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Parking Lot Mapping Outhttps://youtu.be/QrNREqxoezw...
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Click, "Show all properties" to displa...
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Click on Add Property
Enter a Property Name that is used to identify the property.
Begin entering the property address and select the appropriate address as the system populates options.
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Click on the search bar to search for a Project.
Begin entering the project name/key words to select the appropriate Project as the system populates options.
Customizable view of Projects.
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Click on, "Add Service Providers" to add a service provider.
Enter/Send email address(es) and a message to the service provider.
Service Providers can be added as well when a project is created.
Pre...
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Enter www.TracFax.com in your browser. (Chrome is recommended)
Click, "Sign in" located on the top right corner of the webpage.
Click, "Sign up for a free account" near the bottom of the page.
Click, "Real Estate Sign Up" ...
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Fencing and Gates (Site)
Fence: A structure functioning as a boundary or barrier. An upright structure serving to enclose, divide or protect an area.
Gate: A structured opening i...
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Mailboxes/Project Signs (Site)
Mailbox is a public container where mail is deposited for distribution and collection.
This does not include mailboxes owned and maintained by the US Postal Service...
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Grounds (Site)
The improved land adjacent to or surrounding the housing and related structures. This does not include land not owned or under the control of the housing provider.
This ins...
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Market Appeal (Site)
Evaluate only those areas or structures that are under the control of the housing provider.
This inspectable item can have the following deficiencies:...
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Parking Lots/Driveways/Roads (Site)
An area for parking motorized vehicles begins at the curbside and includes all parking lots, driveways or roads within the property lines that are under the control of the housing ...
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Play Areas and Equipment
An outdoor area set aside for recreation or play, especially one containing equipment such as seesaws and swings.
This inspectable item can have the following deficiencie...
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Refuse Disposal
Collection areas for trash/garbage common pick-up.
Broken/Damaged Enclosure – Inadequate Outside Storage Space
Deficiency: The...
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Retaining Walls (Site)
A wall built to support or prevent the advance of a mass of earth or water.
Damaged/Falling/Leaning
Deficiency: A re...
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Storm Drainage
System used to collect and dispose of surface runoff water through the use of culverts, underground structures, or natural drainage features, e.g., swales, ditches, etc.
D...
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Walkways/Steps
Passages for walking and the structures that allow for changes in vertical orientation.
This inspectable item can have the following deficiencies:
Broken/Missing Hand...
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Doors
Means of access to the interior of a building or structure. Doors provide privacy, control passage, maintain security, provide fire and weather resistance. Includes entry to maintenance areas, boiler and mecha...
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Fire Escapes
All buildings must have acceptable fire exits. This includes both stairway access doors and external exits. These can include external fire escapes, fire towers, operable windows on the lower floors wit...
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Foundations
Lowest level structural wall or floor responsible for transferring the building’s load to the appropriate footings and soil. Materials may include concrete, stone, masonry and wood.
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Lighting
System to provide illumination of building exteriors and surrounding grounds. Includes fixtures, lamps, stanchions, poles, supports, and electrical supply that are associated with...
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Roofs
Roof system consists of the structural deck, weathering surface, flashing, parapet, and drainage system. They may be flat or pitched.
This inspectable item can h...
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Walls
The exterior enclosure of the building or structure. Materials for construction include concrete, masonry block, brick, stone, wood, glass block. Surface finish materials include metal, wood, vinyl, stucco....
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Windows
Window systems provide light, security, and exclusion of exterior noise, dust, heat, and cold. Frame materials include wood, aluminum, vinyl, etc.
This inspectable item can have the foll...
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Domestic Water
Portion of the building system that provides potable water conditioning, heating, and distribution, taking its source from outside the building and terminating in domestic plumbing fixtures. The syste...
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Electrical System
Portion of the building system that safely provides electrical power throughout the building. Including equipment that provides control, protection, metering, and service.
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Elevators
Vertical conveyance system for moving personnel, equipment, materials, household goods, etc.
Inoperable Elevators
Deficiency:
- The elevator w...
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Emergency Power
Standby/backup equipment intended to supply illumination or power or both, (battery or generator set) during utility outage.
This inspectable item can have the following deficiencies:...
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Fire Protection
Building System designed to minimize the effects of a fire.
May include the following:
fire walls and doors
portable fire extinguishers
permanent sprinkler systems....
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HVAC
Portion of the building system that provides the ability to heat or cool the air within the building. Includes equipment such as boilers, burners, furnaces, fuel supply, hot water and steam distribution, centra...
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Roof Exhaust System
The system used to primarily exhaust stale air from the building. Primarily from the kitchen and bathroom areas.
Note: This does not include elements related...
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Sanitary System
Portion of the building system that provides for the disposal of waste products with discharge to the local sewage system. Can include sources such as domestic plumbing ...
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Common Areas – Locations
Baluster/Side Railings – Damaged
Deficiency: The baluster or side railing on the exterior improvement is loose, damaged or missing, limiting...
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Pools and Related Structures
This inspectable item has the following deficiencies:
Damaged/Not Intact Fencing/Gates(s)
Inoperable
Damaged/Not Intact Fencing/G...
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Trash Collection AreasChutes Damaged/Missing Components
Deficiency: The structure that directs garbage in...
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Bathroom
A room equipped with a water closet or toilet, tub and/or shower, sink, cabinet(s) and/or closet.
