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1 / 35 WebSelfStorage Affiliate QuickStart Guide 1. Utilizing the Dashboard 1.1. Accessing Reports 1.2. Accessing Letters and Templates 1.3. Accessing QuickStart Guide 1.4. Selling Retail 1.5. Return Retail 1.6. Conducting a Remote Move In 1.7. Contacting Live Chat 1.8. Opening/Letters 1.9. Closing/Deposits 1.10. Pre-existing Customer 2. Accessing Organization Settings 2.1. Creating/Editing Templates 2.2. Defining Roles 2.3. Creating and Changing Users 3. User Name 3.1. Viewing Instant Messages 3.2. User Settings 4. Using the Facility Menu 4.1. Updating Facility Business Rules 4.2. Managing Discounts, Fees, Services, and Insurance 4.3. Adding Delinquency/Lien Steps 4.4. Setting Operational Rules 4.5. Accessing Reservations/Quotes 4.6. Setting Payment Rules 5. Using the Inventory Menu 5.1. Adjusting Room Inventory 5.2. Adjusting Room Sizes and Rates 5.3. Combining Rooms 6. Using the Rate Management Menu 6.1. Approving Rate Changes 6.2. Managing Occupied Unit Rates 7. Using the Auctions Menu 7.1. Scheduling Auctions 7.2. Setting Up Auction Rules 8. Searching for Contracts Advanced Search 9. Accessing Contracts 9.1. Editing Customer Information 9.2. Editing Unit Information 9.3. Adding/Editing Insurance Information 9.4. Selling Retail 9.5. Accepting a Payment 9.6. Reversing a Payment 9.7. Setting Up Auto Payments 9.8. Adding/Waiving/Adjusting Fees 9.9. Conducting a Write Off 9.10. Reading/Adding Notes 9.11. Printing Letters 9.12. Conducting a Move Out 10. Starting a Move In or Reservation 11. Conducting a Move In 11.1. Entering Contract Type/Customer Information 11.2. Entering Alternate Contact Information 11.3. Selecting a Unit 11.4. Taking a Payment 12. Making Reservations 12.1. Questions And Locations 12.2. Taking a Payment

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WebSelfStorage Affiliate QuickStart Guide

1. Utilizing the Dashboard1.1. Accessing Reports1.2. Accessing Letters and Templates1.3. Accessing QuickStart Guide1.4. Selling Retail1.5. Return Retail1.6. Conducting a Remote Move In1.7. Contacting Live Chat1.8. Opening/Letters1.9. Closing/Deposits1.10. Pre-existing Customer

2. Accessing Organization Settings2.1. Creating/Editing Templates2.2. Defining Roles2.3. Creating and Changing Users

3. User Name3.1. Viewing Instant Messages3.2. User Settings

4. Using the Facility Menu4.1. Updating Facility Business Rules4.2. Managing Discounts, Fees, Services, and Insurance4.3. Adding Delinquency/Lien Steps4.4. Setting Operational Rules4.5. Accessing Reservations/Quotes4.6. Setting Payment Rules

5. Using the Inventory Menu5.1. Adjusting Room Inventory5.2. Adjusting Room Sizes and Rates5.3. Combining Rooms

6. Using the Rate Management Menu6.1. Approving Rate Changes6.2. Managing Occupied Unit Rates

7. Using the Auctions Menu7.1. Scheduling Auctions7.2. Setting Up Auction Rules

8. Searching for ContractsAdvanced Search

9. Accessing Contracts9.1. Editing Customer Information9.2. Editing Unit Information9.3. Adding/Editing Insurance Information9.4. Selling Retail9.5. Accepting a Payment9.6. Reversing a Payment9.7. Setting Up Auto Payments9.8. Adding/Waiving/Adjusting Fees9.9. Conducting a Write Off9.10. Reading/Adding Notes9.11. Printing Letters9.12. Conducting a Move Out

10. Starting a Move In or Reservation11. Conducting a Move In

11.1. Entering Contract Type/Customer Information11.2. Entering Alternate Contact Information11.3. Selecting a Unit11.4. Taking a Payment

12. Making Reservations12.1. Questions And Locations12.2. Taking a Payment

 

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1. Utilizing the Dashboard

The is the landing page or "home page" users will see upon signing in to . In addition to providing quick accessDashboard WebSelfStorageto Contract Search, it includes links to several , , and . By clicking on froCommon Tasks Perform a Move-In My Daily Summary Dashboard,m any page in WebSelfStorage, users will be redirected back to the home page.

1.1. Accessing Reports

Clicking on will open a list of reports that are generated within . Reports WebSelfStorageClicking on the link for a desired report will open it up in a pop up window.To export the report select the format from the drop down menu. Download

To print the report, click the button. Users may also share the report via email by clicking the button and entering anPrint Emailemail address.

