Transferring a Tenant to Another Unit

How to Transfer Units in the NSE Web Portal

It’s common for tenants to outgrow or downsize their storage needs. To make this transition seamless, the Nokē Smart Entry (NSE) Web Portal allows tenants temporary access to two units during a transfer. This ensures they have adequate time to move belongings from one unit to another.

Overview of the Transfer Process

The transfer process involves two key steps:

1. Update the Property Management System (PMS):

   • The transfer must first be processed in the PMS system. This step handles account updates, charges/credits, and the creation of a new lease agreement.

2. Grant Temporary Unit Access in the NSE Web Portal:

   • After the PMS update, the Web Portal assigns the tenant temporary access to both the vacating and new units for 48 hours, ensuring smooth movement between zones or areas.

Step-by-Step Guide to Transferring Units

1. Process the Transfer in the PMS System

   • Complete the transfer in the PMS, including updating the tenant’s unit assignment and syncing with the NSE system.

2. Initiate the Transfer in the NSE Web Portal

   • Log into the NSE Web Portal and navigate to the Units tab.
   • Locate the new unit that is now Occupied and click on it to open the Unit Details page.
   • Click Transfer Unit.
   • In the Transfer Unit form, please select the unit that the tenant is vacating (old) unit.
   • Click Submit to grant the tenant temporary access to both units.

Key Details During the Transfer

• Default Access Period: The tenant will have access to both units for 48 hours.
• Cancelling the Transfer: You can manually cancel the transfer by selecting the vacating unit in the Unit Details page and clicking Unassign from Transfer.
• Extending the Transfer: Use the Extend Transfer option in the Web Portal to reset the 48-hour access period.

Syncing with PMS

After 48 hours (or once the transfer is completed):

• The NSE Web Portal syncs with the PMS system.
• The vacated unit becomes Available for rent.
• The new unit becomes Occupied by the tenant.

Special Considerations

• Shared Users and Managers:

  • Shared users and managers retain access to the vacating unit during the 48-hour transfer period. However, once the tenant occupies the new unit, shared access must be re-established via the mobile app.

• Fob Users:

  • Fob users can access the vacating unit during the transfer period. After the transfer, the fob must be resynced to access the new unit.

• PMS Overrides:

  • Any changes made in the PMS system during the transfer are ignored by the NSE system until the transfer period ends or is canceled.

Example Process:

Suppose a tenant currently occupies Unit A but needs to move to Unit B. The process involves these steps:

Step 1: Manager Updates PMS (Property Management System)

• The manager completes the transfer in the PMS, ensuring all payments are finalized and new lease agreements are in place.
• The manager assigns the tenant to Unit B in the PMS.

Step 2: Sync with Nokē Smart Entry (NSE) System

• A system sync is needed for the NSE system to place the tenant into Unit B.

Step 3: Manager Action in NSE System

• The manager logs in to the NSE web portal.
• They navigate to the Units tab.
• They find and select Unit B (the new unit).
• They click on Transfer Unit from the unit details page.
• In the bottom section, they select Unit A (the old unit).

Step 4: Transfer State in NSE System

• Both Unit A and Unit B enter a “Transferring” state in the NSE system, which temporarily bypasses PMS updates and syncs.
• The tenant has access to both Unit A and Unit B for 48 hours.

Step 5: Sync After 48 Hours

• After 48 hours, the transfer state is removed, and a sync occurs between the PMS and NSE.
• This sync officially assigns the tenant to Unit B and releases Unit A, making it available for new tenants.

Result:

• • Unit A is now available, and Unit B is occupied by the tenant.

Pro Tip

Add the Users Transferring widget to your Web Portal dashboard to track active transfers and monitor expiration times.