Success Recipe: Apartment Community

In this success recipe we'll look at how to setup a standard apartment community account. Of course we'll cover the basics but we'll also show a few additional ways to ramp up the value for your clients. 

What's included:

- How to Use This Success Recipe - How to Structure Your Addresses & Units
- Most Common Locations - Recommended Issue Types & Priority Levels
- Recommended Checkpoints - Sample Tasks
- Sample Reports Download - How to Setup Lighting Inspections

How to Use This Recipe:

There are a few things to keep in mind when using the recipe. 

  1. Watch the video above. We take the time to walk you through the process of implementing Silvertrac for a Residential Community and explain a lot more than what can be included here in written text.

  2. This is only an example. You should definitely spend the time customizing to your clients need. The purpose of this recipe is to give you a good idea of what a Residential Community using Silvertrac well might look like.


How to Structure Your Addresses & Units:

The way you setup your address and units will have an effect on the reports you are able to pull. We entered unit and building numbers so we're able to track problematic units over time, which can be valuable information for the client. 

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Recommendation: You'll want to setup the property with the correct building and unit numbers in order to maximize the benefit of the software to your client.

Help: How to Add Addresses and Units. 


Most Common Locations

Parking Lot Entrance Common Grounds
Pool Spa Restrooms
Barbecue Area Fitness Center Laundry Room
Clubhouse Dumpster Area Residence
Leasing Office Parking Garage Stairwell
Parking: Visitor Parking: Resident  

 Recommended Issue Types

Remember to take the time to personalize these issue types for each property. These are some pretty standard issues for apartment sites, however, the priority levels may change on a per customer basis. 

  Security Level 1  
Vandalism Theft Noise Disturbance
Emergency Vehicle: Police Emergency Vehicle: Fire Emergency Vehicle: Paramedic
Violation: Pool & Spa Use Trespassing Loitering
     
     
  Security Level 2  
Dumping Trash Open Door Found
Open Window Found  Garage Left Open Resident Escort
Positive Contact Negative Contact  
     
  Security Level 3  
Patrol: Pool & Spa Patrol: Parking Lot Patrol: Clubhouse
Patrol: Stairwell Patrol: BBQ & Picnic Area Patrol: Entrance
Patrol: Building 1 Patrol: Building 2 Patrol: Building 3
Patrol: Laundry Facility Reminder: Lockup Duties Lighting Inspection
Patrol: Leasing Office    
     
  Maintenance Issues  
Door/Lock Problems Light Out Washer/Dryer Problem
Gate Problem Sprinkler Problem Slip/Trip/Fall Hazard
Low Hanging Limb Fire Extinguisher Issue Window Problem
     
  Parking Issues  
Handicap Parking Parked in Fire Lane Resident in Guest Parking
Guest in Resident Parking Obstructing Traffic Non-Operational Vehicle
Non-Permitted Vehicle Vehicled Towed Away  
     

Recommended Checkpoints

Listed below are some suggested checkpoints for an apartment community. Here are a few things to remember when using the checkpoint feature:

  1. Make sure you use different issue types for each checkpoint. DO NOT use the same issue type for all checkpoints. 
  2. Do your best to write the checkpoint notes & instructions in a way that will help reduce the risk and liability for you and your client. Clearly describe what your officers should be/are doing. 

Pool & Spa

Checkpoint Issue Type: Patrol: Pool & Spa

Checkpoint Instructions:
Officer please check the pool & spa area for any violations to the pool rules including after hour use, alcohol/glass containers, unsupervised children, property damage, or any other unwanted activity. If you find any issues please report them with a photo included if possible. 

Checkpoint Note:
Officer patrolled the pool & spa looking for violations to the pool rules including after hours use, unsupervised children, alcohol consumption, glass containers, and property damage. Officer will make sure the pool area is only open during the designated hours.

Clubhouse

Checkpoint Issue Type: Patrol: Clubhouse

Checkpoint Instructions: 
Officer please patrol the clubhouse and make sure each room is clear of any visitors after hours. Make sure all doors and windows are locked. Make sure that there is no improper use of the facility at any time. 

Checkpoint Note:
Officer patrolled the clubhouse to ensure proper use of the facility and deter any unwanted activity. Officer will make sure that all doors and windows are locked and secured after hours.

 

Laundry Facility

Checkpoint Issue Type: Patrol: Laundry Facility

Checkpoint Instructions: 
Make sure the laundry facilities are free from any signs of vandalism to the appliances. Check the washers and dryers and close all the lids and dispose of any trash. If you are locking the laundry room make sure you give the residents time to remove their clothes from the dryer when possible before locking the facilities.

Checkpoint Note: Officer checked the laundry room for any signs of damage to appliances, disposed trash items,  and closed lids to washer and dryers to assure that appliances were empty. Officer will ensure that the doors are locked after hours. 

