Here is a general guide to planning for a turn over.

Pre TOC inspection

This is done by the property management team (Locale Res) Then they will provide us a budget for the project.

1) Work & Budget Approval

RepairPro confirms the budget with the customer/property management team.

Rehab/High Budget

If anticipated over $1000, AJ makes a budget emails smart sheet to customer (Locale, Ryan, IPM) for approval.

• Ryan must approve before they go to the customer.

Low Budget

If anticipated less than $1000, send Service Fusion estimate to customer.

• Confirm project has been created for each turn in Service Fusion. Create new project if there is not one.

• Create estimate for items noted on Pre-TOC report

  • Pull up Pre-TOC report in zInspector and review. Create tasks in SF Project for the needed items.

    • Some common items are: minor repairs, basic cleaning, carpet cleaning, touch-up paint. These items can be found under Products & Services.

  • Include any and all photos related to the items in the request

• Once completed, send to RepairPro Supervisor for review and approval.

  • Once you have emailed the estimate to the appropriate person, edit the estimate request so the status is Review Needed.

  • Once the estimate has been reviewed and is ready to be sent to the customer, edit the estimate request so the status is Reviewed.

  • For a list of Estimate Request status definitions, click here.

• Ryan will either approve and send to customer or send back with revisions.

  • Once Ryan has sent the estimate to the customer, the status will change to Estimate Provided.

• Once the customer reviews the estimate, they will either approve or send back with revisions. If they approve, move on to step 3. If they send back with requested revisions, you will be notified by Ryan to make the necessary changes. Once the changes are made, send to Ryan and he will continue with the customer.

3) Create Jobs from approved budget

Based on the approved items and budget (step before this) you will create jobs in Service Fusion. THEY ALL MUST BE LINKED TO THE TOC PROJECT.

You will need approx 6 tasks for each turnover, the Post-TOC, the TOC (template dependent on type of property), TTOC for tenant charges, carpet cleaning, unit/property cleaning, and MIC/Final Review. Assign each the appropriate dates to ensure all it done before move in date.

EACH JOB MUST HAVE A MAX BUDGET. If sub-budgets are not specified, please do you best at splitting the approved budget among the jobs as anticipated. All jobs will add up to the total Project Budget.

Use the following templates:

• Post-TOC Template (POST-TOC) - Schedule for Day After Move Out (This is done by Locale)

  • Make sure you have the lockbox number and code from management for delivery/installation

• Standard Turn Over Checklist Template (ATOC - Apartment or HTOC - House)

• Custom Turn Over Repair (CTOR)

  • Items specific to the property that are not in a template

• Tenant Charges Template (TTOC)

• Rekey Template (Rekey)

• Paint Checklist Template (PTOC) - For paint work over $100

• Cleaning Template (WODC) - Schedule for After Turn Over Work

• Carpet Cleaning Template (CTOC TO BE CREATED) - Schedule for After Turn Over Work By Locale

• Final Review/MIC - Final step before new tenants move in (This is done by Locale)

Vendors

When using outside vendors, you MUST email the job to the vendor. Do this by clicking "Email Job" and use the "Work Order Dispatch" email template. Make sure to attach the lockbox CODE to the body of the email.

You will also attach the PDF of the standard job/work order.

Make a note in the job what vendor you are using and any notes on your conversation with them including the lockbox code, date they will arrive and whom you spoke with.

4) Review POST-TOC & Update JObs

Based on the inspection that happens after move out (POSTTOC) you may need to modify your jobs/work orders. Common examples are more or less cleaning, other repairs not noticed that are evident now.

5) FINAL Work REview/MIC

Create a Work Review task to make sure the unit/property is buttoned up and ready to go.

DO NOT COMPLETE A MIC OR REMOVE THE LOCKBOX UNTIL THE UNIT IS 100% MOVE IN READY.

• You will remove the lockbox and provide the keys for the customer

  • This includes completing a MIC (move in conditions) and Marketing Photos

6) Completion Notice

Notify customer (IPM/Locale) of completion of work and work review and preparedness of unit/property using the following script.

• Job Completion (TO BE CREATED)