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Frequently Asked Questions

What is Smart Property Systems?

Smart Property Systems is a cloud based web application offering complete management controls available 24/7 from any internet connection. You do not need to download our software. Just sign up and enjoy the ease of managing your property from any location. Our platform supports property owners, property managers, home owner associations, condo associations, commercial property managers, mini storage managers, mobile home parks, virtually all forms of investment properties.
The features of Smart Property Systems include marketing tools for your vacancies, tenant screening, state compliant lease forms, automated rent/fees/dues/deposits collection, automated and custom notices, a complete accounting platform which provides schedule E data population at the end of the year and many other reports, and a virtual filing cabinet for storage of your documents. Our goal is to continually update the software so that the software is easy to use, intuitive and provides ongoing user training via our library of training videos.

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Why should I use this kind of software?

The original cloud application platform which Smart Property Systems is built on, is an award winning system which has served over 20,000 satisfied subscribers. We have recently upgraded the platform and added features which give even more options to the subscriber, saving more time and staff resources. The single entry data collection reduces the redundancy when filling out forms, leases and other data. The multiple login feature allows subscribers to share data and duties with others as needed. Automated rent collection is just that, automated. But the best reason for using this software, is that it is so cost effective. If you use all features and all pay per use items, it will cost you .0058% or less of your monthly rent roll, depending on how many units you have under management. More information about these features is available under the same headings on the main page.
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Is Smart Property Systems easy to use?

Yes! First of all, we provide a library of training videos which show you how to use each feature in a step by step manner and you can watch them as many times as you may need. Once you enter your properties and lease parameters, when you are a subscriber, you are ready to set up your payment processing system. Simply follow the prompts. Oh, and if you need any additional help or have questions, there is a FAQs section on the dashboard, and we have super friendly customer service support staff available during business hours (8 AM MST to 5 PM MST) as well as the option to leave a message after hours. If you leave a message, we will actually contact you the very next business day. You can also call us at 855 796 7771 X 1.
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Is your site safe? Is my credit card information safe?

We do know how important your data is. Smart Property Systems has encryption for your data at the highest level possible. We are PCI (Payment Card Industry) compliant and your data is backed up and double redundant. We use powerful Amazon S3 servers to back up all data and it is encrypted in a way that makes it always safe. Although we will collect credit card information, we do not store your credit card information on our site. It is stored by the vendor which collects the fees (currently PayPal) and the vendor who processes the rent collection (currently ACH Direct). Both of these companies are also PCI compliant to the highest level and have full staff just to protect your card data. Please do look at our security policy for more details.
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Can you tell me about your privacy policy

Privacy is important to all of us. That is why we will never give your personal information, or that of your tenants, to anyone except if we are required by law to do so. That’s it. We are in the business to protect you. For more information, please see our privacy policy.
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What kind of support do you offer?

We offer Live Chat and phone support during normal business hours, Monday through Friday, 8 AM MST to 5 PM MST. And sometimes some of our workaholic staff is available off hours. But you can always leave a message after hours and we will get back to you the following business day. Our friendly customer service staff takes great pride in our service, and we look forward to helping you whenever you may need it. You can send a live chat message from the landing page at www.smartpropertysystems.com or call us at 855 796 7771 X 2.
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Does Smart Property Systems ever experience outages?

Our web site has not actually ever gone down. We have recently upgraded our whole system and it is now the best of the best available and should make our system faster and easier to use, even during peak utilization times. Our data is stored on powerful Amazon S3 Servers and is designed from the ground up to handle traffic spikes from any application, even ours! We have not lost any data to date and we have been doing this since 2006. However, if there should be a major event which takes down the internet in a global event, you can be assured that your data will be safe and recoverable.
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Do I have to sign a contract with Smart Property Systems?

No. Our service is month to month - plain and simple. There are no long term contracts or discounts for sign ups which lock you into an inferior system. Smart Property Systems believes that you will want to continue your subscription every month because it works so well, and we work hard to keep it that way. We believe in our product and think you will too.
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Do I need accounting software like QuickBooks?

