Dashboard Management

The GM Dashboard is your go-to tool for managing property operations, tracking leads, processing applications, and ensuring all action items are completed daily. Below is the full handbook outlining how to effectively use each dashboard tab.

📌 Purpose

✅ Ensure all property operations are up to date.

✅ Confirm leads and residents are being contacted in a timely manner.

✅ Maintain compliance with approvals, leasing, and financial processing.

✅ Clear the GM Dashboard daily to stay on top of all tasks.

📌 The GM Dashboard in Entrata organizes all tasks by type and action required to remove them.

📍 Log in here: Entrata GM Dashboard

📊 Daily Dashboard Checks

1️⃣ Approvals Tab

As the General Manager, this tab must be checked periodically throughout the day to review:

Section	Action Required
Applications	Review all pending applications daily.
Screenings	Approve or deny screenings. If an application is stuck due to a system error, submit a Help Hub ticket.
Documents	Countersign all necessary lease documents (e.g., lease packets, parking addendums) daily. Ensure accuracy before signing.
Financial Move-Outs (FMOs)	Review and approve all Financial Move-Out Statements before they are sent to past residents. FMOs must be processed within legal timelines based on state laws.

2️⃣ Leads Tab

This tab ensures leads are being properly followed up on. The GM should review this daily, even if tasks are delegated.

📌 Goal: ALL TABS UNDER LEADS SHOULD BE AT 0

Section	Action Required
Assign Agents	Leasing agents should only assign themselves leads they have directly assisted. GMs do not receive commission.
Potential Leads	These are prospects who expressed interest but have not been created as a lead (e.g., phone inquiries). Follow up to move them forward.
Never Contacted	These are leads that haven’t been contacted yet. ALL leads must be responded to within 4 business hours of guest card submission.
Contact Needed	Leads that require a follow-up. Follow the Lead Management Handbook for expectations.
Not Progressing	Leads that have not moved forward. Cancel nonresponsive leads after 60 days to keep Entrata clean.

📌 Helpful Tip: Filter leads by Last Attempted Contact to track overdue follow-ups.

3️⃣ Applicants Tab

The Applicants tab functions similarly to the Leads tab but tracks prospects who have started the application process.

Section	Action Required
Never Contacted	Ensure all applicants who started an application have been contacted. Keep this at 0.
Contact Needed	Follow up with applicants needing additional communication. Filter by Last Contact Date to prioritize outreach.
Not Progressing	Follow up with applicants who have stalled in the process. If uninterested, cancel the account.
Process Screening	Move completed applications forward. All applications must be manually reviewed and pushed to the next step.

📌 Screening Responses:

Status	Action Required
✅ Approved	Meets all rental criteria. Move to Generate Lease.
⚠️ Approved with Conditions	Applicant must complete additional steps (e.g., pay outstanding balance). Entrata generates an auto letter to inform them.
❌ Denied	If denial is due to the guarantor, the applicant may add a new guarantor or opt for deferred rent. If unsure, contact your RLM/ALM.

📌 Helpful Tip: If a lease is missing a guarantor’s signature and expires, download and save the primary applicant’s lease, cancel the expired one, and generate a new lease with the uploaded document.

4️⃣ Generate Lease Tab

Once an application is approved, the lease packet must be reviewed and sent out.

📌 Before sending a lease:

✅ Ensure all fields are correct.

✅ Review the lease packet preview to avoid errors.

📌 Helpful Tip: Always preview lease documents before sending to prevent unnecessary back-and-forth with applicants.

5️⃣ Residents Tab

This tab should be checked first thing every morning.

Section	Action Required
Contact Needed	Respond to residents ASAP. Hover over their request to see their question.
Move-Ins	Prepare for pending move-ins at least one week in advance.
Move-Outs	Move residents out as they leave. Follow all legal guidelines for FMOs.
Renewals	Monitor pending renewals to ensure leases are signed before renewal offers expire.
Transfers	Complete all transfers on their scheduled date.

6️⃣ Maintenance Tab

This tab tracks work order flow and inspections. Review regularly to ensure timely responses.

Section	Action Required
Contact Needed	Respond to maintenance requests within 12 hours.
Assign Work Orders	Assign all pending work orders to maintenance staff.
Work Orders	Ensure all work orders are updated and closed in real time.
Make Ready’s	View mid-lease transfers or relets that need unit preparation.
Inspections	Residents have 24 hours to complete move-in inspections. Process them within 24-48 hoursafter submission.

📌 Helpful Tip: Work orders have status updates (e.g., “Awaiting Parts”) and internal notes. Staff can toggle visibility for residents if needed.

7️⃣ Financial Tab

All payment-related processes occur in this tab.

📌 Never accept cash payments.

Section	Action Required
Check 21	Process outstanding check payments daily.
Deposits	Review and process pending deposits.
Pre-Collections	Send payment notices to accounts approaching collections.
Financial Move-Outs (FMOs)	Process FMOs within state-mandated guidelines. Some states require refunds within 30 days.

📌 Helpful Tip: Stay on top of pre-collections to minimize past-due accounts.

🚀 Final Takeaways

📢 The GM Dashboard is the central hub for property operations. Keeping it clear ensures smooth leasing, resident management, and financial processing.

💡 Quick Reminders:

✅ Check the dashboard daily and clear action items.

✅ All leads should be contacted within 4 business hours.

✅ Leases should be reviewed carefully before sending.

✅ Work orders must be updated in real time.

✅ FMOs must be processed within legal timelines.

For questions or clarifications, reach out to your RLM/ALM. Let’s keep our operations efficient, organized, and on track! 💪🔥