Masterkey Blog

Masterkey 3-day Training

Masterkey Fundamentals

Know the basics of using Masterkey.  This seminar will let you learn the basic functionalities of Masterkey which includes adding a new lead, updating contact information, publishing on web portals, changing the unit status from available to sold/leased, etc.  The instructor will also give different scenarios that you may encounter while using the system and how to manage them effectively.  

 

 

Join for a productive start or quick refresh.

 

Date:   February 16 & 17, 2015 (Mon-Tue)

Time: 10:00 a.m. to 1:00 p.m. on both days

Cost: AED 250 per user (includes Fundamentals Certificate)

Venue: Conference Room, 1st Floor, Ubora Office Tower, Business Bay


Masterkey Advanced Training for System Administrators

Further your knowledge of specific topics in Masterkey. This is for users who already have the Masterkey Fundamentals Certification and want to know more about user roles and permissions, customizing communication templates, and reporting.

 

Get the additional training that can enhance and maximize your full Masterkey experience.

  

Date:    February 18, 2015 (Wed)

Time: 10:00 a.m. to 1:00 p.m.

Cost: FREE for Masterkey Fundamentals Certified users

Venue: Conference Room, 1st Floor, Ubora Office Tower, Business Bay

 

Contact your account manager at +971 4 425 7733 or email support@gomasterkey.com to book your spot.

 

  

ABOUT THE TRAINER

Abbas Ali is the Support and Training Manager and resident trainer at Masterkey.  A seasoned IT professional and effective communicator, Abbas is a highly accomplished and results oriented leader with over 10 solid years of experience in information technology consulting, product/project management, customer relationship management and business analysis.  

 

Abbas has been one of the catalysts in feature development initiatives in Masterkey from the time he joined in 2008.  


Empowering your agents through lead caps

 

Lead generation is essential in making money in a real estate role.  Having a constant stream of clients looking to buy or sell ensures a steady flow of commission for the agent.  In the company’s perspective, closed leads means increased revenues.


As a manager heading a group of real estate agents, what will you do to ensure that leads are being tracked, updated, and chased until closing? Do your agents have enough leads to work on? Are they bombarded with too many that they can hardly prioritize which one to act on first?


Working in a commission-based role is financially rewarding especially when the agent has a lot of properties to sell or lease.  The more time and effort an agent exerts into building leads, addressing prospects’ needs and promoting their listings through various channels, earning more is within reach.


Masterkey has developed a key feature that will allow you as a manager to place  limits--or caps--on the number of leads each agent is allowed to handle at one time.  


What is the importance of the lead cap feature?


The benefit of the new lead cap feature is twofold:


First, we’ve introduced a new rotation type called ‘My listings only’ which indicates that the agent would like to receive leads for those units which he/she has is the listing agent. This feature is excellent for large companies in which agents do not wish to receive unwanted leads and  would rather prefer to focus on their own units and areas.


Secondly,the lead caps feature can control the maximum number of leads an agent is allowed to manage at any point in time. This encourages agents to more efficiently manage their open leads, keeping only the active ones in their list. . This feature also notifies agents if he/she can still accept leads or not.  


How does it work?  

Masterkey’s lead rotation has 3 types:


On rotation means you are available to receive lead referrals  

Off rotation means you will not be able to accept leads (e.g.  if you are on vacation or otherwise unavailable).  

My listings only means that you will only receive leads related to listings for which you are the listing agent.   


Here are the different lead rotation statuses in Masterkey:


lead_rotation_types.png


As a manager, you will be able to see each agents’ status, whether they are ‘On rotation’, ‘Off rotation’, or ‘My listings only’ and all relevant information will become available to your call center agents and other staff.


As an agent, you can select your rotation status as ‘On’, ‘Off’, or ‘My listings only’. These statuses will be displayed to the coordinators or call center agents who can then assign leads accordingly to the team.


In addition, guidelines can be linked to a role to enforce certain rules for the maximum number of leads an agent is allowed to have. Different roles can then be assigned to different agents.



For example, if Lead Cap rule is:


‘Total number of open leads (all types of leads) should not be > 150’


Then the lead rotation status will automatically be switched to ‘OFF’ if the total number of open leads for that agent exceeds 150. Once the total number of open leads drops below 150, then the Lead Rotation status will revert to ‘ON’.



Want to start using Lead Caps? Check out the Knowledge Base articles below to get started.  

