Automating Arrears Management in Palace

Summary

Efficiently manage arrears (Rent and Invoices) in Palace by creating user-managed and scheduled automation rules through the Automation Hub. This guide provides step-by-step instructions on setting up and using the Automation feature.

This guide covers:


Accessing the Automation Hub

  1. Log in to Palace as an admin user.
  2. Navigate to the "Automation Hub" under the System drop-down menu.

Setting up Automation Rules

  1. In the Automation Hub, choose between "Scheduled Automation" or "User-Managed Automation."
  2. Scheduled Automation: Set up rules triggered on specified days and times automatically.
  3. User-Managed Automation: Create rules that require manual execution.

Configuring Triggers and Actions

Triggers:

  • When creating a rule, define triggers as the requirements that a tenant must meet to be included in the automation process.
  • For example, set triggers such as "IF Tenants are __ days in __ arrears" where you specify the number of days a tenant must be in arrears to be included in the automation rule.

Actions:

  • After defining triggers, set up actions as the follow-up steps that Palace will execute once the trigger conditions are met.
  • Define the action using the "THEN send __" option, specifying what action Palace should take. For example, sending an email to the relevant parties.
  • Choose the recipient of the email, which can be the Tenant, Owner, or a specific email address.
  • Set the subject of the email to provide context for the recipient.
  • Select the document template to be used for the email from the available options in the system.

Example:
Suppose you want to send a reminder email to tenants who are 7 days overdue on their rent:

Choosing between Scheduled and User-Managed Automation

When setting up automation rules in Palace, you have the option to choose between "Scheduled Automation" and "User-Managed Automation." Understanding the differences between these two types of rules is crucial for effectively managing your arrears processes.

  • User-Managed Automation: Requires manual initiation, offering flexibility and control over when tasks are executed, ideal for selective or variable processes.
  • Scheduled Automation: Automatically executes predefined tasks on set schedules, providing efficiency and minimal intervention.
  1. For scheduled rules, configure which days of the week the rule should run and at what time.
  2. Optionally, determine whether the rule should only run after a rent receipt or tenancy invoice receipt is processed on the current date.

Additional Information

  • The user that created the automation rule, will receive an email confirmation once each rule is successfully executed - this applies for both user managed and scheduled tasks.
  • If you opt to skip the automation task until at least one receipt is recorded for the day, Palace will specifically look for any receipt rent or receipt tenancy invoice transactions.
  • If a rule is skipped, it will not automatically run at a later time.
  • Emails to Tenants and Owners will be sent out based on the Tenants Invoice Media setting and the Owners Statement Media setting.

Video Tutorial

Watch our video tutorial for a visual walkthrough of setting up and using the Automation feature in Palace.

 

 

 

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