yardi and WelcomeHome
- Check 2nd resident info changes.
*Note: Oftentimes, there can be prior residents that are coming back to your community. Keep an eye on these residents by using the active prospect profile in WelcomeHome and check with your BOM to tie that active profile to the previous Yardi profile. The Yardi profile needs to be updated as well to accurately reflect their most recent stay in your community.