1.2. Accessing Letters and Templates

Clicking on will open a page that displays letters generated for customers, and the "type" of letter (regular mail, email, text). Also,Lettersaccess links to access , adjust , and .Templates Letter Generation Settings Print Custom Letters

1.3. Accessing QuickStart Guide

Clicking on will open a PDF of this QuickStart Guide. This is also accessible through the drop down menu.QuickStart Guide Help

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1.4. Selling Retail

Clicking on will open a page.Sell Retail Sell Retail Items

Add items from .Retail Inventory

Add retail items by Enter the and of the item(s) being sold and click the part number: Part Number Quantitybutton.Add retail items by Users can browse items by category, click on the category name to open the list of associatedcategory:items.

Clicking the  icon will add one (1) of the item to the sale. Users can enter a quantity in the field to add more thanSell

one of an item at a time and click .

If selling more than one type of item, enter quantities in the fields of multiple items and click the  iconSell.

After all items have been added, take a payment by scrolling down to Select the method of payment. AAdd A New Payment Type.pop up window will display to input payment information as necessary.

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Click the button to add the payment to the invoice and update the .Continue Balance DueClick the green button to display and print the receipt. A PDF of the receipt can also be sent to an email address.Save

1.5. Return Retail

Clicking on will open a page.Return Retail Return

Add the items being returned.If the customer presents a receipt, enter the for the sale and click the green button. Items fromContract Number Continuethat sale will be displayed on the page.Return Retail ItemsIf no receipt is presented, click the green button without entering any data in the field andContinue Contract Numbermanually add items from the .Retail Inventory

If the the of the item(s) being purchased is known, enter it and the being returned in thePart Number Quantity

corresponding fields and click the link.

Users can browse items by category, clicking the category name to open the list of associated items.

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If the item will not be put back into inventory for future sale, deselect the check box.Restock

Clicking the icon will add one (1) of the item to the return.

Entering a number in the field before clicking the icon will add that quantity to the returnReturnIf customer is returning multiple types of retail items, enter quantities in the corresponding fields andReturn

click the link.After all return items have been added, refund a payment by scrolling down to Select the method ofAdd A New Payment Type.payment. A pop up window will display with the refund amount.

Click the button to add the refund to the invoice and update the Continue Refund DueClick the green button to display and print the receipt. A PDF of the receipt can also be sent to an email address.Save

1.6. Conducting a Remote Move In

Clicking on will open the Storage Online Affiliate Rental (SOAR) page to rent a storage unit for a customer at a differentRemote Move Infacility.

Find a facility near the customer's destination by entering a code, , or the of a known storage location Zip Address Entity Numberand click the green button. Search

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Choose A Location from the facilities displayed by clicking Begin the process. Move In

1.7. Contacting Live Chat

Clicking on will open a pop-up window for .Live Chat Support Chat

Fill in the field and describe the concern that needs to be addressed in the field. : Live chat can also be startedName Question Notewithout a .QuestionHit to open a chat window displaying the question and a indicator showing how many other users are"Start Chat" Queue Position

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awaiting answers. It will count down until a WebSelfStorage representative will reply. More details can be added while waiting.During chat, the representative will assess the concern and attempt to instruct the user through the necessary steps.

Note: Transcripts of the chat can be saved by:

Clicking the icon will open a window to enter an email address. After the chat concludes, the transcript will be sent.

Clicking the  icon will open a window to print the transcript at any point during the chat.

1.8. Opening/Letters

Clicking on will open a page. Users can create a PDF of selected reports and print queued customerOpening/Letters Facility Openingletters.

Click to produce the PDF with the selected information.

To make changes to what information is included in the PDF, click the button.Change SettingsIndicate from the drop down box of each report if you want to include it in the PDF. To exclude a report, select from theDon't Printcorresponding drop down menu.Click the green button to save changes.Save Settings

1.9. Closing/Deposits

Clicking on will open a page. Users can create a PDF of selected reports and print queuedClosing/Deposits Deposits and Closingcustomer letters.

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Click to produce the PDF with the selected information.

To make changes to what information is included in the PDF, click the button.Change SettingsIndicate from the drop down box of each report if you want to include it in the PDF. To exclude a report, select from theDon't Printcorresponding drop down menu.Click the green button to save changes.Save Settings

1.10. Pre-existing Customer

Clicking on Pre-existing Customer will open a customer search page. Move-in existing customers with their original move-in date.

On the Customer Search page, enter a customer's or and click the green button.Email Address Phone Number SearchThe pre-existing customer information will appear in the search results along with a option.Customers Customer not listed

Confirm customer contact information to avoid mistakenly associating the rental unit with another customer. If customer andaccount match, select the radio button beside the customer and click the green button.Name Continue

2. Accessing Organization Settings

From the WebSelfStorage , click on The drop down menu allows the user to create and edit letters, define userDashboard Organization.roles, and assign user roles to facility staff.

