Property Managers

  • How To use Mapping tools

    Parking Lot Mapping Outhttps://youtu.be/QrNREqxoezw...
  • Selecting Existing Properties

    Click, "Show all properties" to displa...
  • Adding New Properties

    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. ...
  • Reviewing Current Project Status

    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.  ...
  • Add Service Providers

    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...
  • Creating an account for: Real Estate Professionals

    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" ...
  • REAC - Site Inspection - Fencing and Gates

    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...
  • REAC - Site Inspection - Mailboxes/Project Signs

    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...
  • REAC - Site Inspection - Grounds

    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...
  • REAC - Site Inspection - Market Appeal

    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:...
  • REAC - Site Inspection - Parking Lots

    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 ...
  • REAC - Site Inspection - Play Areas and Equipment

    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...
  • REAC - Site Inspection - Refuse Disposal

    Refuse Disposal Collection areas for trash/garbage common pick-up.   Broken/Damaged Enclosure – Inadequate Outside Storage Space Deficiency: The...
  • REAC - Site Inspection - Retaining Walls

    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...
  • REAC - Site Inspection - Storm Drainage

    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...
  • REAC - Site Inspection - Walkways/Steps

    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...
  • REAC - Building Exteriors - Doors

    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...
  • REAC - Building Exteriors - Fire Escapes

    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...
  • REAC - Building Exteriors - Foundations

    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.  ...
  • REAC - Building Exteriors - Lighting

    Lighting System to provide illumination of building exteriors and surrounding grounds. Includes fixtures, lamps, stanchions, poles, supports, and electrical supply that are associated with...
  • REAC - Building Exteriors - Roofs

    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...
  • REAC - Building Exteriors - Walls

    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....
  • REAC - Building Exteriors - Windows

    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...
  • REAC - Building Systems - Domestic Water

    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...
  • REAC - Building Systems - Electrical System

    Electrical System Portion of the building system that safely provides electrical power throughout the building.  Including equipment that provides control, protection, metering, and service.   ...
  • REAC - Building Systems - Elevators

    Elevators Vertical conveyance system for moving personnel, equipment, materials, household goods, etc.   Inoperable Elevators Deficiency: - The elevator w...
  • REAC - Building Systems - Emergency Power

    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:...
  • REAC - Building Systems - Fire Protection

    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....
  • REAC - Building Systems - HVAC

    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...
  • REAC - Building Systems - Roof Exhaust System

    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...
  • REAC - Building Systems - Sanitary System 

    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 ...
  • REAC - Common Areas – Locations

    Common Areas – Locations Baluster/Side Railings – Damaged Deficiency: The baluster or side railing on the exterior improvement is loose, damaged or missing, limiting...
  • REAC - Common Areas – Pools and Related Structures

    Pools and Related Structures This inspectable item has the following deficiencies: Damaged/Not Intact Fencing/Gates(s) Inoperable   Damaged/Not Intact Fencing/G...
  • REAC - Common Areas – Trash Collection Area

    Trash Collection AreasChutes Damaged/Missing Components Deficiency: The structure that directs garbage in...
  • REAC - Unit - Bathroom

    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...
  • REAC - Unit - Call-for-Aid

    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...
  • REAC - Unit - Ceiling

    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...
  • REAC - Unit - Doors

    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...
  • REAC - Unit - Electrical System

    Electrical System   Portion of the unit that safely provides electrical power throughout the building. Includes equipment that provides control, protection, metering, and service. ...
  • REAC - Unit - Floors

    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...
  • REAC - Unit - Hot Water Heater

    Hot Water Heater This inspectable item can have the following deficiencies: General Rust/Corrosion Inoperable Unit/Components Leaking Valves/Tanks/Pipes Misaligned Chimney/Ven...
  • REAC - Unit - HVAC System

    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...
  • REAC - Unit - Kitchen

    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: ...
  • REAC - Unit - Laundry

    Laundry Area/Room   Dryer Vent Missing/Damaged/Inoperable Place where soiled clothes and linens are washed and/or dried.   Deficiency: Inadequate means is avail...
  • REAC - Unit - Lighting

    Lighting Lighting – Missing/Inoperable System to provide illumination to a room or area. Includes fixtures, lamps, and supporting accessories.   Deficiency: A lightin...
  • REAC - Unit - Outlets/Switches

    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...
  • REAC - Unit - Patio/Porch/Balcony

    Patio/Porch/Balcony Adjoining patio, porch or balcony.   Patio/Porch/Balcony – Baluster/Side Railings Damaged   Deficiency: A baluster or side rai...
  • REAC - Unit - Smoke Detector

    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.  ...
  • REAC - Unit - Stairs

    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...
  • REAC - Unit - Walls

    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...
  • REAC - Unit - Windows

    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...
  • REAC - HEALTH AND SAFETY

    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...
  • Create a Note

    Creating a new note/task and what you can do within notes/tasks...
  • Drag & drop photos in checklist

    Please see the video. ...
  • Creating an Account: Real Estate Professionals

    Creating an Account for: Real Estate Professionals...
  • Managing Your Service Providers

    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...
  • TracFax Implementation Checklist

      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 ...
  • Managing Your Projects

    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 ...
  • Amending an Existing Project

    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 ...
  • Managing Bids

    Once bids start to arrive for your project, you will need to mana...
  • Managing Your Properties

    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...
  • Resetting Your Password and updating contact information

    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. ...
  • Managing Your Communications Settings

    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 ...
  • Exporting/Downloading Project Data

    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...
  • Generating Reports

    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. ...
  • Managing Users for a Corporate Account

    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...
  • Open Projects

      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...
  • Closed Projects

      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...
  • Inspection tool

    Step 1>Step 2>...
  • How to Add Multiple files

    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 ...
  • How to Add Multiple files

    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.  ...