Onboarding Process for New PropWorx Clients: Your Roadmap

Onboarding Process for New PropWorx Clients: Your Roadmap

Welcome to PropWorx!
We’re excited to have you on board! To ensure you get the most out of your property management system, we’ve designed an easy-to-follow onboarding process. Below, you’ll find a step-by-step guide, outlining key setup actions and training sessions to help you get started and manage your system effectively.

PART 1: SETTING UP USER & DATABASE
To ensure your database is set up properly after creation, please make sure to go through the following steps. Some steps may be skipped depending on your specific setup.

1: Create a Password and Log in to PropWorx
To begin, set up your user password by visiting app.propworx.co.za from any device. On the login screen, enter your email address, then click on "Don't Remember Your Password?" and select Send Email. You will receive an email from support@mypropworx.com with the subject line "Reset Your Password" (make sure to check your junk/spam folder if you don't see it in your inbox). Follow the instructions in the email to create a new password and log in.

2: Configure Your User Email and Additional Accounting Settings
Once logged in, the next step is to configure your email and additional database settings. You can also join our live webinar, "A Quick Start Guide for New Clients", by clicking here to register. See attached manual. 
  1. Email: You can link your Microsoft 365 or Google Workspace account or manually enter your SMTP email host details to send emails and statements from PropWorx.
  2. Branding & Bank Details: The Administrator can upload your company logo, footer, and bank details for invoices and statements.
  3. Accounting Setup: If necessary, set up your banking cashbooks to import bank statements and reconcile your accounts. For users with agents, configure agent commission splits and agent fee reports, linking them to the relevant files.

3: Register for PropWorx Academy
Finally, register for access to PropWorx Academy by visiting https://academy.mypropworx.com/#/signup. Once signed up, you can register for free webinars and self-paced courses. Simply sign up to get started.

PART 2: TRAINING
By following this organized onboarding sequence, you'll gain the knowledge and skills needed to efficiently manage your property portfolio. Each session builds upon the last, ensuring you have a solid foundation for setting up and using your system effectively. Choose the training format that works best for you—
  1. Interactive live webinars (available most mornings at PropWorx Academy) - https://academy.mypropworx.com/#/allsessions
  2. Self-paced courses with past webinar records (PropWorx Academy) - https://academy.mypropworx.com/#/allcourses
  3. Private online training sessions (bookable via Online Training page) - https://bookings.mypropworx.com/#/onlinetraining
All formats cover the same key setup topics, but we recommend completing the steps in the sequence below for the best results:

FOR RENTAL PORTFOLIO MANAGEMENT

Training Session
Topic
Learning Objective
TRAINING 1
Create Rental Files
Learn how to set up rental files for users managing property rentals (both managed and non-managed). This prepares your system for tracking property rental transactions.
TRAINING 2
Opening Balances
Learn how to input opening balances for cashbooks. This step can be skipped if your balances aren’t ready, or if working with a new portfolio or bank account.
TRAINING 3
Load & Manage Tenant Charges
Learn to load tenant charges such as rent, utilities, and deposits into the system. This ensures accurate tenant statements and smooth property management.
TRAINING 4
Load Rental Owners Expenses
Learn how to load owner expenses, including fees, commissions, and payments. This is crucial for preparing accurate owner statements and tracking expenses.
TRAINING 5
Bank Imports & Auto-Reconciliation
Learn how to import bank statements and automatically reconcile transactions. This ensures your system stays in sync with your bank accounts and maintains accurate financial records. Requires Pro or Sales Pro License.
TRAINING 6
Bulk Tenant Invoicing & Statement Distribution
Learn how to email tenant statements individually or in bulk. This streamlines the invoicing and statement distribution process, saving time and ensuring tenants receive their statements promptly.
TRAINING 7
Generate Payments & Trust-to-Business Transfer
Learn how to generate payments, submit batches, and transfer profits between Trust and Business accounts. This is essential for managing financial transactions and proper fund allocation. Requires Pro or Sales Pro License.

FOR SALES PORTFOLIO MANAGEMENT

Training Session
Topic
Learning Objective
TRAINING 1
Create Sales Files
Learn how to set up sales files for users managing property sales. This prepares your system for tracking property sales transactions.
TRAINING 2
Opening Balances
Learn how to input opening balances for cashbooks and tenant balances. This can be skipped if your balances aren’t ready or if working with a new portfolio or bank account.
TRAINING 3
Load Property Sales Expenses & Generate Proforma
Learn to load owner expenses such as fees, commissions, and payments. This is crucial for preparing accurate sales statements and tracking expenses. Also, learn how to generate proforma invoices for property sales to ensure accurate sales invoicing and proper accounting of expenses.
TRAINING 4
Bank Imports & Auto-Reconciliation
Learn how to import bank statements and automatically reconcile transactions. This keeps your system in sync with your bank accounts, ensuring accurate financial records. Requires Pro or Sales Pro License.
TRAINING 5
Generate Payments & Trust-to-Business Transfer
Learn how to generate payments, submit batches, and transfer profits between Trust and Business accounts. This is essential for managing financial transactions and proper fund allocation. Requires Pro or Sales Pro License.


OPTIONAL TRAININGS SESSIONS
  1. Expand your skills with these optional sessions:
  2. Maintenance Management
  3. Inspections Management
  4. Email and SMS Templates
  5. Managing Cash Transactions/Cashbooks
  6. Auto-filled Document Generator
  7. Investment Account Management
  8. Pro Forma Invoices
  9. Journals
  10. AND MORE

We’re here to support you every step of the way and look forward to helping you get started with PropWorx!

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