2.1. Creating/Editing Templates

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Clicking on will open a templates page with defaulted storage industry letters and customized letter templates.Templates

Clicking the icon to the right of a letter template will open the page for that letter.Edit Template

To create a new template from scratch, click the  button at the top right of the page.

Templates can be deleted by selecting the check box to the left of the role description and clicking the button. No Multiple templates can be deleted at one time.te:

2.2. Defining Roles

Clicking on will open a roles page listing all of the current facility roles. These are the roles that can be assigned to users.Roles

Clicking the icon to the right of the opens the page to edit the role. You must Save any changes by clicking the SaveRolebutton at the top right of the page.

Clicking the  button at the top of the page will open the page. This page allows the user to create a new role.Add Role

Roles can be deleted by selecting the check box to the left of the role description and clicking the button. MultipleNote:roles can be deleted at one time.

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Type the name of the Role in the field.RoleSelect the Facility or Organization from the drop down menu. If the user role willOrganization Note for Multi-Facility Accounts:have the same Rights at multiple facilities, click the check box under .Organizational RoleEnter the for the maximum amount of money a person in that role can write-off. Selecting the button willWrite-Off Limit No Limitgive users assigned that role unlimited ability to make write-offs.Select the check box(s) next to any of the listed that should be assigned to that .Rights User Role

Click the button.

The page will be displayed and the new User Role will be listed.Roles

2.3. Creating and Changing Users

Clicking will open a page listing all of the current Users for a facility or organization.Users

Clicking the icon to the right of the User's Status opens a page to edit a user's name, password, and other information and toview the User's Write-off History.

Clicking the  button at the top of the page will open the page to create a new User.Add User

Users can be removed by selecting the check box to the left of the User's name and clicking the button. Multiple userscan be deleted at one time.

2.3.1. Add/Edit User

To Add a User: Enter the , , , and a for the User. : Passwords are case sensitive.First Name Last Name Username Password Note

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Select a Default Location and Organization from the drop down menus.

Under , select a role from the drop down menu and click the button. Users can be assigned more than oneLocation Roles

role and/or roles at multiple locations by clicking the  button to the right of the drop down menu.RolesUnder , users can be assigned roles that give them rights to perform actions affecting multiple locations byOrganization Rolesselecting from the and drop down menus. Users can be assigned more than one role and/or roles atOrganizations Roles Note:

multiple organizations by clicking the  button to the right of the drop down menu.Roles

Note: The section gives a quick view of how much money the User has written off this month. Clicking on will openWrite-Offs View Historya pop-up with more details about the user's write-offs.

3. User Name

Clicking the opens a drop down menu that will allow the user to access , read and send , andUser Name Reminders Instant Messagesadjust .User Settings

If the user has any reminders or instant messages, a red circle with the total number will appear next to the . On the drop down,User Namethe indicators will be specific to the type of alert.

3.1. Viewing Instant Messages

Click on to open a pop-up displaying any unread instant messages.Instant Messenger

Only the first 30 characters of a message will be displayed. Clicking the  button will open the full text of the message on theView Message page.

Clicking the button in the upper right corner will open a page displaying all between the user andInstant Messagesother users. 

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3.1.1. Sending Instant Messages

Click on to open a pop-up displaying fields to write your message.Send Instant Message

Enter a recipient's name in the field.ToMultiple recipients can be added.Clicking the check box for will send the message to every user at the location.All Users

Type the message into the field.MessageClick the Send button to send the message.

3.2. User Settings

Click on User Settings to set up and manage the individual users Dashboard.

My Daily Summary is managed under the in . The section titled " on the isUser Name User Settings "My Daily Summary Dashboardcustomizable dependent on the per log in ID and password. Each User can set up the following:User

Select the reports that will display under on the .My Daily Summary Dashboard Select the display language from the drop down menu.Language SettingsClick the green button.Save

4. Using the Facility Menu

Clicking on will display the menu.Facility

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4.1. Updating Facility Business Rules

4.1.1. Profile

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This Information will display for online customers and reservation agents to quote.

Click the link in the menu.Profile FacilityMake changes to as necessary.Location DetailsSelect the facility's from the drop down menu.Time ZoneMake sure the pin on the map is pointing to the correct location. If necessary, drag the pin to the correct spot on the map.Click the green button.Save

4.1.2. Editing the Facility's Hours

Click the link in the menu.Profile Facility

Select the correct and from the drop down menus.Office Hours Storage Gate Access Hours (if applicable)Select on days the facility is closed.ClosedIf the facility is always open or accessible, select .24 HrsIf storage units are only accessible during office hours, click the link.Copy Office HoursIf the facility is open the same hours every day of the week, click the link.Same time each day

Click the green button.Save

4.1.3. Editing Location Features

Click the link in the menu.Profile FacilityTo make changes to :Location Features

To add a features, select it from the window and click to display them on the facility's online listing.Available Features Add

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If a facility has features they want to list online, but do not see them listed in the , enter the featureAvailable Featuresdescription in the field and click to include it in the .Add Custom Feature Add Selected Features

Features can be put in custom order by selecting the feature the user wants to move and clicking the or 

links.