How to turn lead rotation On/Off/My Listings Only

How to control the maximum number of leads an agent can have at a time

Put agents on rotation as an admin/manager

 


Notifying clients on upcoming and overdue invoices just got easier

Automatic notifications for due invoices

 

 

A critical part of property management is monitoring overdue invoices.  Without a proper system and an effective policy in place, your company will be vulnerable to painstaking collections problems.  Accumulating late payments can affect your cash flow and harm your bottomline.   


Each company has its own approach to  informing tenants of upcoming payments that usually involves a series of letters and phone calls to encourage them to pay on time.  Communication normally starts on a friendly note, but the tone becomes more serious and insistent as payments become more and more overdue.  


With Masterkey, our tenants instantly receive automated reminders of upcoming and overdue invoices, keeping them informed and always up-to-date.


From a business standpoint, Masterkey also enables property managers to notify their accounts team about clients with overdue payments. This also gives the accounts team a head start in tracking overdue invoices and sending the necessary communication to tenants accordingly.


Keeping your receivables flowing smoothly and eliminating the chances of overlooking overdue accounts are just some of the benefits that Masterkey brings for property managers which greatly impacts your business.  



Find out how you can use our Automated SMS Messaging.


Happy New Year!

From the Masterkey Team, we wish you a wonderful new year filled with abundance, joy, and treasured moments. May this year be your best year yet!



Release Notes (Q4 2014)

Version 4.8.31.46 (14/12/2014)

  • You can now add documents related to maintenance contract on the Maintenance contract file.
  • We can now configure passport expiry date to be mandatory when doing a lease.
  • We now have the ability to build feature per group to do a batch-run for statement of account for full property.
  • Improvements in the email integration functionality.
  • Several general improvements, requests and bug fixes.
 

Version 4.8.30.50 (30/11/2014)

  • You can now set SMS or Email reminders on due invoices through transaction file.
  • You can now create Ejari contract in pending status from inside Masterkey.
  • You can now select the date of termination when terminating a contract inside from Masterkey to reflect it as a termination date on the contract.
  • Several small enhancements and bug fixes.
 

Version 4.8.28.47 (02/11/2014)

  • We now have a functional web-service for STR which we can connect with the online booking portals.
  • You can now add images in the contract by using contract template builder.
  • A few updates in Power Morning Reports.
  • Customer complaints and small improvements.
 

Version 4.8.27.32 (19/10/2014)

  • Updates to the power mornings project.
  • You now have the ability to define due invoice reminders (per group) by using back-end support.
  • Email 2 is now available in the field selection list.
  • Image title's check is now removed from the company webservice which will allow groups to show their images on the web without selecting the marketing title.
  • General complaints along with small enhancements.
 

Version 4.8.26.45 (02/10/2014)

  • Power morning project (upgrades to lead sidebar report), through which the agents and managers can see which leads have gone over the maximum time for being un-contacted.  
  • The build was focused to include customer requests/complaints and small enhancements.

Release Notes (Q3 2014)

Version 4.8.24.39 (07/09/2014)

  • Combine EMLS data into portal feed.
  • Policy for Notice Days for Renewals has been added.
  • General Bugs/Complaints and Improvements.
 

Version 4.8.23.52 (24/08/2014)

  • When manually typing the receipt number, the system will now check to see the duplicate.
  • Feature files have been added on Contacts and Leads.
  • Lead Zone performance enhancement.
  • Fixes on workflows.
  • Bug fixes and several small enhancements.
 

Version 4.8.22.23 (10/08/2014)

  • Few enhancements and corrections for the workflow project and GP Integration. 
  • General improvements and DB updates.
 

Version 4.8.21.38 (27/07/2014)

  • Enhancement in Activities (Viewing) for Units.
  • Users can now search for units that are either published or not published for any or all web portals.
  • Activities notifications and improvements on workflows.
  • Complaints and minor improvements.  
  • Enhancements to tenant communication / mass email.
 

Version 4.8.20.43 (13/07/2014)

  • Improvements for activity zone including speed optimization.
  • General Improvements for account's integration and workflow templates.
  • The build was more focused to include mostly complaints received from all customers along with some minor improvements for property management.

Happy National Day U.A.E!

It has been 43 years since the U.A.E was formed and what a massive transformation it has been through. With our main office in Dubai, we've been operating out of this country for over 10 years. We would like to take this opportunity to wish every citizen and the resident of the country a very happy 43rd National Day!



Join Us @ the Real Estate Brokers Summit During Cityscape Global 2014

 

Masterkey will be participating this year during Cityscape Global as the associate sponsor of the Real Estate Brokers Summit. 

 

On September 22 at 11:40 am, Daniel Hart, Masterkey’s Chief Executive Officer, will be speaking about The Integrated Enterprise, and how creating a comprehensive, consolidated information platform is essential for running a smooth real estate brokerage operation. 

