-
Steps:1. Home Menu --> Properties Page, click the "green plus" button to the right. 2. Enter a Name for the New Property3. Enter its Address...
-
1. Main Menu--> Admin tab--> Users --> Contacts2. To add a new contact, click "Add Contact" button (top right corner of the page)3. Enter th...
-
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...
-
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...
-
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...
-
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:...
-
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 ...
-
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...
-
Refuse Disposal
Collection areas for trash/garbage common pick-up.
Broken/Damaged Enclosure – Inadequate Outside Storage Space
Deficiency: The...
-
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...
-
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...
-
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...
-
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...
-
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...
-
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.
...
-
Lighting
System to provide illumination of building exteriors and surrounding grounds. Includes fixtures, lamps, stanchions, poles, supports, and electrical supply that are associated with...
-
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...
-
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....
-
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...
-
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...
-
Electrical System
Portion of the building system that safely provides electrical power throughout the building. Including equipment that provides control, protection, metering, and service.
...
-
Elevators
Vertical conveyance system for moving personnel, equipment, materials, household goods, etc.
Inoperable Elevators
Deficiency:
- The elevator w...
-
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:...
-
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....
-
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...
-
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...
-
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 ...
-
Common Areas – Locations
Baluster/Side Railings – Damaged
Deficiency: The baluster or side railing on the exterior improvement is loose, damaged or missing, limiting...
-
Pools and Related Structures
This inspectable item has the following deficiencies:
Damaged/Not Intact Fencing/Gates(s)
Inoperable
Damaged/Not Intact Fencing/G...
-
Trash Collection AreasChutes Damaged/Missing Components
Deficiency: The structure that directs garbage in...
-
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...
-
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...
-
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...
-
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...
-
Electrical System
Portion of the unit that safely provides electrical power throughout the building. Includes equipment that provides control, protection, metering, and service.
...
-
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...
-
Hot Water Heater
This inspectable item can have the following deficiencies:
General Rust/Corrosion
Inoperable Unit/Components
Leaking Valves/Tanks/Pipes
Misaligned Chimney/Ven...
-
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...
-
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:
...
-
Laundry Area/Room
Dryer Vent Missing/Damaged/Inoperable
Place where soiled clothes and linens are washed and/or dried.
Deficiency: Inadequate means is avail...
-
Lighting
Lighting – Missing/Inoperable
System to provide illumination to a room or area. Includes fixtures, lamps, and supporting accessories.
Deficiency: A lightin...
-
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...
-
Patio/Porch/Balcony
Adjoining patio, porch or balcony.
Patio/Porch/Balcony – Baluster/Side Railings Damaged
Deficiency: A baluster or side rai...
-
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.
...
-
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...
-
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...
-
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...
-
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...
-
Border states supplies...
-
1. Go to the Heat Map and view all properties.
2. Click "Filters" in the upper right.
3. Select the drop down for "Property Category" and choose the Property Type.
4. When a p...
-
Steps:1. Open a Task with an existing checklist.2. Click on the "Green Plus" button to add a new checklist item, and look for the new checklist item to show at the bottom of the list. ...
-
Steps:1. Main Menu--> Admin Tab--> Set Up--> Third-Party Apps
2. Slide the status bar from Off to On to Enable an app. Currently the selection available in...
-
Adding Photos or Files to Checklists from a Computer:
1. Click either the camera icon to the left of the checklist item or the camera icon with count on the right side of the checklist item to upload one or more file(s)/ima...
-
How to clock in to a property task:
1. Navigate to the property and task you have been assigned. 2. Open the note or task and look for the green “cl...
-
1. Click Safari to open the browser.
2. Navigate to TracFax.com
3. Click the “login” button to take you to the correct screen. When on the TracFax Login page, click the ...
-
1. Click Chrome to open the browser.
2. Navigate to TracFax.com
3. Click the “login” button to take you to the correct screen.
4. When on the TracFax Login page, c...
-
There are two ways to find a property on the Heat Map, by Key Word or by Location.
1. To find by key word, click "Show all Properties” dropdown on the left and search by either using ...
-
...
-
In this video, you will master how to use TracFax platform in just under 1 minute.
It covers basic navigation of the heat map, access of a property or interest and its contents.
...
-
Steps:
Click your Avatar --> Profile
Find "Password & Security" section (bottom of the page)
Enter existing password into the "Current Password"...
-
You can reach our Support Team by calling us at: 855-280-2800
Or by emailing us at support@tracfax.com
You can find this information on our w...
-
As an administrator, you can Edit your Company Details by going to the Main Menu-->Admin Tab-->Set up-->Company Details.
In the top section,...
-
As an administrator, you can Set up a User Role by going to the Main Menu -->Admin Tab -->Set up -->Roles.
To Create a new role c...
-
As an administrator, you can Set up Project Statuses by going to the Main Menu-->Admin-->Set up-->Templates-->Project Statuses.
...
-
As an administrator, you can Create & Edit Templates with Property Details by going to the Main Menu-->Admin-->Set up-->Templates--&...
-
As an administrator, you can Create & edit Inspection Templates by going to the Main Menu-->Admin-->Set up-->Templates-->Inspections...
-
As an administrator, you can Create & Edit Forms by going to the Main Menu-->Admin-->Set up-->Templates-->Forms.
First, de...
-
As an administrator, you can Create & Edit Examples by going to the Main Menu-->Admin-->Set up-->Templates-->Examples.
Fir...
-
As an administrator, you can Create & Edit Checklist Templates by going to the Main Menu-->Admin-->Set up-->Templates-->Checklists...
-
As an administrator, you can draft Default Messages by going to the Main Menu-->Admin-->Set up-->Default Messages.
TracFax is already set to send ...
