General Tab Tasks Add Guest Card
This task is used to add a Guest Card to an existing household.
If one user creates a Guest Card for a household for a community that user has access to and another user creates another Guest Card for the same household but for a different community that only the second user has access to, then the household has 2 Guest Cards - one created by each user.
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Household Detail General Tab Tasks Add Guest Card
Guest Card
Prospect Information - you are required to enter one form of contact information before you can proceed to the next step. Enter either the prospect's Email Address, Phone Number, or Address Information.
Guest Card information
First Contact Date - defaults to today's date. This is the date the prospect first makes contact.
First Contact Type - select from the drop down list
Walk-in
Phone
Other
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Referral Type/Referral Source - select from the drop down list. Based on the Referral Type, select a related Referral Source
Newspaper - select a specific newspaper from the Referral Source drop down list.
Internet - select a specific website from the Referral Source drop down list.
Resident - start typing in an existing resident's name to search for that individual in your database.
Brochure/Flyer - select a specific brochure/flyer from the Referral Source drop down list.
Non-Resident - enter the individuals name in the Referral Source field
Phone Book/Yellow Pages - no referral source for this referral type
Drive By - no referral source for this referral type
Other - describe this referral in the Referral Source field.
The Referral Source lists for Newspaper, Internet and Brochure/Flyer are maintained at System Administration > Maintain Lookup Tables - Referral Source
Applicant Count - number of members expected to be included in the household.
Desired Term - the number of months the prospect wishes to rent the apartment for
Price Range - the minimum to maximum price range that the prospect is willing to pay for an apartment
Desired Move-in - the date the prospect hopes to move into an apartment
Appointment Date - the date of a scheduled appointment for the prospect to come into the community and meet with a rental agent
Followup Date - the date you wish to reconnect with a prospect so that you don't lose touch with them and they become stale.
Handicap Unit - select to indicate that the prospect needs a handicap unit.
Community Interest - select the Waitlist Group(s) that the prospect is interested in.
At least one Waitlist Group must be selected before you can move onto the next step
The list of Waitlist Groups is limited to the communities that you are authorized to see.
Bedroom Interest - select the number of bedrooms that the prospect wants
You can select more than one bedroom size. I.e. - prospect really wants a 2 bedroom, but will live with a 1 bedroom.
Household Codes - click the Add link to add any household codes to identify special needs or requests of the prospect.
These Pre-Occupancy Codes include things like "Pet Information" and "Parking Spaces Needed". Other Household (Pre-Occupancy) Codes can be added at System Administration > User Codes.
The pets and parking needed indicators that were on the waitlist are new Household User Codes (Pre-Occupancy Codes)
You can use the Edit or Delete link to make any necessary changes to the Household Codes already selected for the Prospect.
Amenity Interest - select which Amenities and/or Unit Features that the prospect is interested in.
Contact Log - use the Add, Edit or Delete links to maintain the various contacts you have made with this prospect.
The Contact Log will be updated automatically anytime their status changes.
Click Finished if you do not want to send an application at this time.
Click Next to send an application.
Select the application or applications that need to printed and sent to the prospect.
The status of the person will not change from Prospect to Application Sent until you have printed the application. If you finish the task without have selected an application to print, their status will remain as Prospect.
You can also use the Select All and Deselect All links to help in making your selections.
Documents included in the "Applications: Send" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.
Click Finished.