Using the Master-Tenant Occupancy Feature

This document describes how to use the Master-Tenant Feature in the Occupancy module. There are situations where there may be multiple occupancies listed under the same address.

Examples of master-tenant occupancies: an apartment complex, warehouse buildings, strip mall, etc.

This feature allows you to designate a “Master” occupancy from which “Tenant” occupancies can easily transfer/share occupancy data without having to physically re-enter the information, saving you time by prefilling information from the master occupancy.

Step 1: Enable the Master-Tenant feature.

  1. Go to Occupancy module.
  2. Go to the Settings page and select Field Settings.
  3. Check the option “Enable Master/Tenant”.
  4. Click Save.

Step 2: Designate whether the Occupancy is Stand Alone, Master or Tenant.

The Master-Tenant options are:

  1. Stand Alone – This occupancy is not a Master and is not a Tenant. This is the default value when adding a new occupancy.
  2. Master Occupancy – This designates the occupancy as a Master Occupancy. A Master Occupancy is expected to have one or more tenant occupancies associated with it.
  3. Tenant Occupancy – This designates the occupancy as a tenant occupancy. A Tenant occupancy can only be assigned to one Master Occupancy.

    NOTE: This option is only available if there are designated Master Occupancies. You must create a Master Occupancy before you designate an occupancy as a Tenant.

  • When adding a new occupancy, you can either designate an occupancy as a Stand Alone or Tenant Occupancy.
  • To designate an occupancy as a Master Occupancy, first enter the required information and click Save. This enables you to then select the ‘Master Occupancy’ option shown below.

Master Occupancies

When an Occupancy is designated as a Master Occupancy, you can specify which fields of information will be filled in from the Master occupancy when associating a tenant occupancy with the Master occupancy.

NOTE: If you are designating an occupancy as a Tenant, you will be asked whether you want to overwrite any existing information in the Tenant Occupancy.

  • Selecting the ID # option with the Add tenant # to the end of the Master IDs option on the Select Prefills for Tenants Associated with this Master dialog above will take the ID from the Master Occupancy and add a sequential tenant number to the end of the ID.

    Example: If the ID for the Master Occupancy is 1234, the 1st tenant will be 1234-1, the 2nd tenant will be 1234-2.

  • Once an occupancy has been designated as a “Master”, it can be changed to another type (Stand Alone, Tenant) only if it does not have any unarchived tenant occupancies associated with it.

Tenant Occupancies

When an occupancy is designated as a Tenant Occupancy, select a Master Occupancy to prefill information from the fields that were specified on the Master Occupancy Prefill list.

NOTE: Once you select a master occupancy, you will be asked whether you would like to override the existing values with the values from the Master occupancy.

  • The Tenant Occupancy’s Contacts tab will display contacts from the Master Occupancy.
  • The Master Contacts are read-only within a Tenant Occupancy. Any edits that need to be made to the Master Contacts will have to be made in the corresponding Master Occupancy.
  • When an inspection is completed, you will be able to send an email to both the Master and Tenant Contacts.
  • When the occupancy is printed, selecting the “Contacts” print option will also display the Master Contact information on the print report.
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  • Avatar
    Andrew Puckett

    You just uploaded this to the Support and I am working on a Powerpoint to start doing Pre-Plans for 2016. Do you know when this will be active in the live system. 2/19/2016 @ 4:24pm EST.

  • Avatar
    Erin Lundstrom

    Andrew, this feature will be available to all customers on February 23, 2016.

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