-
As an administrator, you can set up Terms & Conditions for new Projects by going to the Main Menu-->Admin Tab-->Set up-->Terms & Conditions.
...
-
As an administrator, you can set up Time Sheet Templates by going to the Main Menu-->Admin Tab-->Set up-->Templates-->Time Sheets....
-
As an administrator, you can manage users by going to the main menu-->Admin-->Users.
How to add a Staff Member: First of all, you can add a user as a staff member under “Staff” ta...
-
First, go to a Property of interest, and open a Task/Note.
To assign this task click on “Add a User” button and select from the list.
!Warning: You will only be able t...
-
As an administrator, you can set up Notes and Records by going to the Main Menu-->Admin-->Set up-->Templates-->Property Details.
First, select ...
-
First, select the property of interest and click on the 360 icon (4th icon from the top) on the right-hand side of the page.
You will see all the created 360 albums with images that pertain to this property or you can choos...
-
When you open your TracFax page you immediately land on the heat map with all your properties.
The variety of colors on the map pins indicate active projects, inspections, issues, feedback requests and new updates related t...
-
First, go to the Main Menu and click on Jobs or Projects Page, then select the job/project of interest. You will land on the Activity Report Page.
Then click on Timesheet o...
-
As an administrator, you can import checklist templates by going to the Main Menu-->Admin-->Set up-->Templates-->Checklists.
First, click on ...
-
As an administrator, you can import Inspection templates by going to the Main Menu-->Admin-->Set up-->Templates-->Inspections.
First, click on ...
-
As an administrator, you can import checklist templates by going to the Main Menu-->Admin-->Set up-->Templates-->Forms.
First, click on ...
-
First, select a property of interest, and click on Records tab.
To create a new Record Folder, click on “Create a Folder” option.
To change folder name, double cl...
-
First, select the property of interest, and click on Notes tab.
To create a note, click on “Add a Note” option.
To change note color, click on the upper left corn...
-
First, select the property of interest, and click on “Property Details” icon - the 5th icon from the top on the right side of the page (house icon).
Here, you can upload an image that characteri...
-
As an administrator, you can perform a bigger spectrum of actions in managing properties, to do so, go to the Admin tab, and select Properties.
Here, you can grant access to users, import properties...
-
As an administrator, you can grant access to a property by going to the property of interest and clicking on “Property Access” icon - the 3rd icon on the right side of this page.
In the pop-up window you can cho...
-
As an administrator, you can grant access to a property by going to the Main Menu--> Admin--> Users.
1. Select a user from either of the three categories: Staff, Grou...
-
1. Select the Property of interest.
2. To share access to the property via a QR code, click on the QR code and let the person of interest scan it with their device, alternatively, you can share the link by ...
-
1. Go to the property of interest and click on Notes tab.
2. Click on a Note that will contain the distance and area information or create one. To calculate a distance click on Calculate Distance “Dra...
-
Click on a map pin and in the pop-up window you can see the name of the site, its profile image and a range of colored circles in the header, depending on the activity on this site.
The color coding in the header corresponds to the one foun...
-
How to Review Images in Notes:Open a note, to review an uploaded image, click on the number above the camera icon that is right in front of the item of interest in the checklist. A new window will open with the uploaded image....
-
As an administrator, you can set up the list of certificates by going to the Main Menu-->Admin-->Set up-->Certificates.
...
-
As an administrator, you can manage staff certificates by going to the Main Menu-->Admin-->Users-->Staff tab-->select a Staff member.
In the &#...
-
As an administrator, you can merge checklist templates by going to the Main menu-->Admin-->Set up-->Templates...
-
Desktop/Mobile version:
How to queue images in the offline mode to later upload them as soon as you get good internet connection:
1. Go to the Home Menu: toggle the online button to switch to the offline mode.
...
-
Creating and using property fields allows you to filter your searches to suit your company needs.
How to add a Property Field:
Main Menu--> Admin--> Setup...
-
Steps:
Main Menu-->Admin Tab-->Users--> Contacts tab--> click “Add Contact” button
Enter the email address of...
-
How to accurately import a group of properties using an excel spreadsheet.
Our first step is to assemble the Data to a spreadsheet.
When you have both the address and coordinates you will creat...
-
Steps:
Main Menu--> Admin Tab-->Properties
To disable/inactivate a property, go to “Status” Column and toggle the swi...
-
Steps:
Main Menu-->Admin Tab-->Users--> Contacts tab--> click “Add Contact” button
Enter the First/Last Names...
-
Desktop View:
Open a Task/Note--> Locate the dark grey box that states “Drop Files here to upload” under the Followers section, on the right side of the Task/Note....
-
Steps:
1. Home Menu --> “Inspections” tab and select your Inspection/Closeout. 2. Click on the prin...
-
Steps:
Open a Task of Interest--> click on PDF icon (red icon on the top left corner of the page, right under the Task/Note Name).
...
-
Desktop View:
Open a Task/Note --> scroll down to the “Comment” section
Click on the “Comment” word to open the dialog --&...
-
Home Menu--> Contacts tab
To view all the Active companies, click on the “Active” tab and click on the “Blocked” tab to view blocked...
-
List of Video Tutorials:
Project:
How to create a Project using Assigning...
-
This guide will show you how to make the following changes to a project before it is awarded or assigned:
Edit the Project Name/Description
Add a Property
Remove ...
-
Once bids start to arrive for your project, you will need to mana...
-
Steps:
Click on your Avatar --> select Profile
Find "Basic Details" section (top left of the page) --> click on "Edit User" button...
-
Steps:
1. Home Menu --> “Projects” tab and select your project. 2. Open the tab for Activity Report.3. In the Activity Report, cli...