To remove a feature, click on the feature in the window and click the link.Selected Features

Note for online reservations: To prevent online customers or reservation agents from scheduling a for a day the facility will be closed:Move In

Click and select the date(s) from the calendar.Manage Exceptions Move In Exception Days

To remove a date from the , click the icon beside the date.Current Blocked DaysClick the button.Back

Click the green button.Save

4.1.4. Adding/Deleting Photos of the Facility

Click the link in the menu.Profile FacilityUpload photos of the facility by clicking the to open a pop up window.Upload FileClick the button.Choose FileSelect the photo on the computer.Click the green button to add the photo.Begin Upload

To remove photos from the online profile, click the button on the thumbnail of the photo.Click the green button.Save

4.1.5. Adding/Editing Online Customer Reservation Advisements

Click the link in the menu.Profile FacilityEnter up to five instructions for customers to know before they arrive at the facility in the provided fields.Click the green button.Save

4.2. Managing Discounts, Fees, Services, and Insurance

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4.2.1. Adding/Editing/Deleting: Discounts

Click the link in the menu.Discounts Facility

To create a new discount, click the button. To edit an existing discount, click the icon to the right of that discount.AddEnter the of the discount, , and select whether the discount should be applied as a or a Name Amount Fixed Amount Perce

from the drop down menu.ntageSelect the details for how and when the discount will be available in the drop down menus and remaining fields.Apply ToClick the green button.Save

To remove a discount, select the check box beside the discount and click the button. Multiple discounts can be deleted at aDeletetime.

4.2.2. Adding/Editing/Deleting: Fees

Click the link in the menu.Fees Facility

To create a new fee, click the button. To edit an existing fee, click the icon for that fee.AddEnter the of the fee, , and select whether the discount should be applied as a or a Name Amount Fixed Amount Percentag

from the drop down menu.eSelect the details for how and when the fee will be applied in the , and remaining drop down menus andTaxable Apply Tofields.Click the green button.Save

To remove a discount, select the check box beside the fee and click the button. Multiple fees can be deleted at a time.Delete

4.2.3. Adding/Editing/Deleting: Services

Click the link in the menu.Services Facility

To create a new service, click the button. To edit an existing service, click the icon for that service.AddEnter the of the service, , and select whether the discount should be applied as a or a Name Amount Fixed Amount Percen

from the drop down menu.tageSelect the details for how and when the service will be available in the , and remaining drop down menusTaxable Apply Toand fields.Click the green button.Save

To remove a discount, select the check box beside the service and click the button. Multiple services can be deleted at a time.

4.2.4. Adding/Editing/Deleting: Insurance

Click the link in the menu.Insurance Facility

To create a new type of insurance, click the button. To edit an existing insurance offer, click the icon for that insurance.AddEnter the of the insurance, to charge the customer, and select the and Name Amount Type of Insurance Amount of

from the drop down menus.CoverageSelect the details for how and when the service will be available in the and remainingApply To These Type of Contractsdrop down menus and fields.Click the green button.Save

To remove an insurance offer, select the check box beside the offer and click the button. Multiple offers can be deleted at atime

4.3. Adding Delinquency/Lien Steps

Click the link in the menu.Delinquency Facility

To add a step to the delinquency process, click the button .Answer the corresponding questions with the drop down menus and fields.Click the green button.Save

To remove a step in the delinquency process, select the check box beside the step and click the button. Multiple steps canbe deleted at a time.Click the green button.Save

4.4. Setting Operational Rules

Click the link in the menu.Operational Rules Facility

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Select answers for the questions using the drop down menus.Enter a description of any rules that have been changed in the text field at the bottom of the page.Click the green button.Save

4.5. Accessing Reservations/Quotes

Click the link in the menu.Reservations Facility

Click the   button to access the reservation.

To change details about the reservation, click the  icon on the or fieldsCustomer Location

To add notes or payments, click the  button for or .Additional Information Payment Activity

To delete the customer's reservation, click the icon.To the customer, click the button.Move In Perform Move-In

4.6. Setting Payment Rules

Click the link in the menu.Payment Rules FacilitySelect answers for the questions about and using the drop down menus.Payment Types Payment RulesClick the green button.Save

 

5. Using the Inventory Menu

Clicking on the cell will display the menu.Inventory

5.1. Adjusting Room Inventory

5.1.1. Adding New Rooms

Click the link in the menu.Room Inventory Inventory

To create a new room or rooms, click the  button.Select from the drop down whether to add a single room or multiple rooms.Add MethodEnter the in the provided field.Unit Number

For multiple rooms enter the room numbers range in the and fields, along with any and the Number Range From To Prefix for the room numbers.Number of Digits

