Types of Automated Reports in Pilera

Types of Automated Reports in Pilera

What are automated reports?

Pilera sends automatic reports straight to your inbox on various functionalities you use in Pilera.  Please make sure that you add Pilera to your email contacts so that these emails reach your inbox in a timely manner.  

Types of reports, frequency, and when you'll receive them:

Bad Contacts

The Bad Contacts report displays a list of all occupants in your community whose emails and text message numbers are invalid.  Through this report, managers will know which occupants they need to reach out to in order to correct the contact information in Pilera and send messages.  If a resident has opted out of phone or email communication, you can then contact them to find out why and improve messaging for your residents. 
Frequency: Once a month
Time: 1st of the month at 10:00 AM.

Communication Metrics

The Communication metrics report aggregates the total number of credits that each community is using.  See which communities are using the most communication credits and forecast your communication needs through this report.  This report contains two tabs:
  1. Client report - The first tab displays a company report for the type of messages (phone, email, or text) that you are sending, how many have been sent, the number of communities it has been sent to, and the total number of credits used.  The following is how the “units” column is defined in the report:

  2. SMS Messages - Number of text messages sent.
    Phone Call - Total number of seconds for all the phone calls.
    Email Message - Total number of emails sent. Please note that we do not charge for emails.  

    Frequency: Once a month
    Time: 1st of the month at 6:15 A.M.

  3. Community report - The second tab breaks down the communication usage for each community.  In this report, you’ll see the usage for text, email, and phone calls for each community so you can plan future usage.  

Lease Report

Keep up-to-date on expired and soon-to-be expired leases across your portfolio.  Pilera gives you two tabs within a spreadsheet.  The first tab displays leases that have expired within the last three months.  The second tab is an upcoming lease expiration report with leases expiring within the next 3 months sorted by date.  
Frequency: Once a month
Time: 1st of the month at 12:00 P.M.
  1. Tab 1 - Already expired leases

  2. Tab 2 - Leases expiring in the next 3 months

Missing Welcome Emails

A welcome message email introduces your management company or community to the resident and provides them with a link to get started in the Pilera portal.  The Missing Welcome Emails report displays the number of residents in your communities who have not received a welcome message.  Once you take a look at this report, navigate to the Welcome Message Dashboard to see the residents who are pending a welcome message, and send the messages out!  
Frequency: Once a month
Time: 1st of the month at 5:00 P.M.

Vendor Export

The vendor report is a comprehensive report on all the vendors in your system and when their worker’s compensation, general liability, and auto-liability insurances are expiring.  In the report, you will find all the insurances that have expired or are expiring within the next 90 days highlighted in yellow.  Through this report, managers will know which vendors they can call upon for an emergency or unexpected maintenance.
Frequency: Once a month
Time: 2nd day of the month at 9:00 A.M.

Work Order Report

The work order report is a comprehensive report of all tickets that require action and consists of three tabs:
  1. A full list of the work orders that have been created in the community that week.
  2. Work orders that have not been assigned in the past two days. 
  3. Stale work orders that have not been touched for 30 days.
The columns in this report include the Ticket ID, created by, created date, state, category, subcategory, type of work order (unit level or common area), location, assignee, scheduled date, completed date, hours estimate, description, contact, entry permission, occupant permission, who updated the ticket last, when the ticket was last updated, material cost, labor cost, hours, completed by, and which vendor was assigned the ticket.
Frequency: Weekly
Time: 2nd day of the month at 9:00 A.M.

What should I do if I'm not receiving these reports?
If you're not receiving these reports, please contact support@pilera.com.

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