Our single entry accounting system is very robust. You will be able to see rent rolls, and income/expense data. We provide monthly cash flow reports, income and expense by property and a schedule E tax profile which you can send to your accountant. We encourage you to look over what reports are available first, and then decide if you also need additional accounting software. If you need other reports which you do not see, we would like to know what they are, and we can create those also.
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Can I export my data to a report?

Of course. Your data belongs to you. So yes, you can download your data into a CSV comma delimited file (excel) any time you want to. Just click on the export link right at the top of the ledger and follow the prompts.
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How do I sign up for Smart Property Systems?

Smart Property Systems supports Landlords, Property Management Companies, Owners’ Associations, mini storage companies, short term rental companies and more. You can sign up directly from our website at www.smartpropertysystems.com or give us a call at 855 796 7771 X 1. We are anxious to show you how versatile and robust our system for property management is, and we all look forward to serving you.
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What browsers do you support?

If you use a PC or computer running Windows you can use Internet Explorer 8 or later versions. Please do use the compatibility view tool located under tools for that browser to eliminate any distortions. Firefox 3 and Chrome 10 or later versions also work well.
If you are running an Apple product, Mac OS X you can use Safari 5, Firefox 3 or Chrome 10 or later versions.

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How do I cancel my subscription?

We would really be sad to see you go. But if you must deactivate your account (cancel your subscription) it is easy. We would first want you to download or export all of your data. Then go to the dash and choose “Account and Settings” at the top right of the page. You will see the option to deactivate your account there. Just follow the prompts. But please remember that you can come back if you want to and we will have your data available to you for up to six months.
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Do you provide refunds upon cancellation?

We offer you a free trial subscription for up to 14 days to try out the system. We are available throughout that trial to help you look around and try out what we have. If you sign up for a subscription immediately, we will give you a 30 day money back guarantee on the subscription. Having a subscription allows you to use the rent collection and tenant screening, which are both pay per use items. We cannot give money back on the pay per use items, but if you decide that you don’t want to use Smart Property Systems, you can get a refund if you notify us within the first 30 days of use. After that we cannot offer a refund. But we are pretty sure that you are really going to like what you get for pennies a day. It will save you countless hours of tedious work and make your management experience much more efficient. But if you sell your properties and get out of the property management business, or just don’t like us anymore, then cancel before the end of the month and avoid any further charges.
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How Do I Print My Webflyer?

It is easy to print copies of your webflyer to post around your community or put in a box in front of your property for people to take.
1. Go to your webfolio in manage under the advertise tab on your dash. Be sure that the unit you want to advertise is enabled and posted on Craigslist or Zillow or both. (If you enable both sites, your webflyer will be shown to over 80% of the potential tenant population looking for a new home.)
2. Click on the URL shown for your webflyer. That will show you what the webflyer looks like in the posting. The URL starts with http://smartpropertysystems.com/site/your name/yoursitenumber.
3. On the upper left side of that page click on File to get the dropdown menu and then choose print preview.
4. If you see a page which says "we cannot access etc" you have not enabled the webflyer on craigslist or Zillow. So go back and enable that posting, then click on the URL and again choose from the file menu print preview.
5. You should now see a copy of your webflyer on the screen. To show the whole page, you will need to click shrink to fit and then click 95%.
6. Depending on your printer, you may need to designate portrait and color and number of copies. We recommend that you use a heavier weight of paper. 24# paper is the best.

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How to enable your ACH Direct Rent Collection?

1. Under income and expense choose ACH Direct rent Processing then Settings.
2. A page will come up with all of your properties listed by unit and tenant. Be sure to choose the unit you want to set up.
3. You will see three options available. Put your cursor on the blank side of the slider and left click. Please know that credit cards are not yet an option.
4. Once you see that option enabled your tenant can now set up their account in the system. To do that the tenant logs into his account on Smart Property Systems and
They will see their account displayed. Have them click on the address and there will be two options presented at the bottom of the green screen.
They then click add/Change Payment Accounts and add their account information.
5. Now your tenant can make a single or recurring rent payment using the types of payments you have enabled.
6. While you are on the settings page, click on Create Monthly Variable Payments. This brings up the page where you can add monthly charges, give credit for work done or credit for payment for repairs paid for by the tenant.
7. Use the data collection boxes on the bottom half of the page for variable payments and credits.

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