Select the for the new room(s) from the drop down menu.Room StatusSelect the for the new room(s) from the drop down menu.Size CodeClick the green button.Add

5.1.2. Editing an Existing Room

Click the link in the menu.Room Inventory Inventory

To edit an existing room, click the corresponding icon.Enter the .Unit Number

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Select the and for the room from the drop down menus.Size Code StatusAdd any or enter the number.Notes Walk SequenceClick the green button.Save

5.1.3. Deleting a Room

Click the  link in the menu.Room Inventory Inventory

Select the check box beside the room and click the button. Multiple rooms can be deleted at a time.Click the green button to confirm the deletion.Yes

5.2. Adjusting Room Sizes and Rates

5.2.1. Adding/Editing Room Size Codes

Click the link in the menu.RoomSizes & Rates Inventory

To create a new size code, click the  button. To edit an existing size code, click the corresponding icon for that room.Enter the , , and into the fields.Width Length HeightSelect the type of room from the drop down menu.Room DescriptionSelect any additional options from the Access, Climate, Doors, Floor, and Elevation drop down menus.If creating a new room size, enter the to be charged for units of this size code.RentSelect whether rooms of this size code are and by clicking the appropriate check boxes.Taxable ReservableEnter any or regarding units of this size code.Additional Information Administrative NotesSelect the type of to apply to rooms of this size code by selecting the appropriate radio button.Rental ContractClick the green or button.Add Size Save

5.2.2. Deleting a Room Size Code

Click the link in the menu.Room Sizes & Rates Inventory

Select the check box beside the size code and click the button. Multiple size codes can be deleted at a time. Only vacant sizecodes can be deleted.Click the green button to confirm the deletion.Yes

5.3. Combining Rooms

Click the link in the menu.Combine Rooms InventorySelect the rooms to combine from the field. To remove rooms, click the on the unit label.Select Rooms X

Rooms can also be selected by editing one of the rooms in and clicking the button.Room Inventory Combine RoomsEnter a and select a for the new unit from the section.Unit Number Size Code Display These Combined Rooms AsClick the green button.Continue

 

6. Using the Rate Management Menu

Clicking on the cell will display the menu.Rate Management

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6.1. Approving Rate Changes

Click the link in the menu.Rate Change Approvals Rate ManagementSelect the check boxes for the or to be approved.Street Rate Changes Occupied Room ChangesClick the button.Update

To reject rate changes before or after they've been approved, click the  link for the change.

6.2. Managing Occupied Unit Rates

Click the link in the menu.Manage Occupied Unit Rates Rate Management

Type the into the field for the unit to be changed.New RateEnter a in the text fieldRate Change ReasonClick the green button.Save Rates

 

7. Using the Auctions Menu

Clicking on the cell will display the menu.Auctions

7.1. Scheduling Auctions

7.1.1. Creating a New Auction

Click the link in the menu.Scheduling Auctions

Click the button.Select an from the calendar.Auction DateClick the green button.SaveSelect an from the drop down menu.Auction TimeClick the green button.Save

Click the icon for the auction to add units.Select the check boxes for the units to include in the auction.

Click the  button.

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7.1.2. Editing an Auction

Click the link in the menu.Scheduling Auctions

Click the icon for the auction.

To add units to the auction, click the button.Select the check boxes for the units to include in the auction.

Click the  button.

To remove units from the auction, select the check box beside the unit and click the button. Multiple units can be deletedat a time.To spread the cost of the auction evenly between all the units in the auction, click the button.Expense

In the pop up box, enter an amount to be divided equally among all units in auction.Click the green button.Apply

After the auction, enter the for each unit in the corresponding fields.Auction ProceedsClick the green button. If the auction has concluded, click the green button.Update Update & Lock

 

7.1.3. Deleting an Auction

Click the link in the menu.Scheduling Auctions

Select the check box beside the auction and click the button. Multiple auctions can be deleted at a time.Click the green button to confirm the deletion.Yes

7.2. Setting Up Auction Rules

Click the link in the menu.Auction Rules AuctionsAnswer the questions using the fields and drop down menus.Click the green button.Save

 

8. Searching for Contracts

Customer contracts can be searched directly from the . Go to (found at the top of the homepage). You may alsoDashboard Contract Searchclick on for more search options. Advanced Search

Enter any of the following information to search:Unit numberCustomer First NameCustomer Last Name

Hit enter or click the blue magnifying glass buttonThe system will show results for all customers within your organization under the same name.Note for Multi-Facility Accounts:

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WebSelfStorage will display every contract for customers whose first or last names contain the letters entered, or whose contractnumbers, unit numbers, or telephone numbers contain the digits entered.

Advanced Search

Click on and enter information to search.Advanced SearchOnly ONE field needs to be filled out in order to utilize Note: Advanced Search.