 

Parking Lot

Checkpoint Issue Type: Patrol: Parking Lot

Checkpoint Instructions:
Officer please patrol the parking lot looking for v
ehicles in violation of the community parking rules. Issue a notice of violation issue using the parking section. If you find a vehicle damaged or with personal property please note it in your report.

Checkpoint Note: Officer checked the parking lot for vehicles in violation of the community parking rules. Officer also checked all community vehicles for signs of vandalism, theft, or damage. 

 

Stairwells

Checkpoint Issue Type: Patrol: Stairwell

Checkpoint Instructions:
 
Officer please patrol the stairs looking for any suspicious persons, graffiti, vandalism, and any safety concerns, including lights out, spills, etc.

Checkpoint Note: Officer checked the stairwell to make sure there were no signs of vandalism, safety hazards, lights out, or anyone loitering in the area.


BBQ & Picnic Area

Checkpoint Issue Type: Patrol: BBQ & Picnic Area

Checkpoint Instructions:
 
Officer please patrol the BBQ & Picnic area to ensure proper use of the facility. Make sure that anyone using the grills is doing so safely without presenting any hazards to the community. Make sure there are no open alcohol containers, illegal substances, or any unauthorized activity. 

Checkpoint Note: Officer checked the BBQ & Picnic area to ensure proper use of the facility and to deter any safety hazards. Officer will also check for any open alcohol containers or illegal substances. 

 

Residential Building #1

Checkpoint Issue Type: Patrol: Building 1

Checkpoint Instructions:
 Patrol all floors of building one walking down all walkways and stairwells checking for any noise disturbances, trash in the walkways, towels or clothes on the balcony, or any unauthorized activity. 

Checkpoint Note: Officer checked each floor, walkway, and stairwell of building one looking for any noise disturbances, trash in the walkways, towels or clothes on the balcony, or any unauthorized activity.

 

Leasing Office

Checkpoint Issue Type: Patrol: Leasing Office

Checkpoint Instructions:
 Check all windows and doors to make sure they are locked after 7pm. Please note any vandalism or signs of forced entry. 

Checkpoint Note: Officer checked all doors and windows to make sure they were locked and secured after hours.

Lighting Inspections

Checkpoint Issue Type: Conducted Lighting Inspection

Checkpoint Instructions:
 Check all the lights in this zone and make sure they are in normal working condition. Note any dull or burnt out lights under the "Light Out" maintenance issue and include photos with an audio file describing which light it is. Be as descriptive as possible with your audio file and note because maintenance teams are only on site during the day. 

Checkpoint Note: Officer checked the lighting zone to make sure that all lights were working and that the area was well lit. Any lighting concerns will be noted. 


Sample Tasks

Tasks are a great way to remind officers of time sensitive items that should be handled throughout the shift. They are also a great way to remind officers about important elements of their job, like how to treat residents and guests or how to handle certain incidents. Listed below are examples of both. 

Lockup Duties

Task Description: Attention officer: At this time please begin your lockup duties. Remember to check the pool, spa, laundry facilities, and clubhouse. Check all doors and windows and be sure they are properly secured for the night. 

Resident/Guest Relations Reminder

Task Description: The duties of the security officer are to communicate, to make tactful requests, to observe and to report. If a resident or guest refuses to cooperate with requests to reduce noise or stop engaging in inappropriate actions, the situation is a task for law enforcement. Contact the police. Have all necessary facts at hand. Be able to provide a clear and accurate report of the situation to peace officers. Then document all the facts in the Incident Report.

Break Reminder

Task Description: Attention officer: Please remember to take your scheduled breaks througout your shift. You can use the break room to eat your meal but please remember to be professional at all times. Although you are not on duty you are still on the properties and you should act accordingly. 


 Sample Reports

1458883960_1-02.pngYou can click here to download a folder full of sample reports. 

Use these reports in your next proposal or presentation to prove your experience and expertise in serving residential communities!


 

How to Setup Lighting Inspections

Start by setting up a checkpoint for several lighting zones around a property. You'll want to create a zone or area for each part of the property so the officer can scan a checkpoint for each zone they inspect. 

Sample Issue Types: Lighting Inspection: Zone 1, Lighting Inspection: Parking Lot

Sample Instructions: Officer please patrol this area and note any lights that are significantly dimmed or not working at all. Please make note of the specific light that is out and do your best to describe the location. Take a photo far away enough to see both working and non-working lights if possible.

Sample Note: Security officer conducted a lighting inspection of the parking lot area and all lights appear to be in normal working condition at this time.

Suggested Sample Photo: Show the lights in working or in non working condition. Do your best to take the photo from an angle that shows more than one light.

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