This inspectable item can have the following deficiencies:
Bathroom Cabine...
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Call-for-Aid – Inoperable
System to summon help. May be visual, audible, or both. May be activated manually or automatically when pre-programmed conditions are met.
Deficiency: The system does not funct...
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Ceiling
The visible overhead structure lining the inside of a room or area.
This inspectable item can have the following deficiencies:
Bulging/Buckling
Holes/Missing Tiles/Panels/Cracks...
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Doors
Means of access to the interior of a unit, room within the unit, or closet. Doors provide privacy and security, control passage, provide fire and weather resistance.
This inspectable item can have the fo...
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Electrical System
Portion of the unit that safely provides electrical power throughout the building. Includes equipment that provides control, protection, metering, and service.
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Floors
The visible horizontal surface system within a room or area underfoot; the horizontal division between 2 stories of a structure.
This inspectable item can have the following defic...
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Hot Water Heater
This inspectable item can have the following deficiencies:
General Rust/Corrosion
Inoperable Unit/Components
Leaking Valves/Tanks/Pipes
Misaligned Chimney/Ven...
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HVAC System
System to provide heating, cooling and ventilation to the unit. This does not include building heating or cooling system deficiencies such as boilers, chillers, circulating pumps, distributi...
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Kitchen
A place where food is cooked or prepared. The facilities and equipment used in preparing and serving food.
This inspectable item can have the following deficiencies:
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Laundry Area/Room
Dryer Vent Missing/Damaged/Inoperable
Place where soiled clothes and linens are washed and/or dried.
Deficiency: Inadequate means is avail...
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Lighting
Lighting – Missing/Inoperable
System to provide illumination to a room or area. Includes fixtures, lamps, and supporting accessories.
Deficiency: A lightin...
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Outlets/Switches
The receptacle connected to a power supply or method to control the flow of electricity. Includes 2 and 3 prong outlets, ground fault interrupters, pull cords, 2 and 3 pole switches and dimme...
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Patio/Porch/Balcony
Adjoining patio, porch or balcony.
Patio/Porch/Balcony – Baluster/Side Railings Damaged
Deficiency: A baluster or side rai...
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Smoke Detector
Sensor to detect the presence of smoke and activate an alarm. May be battery operated or hard-wired to electrical system. May provide visual signal, audible signal or both.
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Stairs
Series of 4 or more steps, or flights of steps, joined by landings connecting levels of a unit. Includes supports, frame, treads and handrails.
This inspectable item can have the followin...
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Walls
The enclosure of the units and rooms. Materials for construction include concrete, masonry block, brick, wood, glass block, plaster and sheet-rock. Surface finish materials include paint and wall cover...
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Windows
Window systems provide light, security, and exclusion of exterior noise, dust, heat, and cold. Frame materials include wood, aluminum and vinyl.
This inspectable item can have the...
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HEALTH AND SAFETY INSPECTABLE ITEMS
Items to inspect for "Health and Safety" are as follows:
Air Quality
Electrical Hazards
Elevator
Emergency/Fire Exits
Flammable Mat...
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Creating a new note/task and what you can do within notes/tasks...
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Please see the video. ...
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Creating an Account for: Real Estate Professionals...
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As a property manager, the TracFax system allows you to specify “preferred” service providers (the ones you know and trust) and “blocked” service providers (the ones you do not want to do business with or rece...
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The following lists of items are beneficial to have during the initial implementation of TracFax Corporate. Not all items are required and can always be added at a later date. Some of the items will be developed during the ...
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TracFax makes it simple for property managers to keep track of a large number of different projects. This guide will show you how to:
Locate Your Projects by Project Status
Search For ...
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This guide will show you how to make the following changes to an existing project:
Edit the Project Name/Description
Add a Property
Remove a Property
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Once bids start to arrive for your project, you will need to mana...
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The TracFax system makes it easy for property managers to manage bids related to a large number of properties. This guide will show you how to:
Locate a Property in the System and view the Property Details...
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When you have logged into TracFax, you will see your name displayed at the top right of the screen. Click on your name to be taken to the “Account Settings” page where you can update your details.
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Notifications and Messages
TracFax will notify you of all relevant activity on your account - for example each time a bid is received on one of your projects. The most recent notifications can be ...
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Downloading the Project details as a PDF
To download a PDF of all the details for a specific project, click on the “Projects” tab and locate your project (for details on how to do this...
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The TracFax system allows users to generate a report detailing all the projects that have been awarded in a particular timeframe. Note that within the TracFax Corporate Edition; only Super Users and Admin Users can generate reports. ...
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Subscribing to the TracFax Corporate Edition makes it easy for larger organisations to share the property management tasks between multiple different members of a team. Each member of the team has their own TracFax login, but these d...
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Every day go through all open projects and any service provider who have expired that would be a good match for the project should be contacted to make sure they didn’t miss the project. For email, there is a Ye...
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If there are bids, contact the PM and ask how the process went and if there is anything else you can do to help them choose a winner.
If there are < 3 bids and there was a tight deadline you may wa...
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Step 1>Step 2>...
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Option 1: You can drag and drop files when the add file folder is open.
Option 2: Open a separate folder with the files in them select any number of files ...
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Option 1: You can drag and drop files when the add file folder is open.
Option 2: Open a separate folder with the files in them select any number of files drag them over the add file.
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