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2. The results will display multiple (if applicable) containing the information entered. Confirm the correct customer and selectcontractsthe .contract number

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3. Click a to view that contract.Contract Number

9. Accessing Contracts

Clicking a of any of the search results will open the customer contract in a tab within the browser window. The tab willContract Numberopen on the page.Contract Overview

Select the tab at the top of the page for the function you want to perform:

Overview –Default or "home page" of the customer's contractCustomer – View customer detailsContacts – View a list of Alternate Contacts

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Units – View current unit(s) or add unit(s) to a customer contractInsurance – View or print insurance or add insurance to a customer contractRetail – Sell retail to a current customerPayments – Take a payment for the customerPayment Reversals – Reverse a customer payment or perform a custom refundAuto Pay – View, edit, or add auto pay to a customer contractLedger – View room payment historyTransfer – Complete a Transfer from one room to anotherNotes – Lists time stamped notes to contractLetters – View communication (letters, emails and texts)Move Out – Complete a Move Out for the customer

9.1. Editing Customer Information

There are two ways to edit customer information:

Click the  link on the page.Contract OverviewClick the tab and click the link on the pageCustomer Edit Customer Details

Enter changes in the necessary fields for customer name, address, phone number, email address, or identification information.Click the green button.Save

9.1.1. Editing Alternate Contacts/Authorized Access Users

Click the tab to open the page.Contacts Alternate Contacts

Click the icon to the right of the alternate contact or authorized access user to edit.Enter changes in the necessary fields for contact information or mailing address.Click the green button.Save

To add additional alternate contacts or authorized access users, click the  button and enter the needed information.

To remove alternate contacts or authorized access users, select the check box to the left of the users Name and click the  button. Multiple contacts/users can be deleted at one time.

9.2. Editing Unit Information

There are two ways to edit unit information:

From the , scroll down to Units and click the icon to the right of the unit to edit.Contract Overview

Click on the tab. Click the icon to the right of the unit to edit.UnitsSelect changes to details in the section or by selecting discounts, fees, services, and/or exemptions from the Rate and Date More

section.Services and OptionsClick the green button.Save

9.3. Adding/Editing Insurance Information

Click the icon next to the unit to edit in either the tab or the section on the page.Insurance Services Contract OverviewSelect the from the drop down menu.Type of Insurance

If is selected, choose the amount of coverage from the drop down menu.SafeStor Select InsuranceIf is selected, read the acknowledgement to the customer.Homeowners (No Information)

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If is selected, enter the company, agent, and policy information.HomeownersClick the green button.Save

9.4. Selling Retail

See the section of Sell Retail Utilizing the Dashboard.

9.5. Accepting a Payment

Click the tab. This will display the and .Payments Customer Information Payment InformationIn the section, select the method of payment link and/or previously used card on file.Add A New Payment TypeThe secondary screen will pop up depending on the payment method selected

For , accept the information from the payment terminal or hit to inputAdd Credit/Debit Card Enter on your keyboardinformation manually. To set up recurring automatic payments to the card, select the check box.Note - Add to AutopayFor , enter the amount of cash or travelers checks collected from the customer. If the customer wants to use theAdd Cashchange from the transaction toward future payments, select the check box.Apply Change as CreditFor , accept the information by hitting to input information manually. To set upAdd Check Enter on your keyboardrecurring automatic payments to the checking account, select the check box.Add to AutopayFor , enter the value of the coupon in the field and a coupon code in the field.Add Coupon Amount Number

Click the green button.ContinueIf the customer is using more than one type of payment (e.g. a coupon and a check, two different credit cards, or cash and a creditcard), enter them separately for their respective amounts

Click the green button.SavePrint the receipt. A PDF of the receipt can also be sent to an email address.Click the green button.Continue

9.6. Reversing a Payment

Click the tab.Payment ReversalsSelect a from the drop down menu.Reversal Type

For :Reverse the following paymentEnter a in the field.Reason For The ReversalClick the check box to the left of the payment being reversed.If there are any fees to include, click the drop down to add them.Select Fees to Charge

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For , click the radio button to the left of the and choose a new due dateChange the rooms next payment due date Unitfrom the  drop down.Paid ThruFor :Refund a custom amount

Enter a in the fieldReason For The ReversalClick the radio button to the left of the .UnitEnter the of the refund broken down in , and charges.Amount Rent Deposit OtherSelect the method of payment link and/or previously used card on file to refund.Enter the payment information if different than auto populated amount. .Click the green button.Continue

Print the receipt. A PDF of the receipt can also be sent to an email address.Click the green button.Continue

9.7. Setting Up Auto Payments

There are two ways to set up units on autopay:Click the tabAuto PayFrom the page click the "units on auto-pay" link in Contract Overview Account Details

Add an by clicking either the   or  button.Auto Payment MethodAccept card or check information by swiping or hit enter on your keyboard to manually input the information.Click the green button.ContinueUnder Auto Payment Assignments, select the from the drop down menu to assign it to the unit(s).Auto Payment Method