 

In today’s market, maximising your time is the key to your success, and real estate brokers need to be able to effectively and efficiently manage their network of clients, agents and property listings all on one platform.  The presentation will be covering portfolio management, lease administration, project, asset, energy and facility management. 

 

During this session, we will also illustrate all the possible integrations that can happen under one software, including integrations with governmental systems such as EJARI, and how it is possible to create a solution designed to make everything easier and far more intuitive for everyone. 

 

Don’t miss our presentation! We promise it will be interesting, fun and nothing nearly boring! Join us at on September 22, at 11:40 am. See you there!


Introducing our brand new feature: Workflow

 

 

For almost as long as Masterkey has been around you’ve had the ability to manage “Activities”. This allowed you to create and manage tasks either for yourself or for your colleagues within your real estate business. Instead of using an external task management tool, activities could be assigned to your team as needed, directly from inside Masterkey.

 

Workflow is the ultimate refinement of activities within Masterkey. You can now map out your internal steps that are needed for different processes, for example for every time you're listing a unit or every time there’s a transaction.

 

Let’s assume a new listing comes to your agency. Next, a team needs to go onsite, inspect the unit and take pictures. Later, another team needs to double check and publish the listing online. Then another set of steps need to be taken when a tenant or a buyer comes. A number of documents need to be collected from the landlord/owner and from the tenant/buyer. Not to mention, the sequence of activities are as important as the actual transaction to make sure everything is done smoothly. (So many things to do and documents to submit by different people!)

 

 

 

In summary, to list, inspect, publish and complete the transaction of a unit, there is a sequence of tasks that need to be done, requiring the collaboration of different departments and different persons along the way.

 

Workflows allow your team to automate the creation of these processes and activities, and you can manage the overall operation. You can now define different lists of activities for different types of jobs, where at each stage, one individual or group will be responsible for the completion of a specific task. Once a task is completed, Masterkey will notify the next responsible group or individual to execute their stage of the process.  The notifications for newly assigned tasks play the key role in the smooth running of the defined workflow.

 

It will save your team the headache of finding tasks amongst the hundreds of emails received a day, and you can stop noting down things you have to do on stickies and to-do lists! By automating your workflow, you have one streamlined mode of communication, and one common dashboard where all your incoming and outgoing requests are placed, along with details about which stage in the business process they are at.

 

Want to start using Workflows? Go the help section here to learn how:


Otherwise we’re always available to help you train and implement this inside your company!

 

Masterkey. A single point of truth.

 

As companies grow in scale and operations, the need for a central system connecting different teams, processes and software becomes more important. Large organizations need to run all operations in sync with each other, and to eliminate inefficiencies caused by transferring data between systems manually. 

 

At Masterkey, we’ve experienced this trend with a lot of our larger customers (and some smaller ones too) who operate multiple concurrent systems to manage their real estate business. 

 

A commonly seen example is a property manager using an accounting system to manage profit and loss reports for his numerous landlords. Masterkey handles the listing, marketing, lease and transaction processes seamlessly: a rent schedule is printed, the cheques are collected and stored, and an Ejari contract is printed and signed. All within the Masterkey system.

 

At this point, the cheques are physically handed over to the accounts team, which keys them one by one into their accounts software (so much data entry!). Not only that, when they are banked, the accounts team notifies (so many emails!) the front-office staff so that they can update the cheque status inside Masterkey (so much more data entry!). If a cheque bounces, accounts will notify front-office (who by this time are drowning in emails notifying them of each cheque and scurrying to update the individual status inside Masterkey!) and they will have to ask the tenant to deposit a new cheque, only for the cycle to repeat itself.

 

Imagine if you could eliminate all of the manual data entry and painfully large email exchange. Imagine if your accounting system and your CRM system could ‘speak’ and let each other know automatically when payments are due, when they clear out and when they bounce… Just imagine.

 

Masterkey is built to connect to a host of external systems. These can include everyday accounting systems for small companies (Xero, Sage, Peachtree, Tally and the like), all the way up to enterprise systems (Microsoft Dynamics Great Plains, Oracle Financials and the like), and most things in between (IP Phone and call center systems, Human Resource, Facility Management, custom websites, kiosks and self-serve portals).

 

We do this via an intricate and extensive api layer that helps Masterkey connect with external systems in a completely secure and robust way. Data flows are seamless, and you control how often you want updates, and in which direction.

 

Speak to one of our consultants today for a free evaluation of your internal systems and how we can make your processes happy and joyous!