9.8. Adding/Waiving/Adjusting Fees

9.8.1. Adding a Fee

Click the link on either the or tabs.Add/Waive Fee Payments LedgerClick the radio button to the left of the unit which the fee applies.Select a fee from the drop down menu.Enter an amount in the field beside the drop down menu.Click the green button.Add

9.8.2. Waiving a Fee

Click the link on either the or tabs.Add/Waive Fee Payments Ledger

Click the icon for the fee listed under .Waivable Fees

Fees can also be waived by clicking the icon next to the fee in the .Ledger Detail

9.8.3. Adjusting a Fee

Click the tab.Ledger

Click the icon next to the fee in the .Ledger DetailEnter the amount to add to the fee in the field. If necessary, adjust the field as well.Charge TaxEnter an in the field.Adjustment ReasonClick the green button.Save

 

9.9. Conducting a Write Off

There are two ways to access write offs:

Click the tab and click the link near the bottom of the page.Payment Write OffClick the tab and click the link in the section.Ledger Write Off Ledger Detail

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Click the check box(s) to the left of any fee(s) listed on the page.Select Fees to Write OffSelect the from the drop down menu in the section at the bottom of the page.Write Off Type Reason For The Write OffEnter a for the write off in the provided field.ReasonClick the green button.SavePrint the receipt. A PDF of the receipt can also be sent to an email address.Click the green button.Continue

9.10. Reading/Adding Notes

There are two ways to access write offs:Click the tabNotesFrom the page, under , click the or link.Contract Overview Recent Notes Normal Critical

Type the note in the field.Add NoteIf the note is , click the check box.Critical Critical NoteClick the green button.Save

Notes written on this page or during previous transactions will be included at the bottom of the page under the Contract Overview Recent section.Notes

9.11. Printing Letters

Click the tab.LettersSelect the for the letter from the drop down menu.TemplateChoose whether to or from the drop down menu.Print Now Print in Next Opening OptionsClick the green button.Print Custom Letter

9.12. Conducting a Move Out

Click the tab or click the tab and click the icon to move out the unit. This will display the unit(s) attached to theMove Out Unitscontract.

If applicable, select the unit to be moved out by clicking on the blue unit number link.Note for multiple units in contract:

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Take payments for any before continuing with the .Balance Due Move OutSelect the check boxes to the left of any associated with the .Additional Fees Move OutAdd any additional notes to the field, and click the button.Add Contract Notes ContinueThe can issue a during the move out if applicable.User refundPrint the receipt. A PDF of the receipt can also be sent to an email address.Click the green button.Continue

10. Starting a Move In or Reservation

From the WebSelfStorage , click the tab located in the upper right corner.Dashboard Move In or Reservation Open tabs can be seen at the bottom of the window. Tabs can be minimized so the user can return to the Dashboard orNote:

undertake other tasks without canceling/closing the Move In or Reservation.

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On the page, enter a customer's or and click the green button. If theCustomer Search Email Address Phone Number Searchcustomer already has an account associated with WebSelfStorage, it will appear in the search results along with a Customers Cust

option.omer not listedIf the customer has an account listed, confirm contact information to avoid mistakenly associating the rental unit with anothercustomer. If customer and account match, select the radio button to the left of the customer and click the green Name Conti

button.nueIf the customer does not have an account, select the radio button to the left of the and click the green Customer not listed

button.Continue

 

11. Conducting a Move In

11.1. Entering Contract Type/Customer Information

The page will begin the creation of a new contract. If a customer already has an account, fields will already containCustomer Detailsinformation, though users should confirm its accuracy.

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Select the from the drop down menu.Contract TypeFor contracts, the user will also need the customer's . System Use System Use Identity NumberSelecting a contract will open a page with a field to enter the corporate accountCorporate Search Customer Informationnumber.

Enter the customer's and .First Name Last NameEnter a address for the customer.Home

Additional addresses can be included by clicking the link.

To delete any additional addresses, click the icon.Enter a and for the customerPrimary Phone Number Alternate Phone Number

Additional phone numbers can be included by clicking the link

To delete any additional phone numbers, click the icon.Enter an for the customer.Email Address

Additional email addresses can be included by clicking the link.

To delete any additional email addresses, click the icon.To confirm the customer's identity with a form of photo identification, select the form of identification used by selecting it from the Pho

drop down menu. Enter the information in the field, selecting the in which the ID wasto ID Verified Driver Lic. Or State ID Stateissued from the drop down menu, and either typing the expiration date into the field or selecting the date from the pop upExpirescalendar.If the customer is opening a tax exempt contract, enter the necessary information in the field.Tax NumberClick the green button to continue with the contract.Save

Note: All fields marked with a red asterisk ( ) must contain information to continue creating the contract.

11.2. Entering Alternate Contact Information

Click the button if necessary.Enter and a for the alternate contact.Contact Information Mailing AddressTo give the alternate contact access to the unit as well, click the check box next to Save as Alternate Contact and Authorized

.Access UserClick the green button to continue to a page listing all and .Save Alternate Contacts Authorized Access Users

To add more of either, click the corresponding button.To remove an alternate contact or authorized access user, select the check box to the left of the of the person andName

click the button.

Information about alternate contacts and authorized access users can be edited by clicking the icon.Click the green button.Continue

11.3. Selecting a Unit

The page lists all available units with their unit , any , and rental .Search For Unit Number, Description More Info Rate

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Users may narrow the list by selecting criteria from the drop down menus for , , and/or of unit. And/or by entering textAccess Climate Typeinto the , , , and/or fields, and clicking the button.Unit Number Width Length Height Search

Click the icon for the unit to add to contract. This will open the page.Unit OptionsEnter any necessary changes to the rental , , if known, , Rate Move In Date Expected Move-Out Date Next Billing Date Invoice

and amount.Billing DepositSelect any discounts, fees, or services from the section.More Services and OptionsClick the green button.Add to ContractSelect the customer's from the drop down menu on the page and add the required information. ClickType of Insurance InsuranceSave.

To details of the unit, click the icon. To add more units to the contract, click to return to the pEdit Search For Unitage.To continue with the contract and accept payment from the customer, click the green button.Continue

11.4. Taking a Payment

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To allow customers to pay additional rent in advance, do either of the following:Click the link in the section to display a drop down menu labeled Make Future Payment Unit Detail Select Months To Pay

.Into FutureClick the drop down menu labeled under in the section.Select a Date Select Future Due Unit Detail

To sell retail items to the customer as part of the transaction, click the link in the section.Sell Retail Unit DetailTo accept payment, choose one of the payment type links or previously used card on file available under Add A New Payment Type. The secondary screen will pop up depending on the payment method selected. Enter payment information as necessary.

Users may combine multiple forms of payment. Payments added will be shown in the section.Note: Current PaymentsClick the green button.SavePrint the receipt. Users may also email a PDF of the receipt.Click the green button.Continue

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Print the rental agreement and any additional documents.Click the green button.Save and Continue

12. Making Reservations

12.1. Questions And Locations

The presents several areas to collect information to find a unit for a customer to reserve. The top ofReservation Questions and Locationsthe page includes a script in blue, to read to the customer.

From the WebSelfStorage , click the tab located in the upper right corner.Dashboard Take A ReservationOn the page, enter a customer's or and click the green button. If theCustomer Search Email Address Phone Number Searchcustomer already has an account associated with WebSelfStorage, it will appear in the search results along with a Customers Cust

option.omer not listedIf the customer has an account listed, confirm contact information to avoid mistakenly associating the rental unit with anothercustomer. If customer and account match, select the radio button to the left of the customer and click the green Name Conti

button.nueIf the customer does not have an account, select the radio button to the left of the and click the green Customer not listed

button.ContinueSelect the of the room the customer wants to reserve. References to help approximate the customer's needs are provided inSizeterms of , , or .Bedrooms/Rooms Truck TrailerSelect the customer's special storage needs from the drop down menus.

Reservations can be made at other facilities by clicking below Note: Location Address and Contact at the bottom of the page. Enter a code, an , or an of a known location.Information Zip Address Entity Number

Click the green button.Save and ContinueIf making a reservation at a different location, click for the desired facility on the page.Select Choose A Location

Click the icon to add one room of that type to the section. This will prompt a pop up to appear.Selected Rooms Reserve Now

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Click the green button to continue with the reservation. Click the button to close the pop up andReserve Now Add More Roomsremain on the page to reserve additional units.

If a customer is reluctant to complete the reservation, clicking the button will display a scriptedOvercome Objectionresponse urging the customer to save the reservation as a quote or continue with the reservation. Clicking wSave as Quoteill save information to be pulled later from the section of the menu and process it as a .Reservations Facility Move In

Enter to begin the creation of a new contract. If a customer already has an account, confirm the informationAdditional Information

provided. All fields marked with a red asterisk ( ) must contain information to continue creating the contract.Select the customer's either by typing it into the corresponding field or by clicking the date on the pop up calendar.Move-In DateClick the green button. To save the reservation as a quote that can be retrieved later from the seSave and Continue Reservationsction of the menu, click the button. To go back and make changes to the reservation before saving it, clickFacility Save as Quotethe button.Back

12.2. Taking a Payment

To finalize the reservation, the user must input a credit or debit card from the customer.

Click the link in the section of the page.Add Credit/Debit Card Add A New Payment Type Payments

Enter card information in the pop up window. Because the customer won't be charged until MoveCredit/Debit Card Payment Note:In, the Payments page will reflect a $0.00 Balance Due.Click the green button.Confirm and SavePrint the receipt. Users may also email a PDF of the receipt.Click the green button. Completed reservations can be accessed it from the section of the menu.Continue Reservations Facility