Help
Estate
Run an estate, a compound or a block of flats: visitor passes residents make from their phone, a gate page for the guards, levies with receipts, notices and requests. Residents and guards need no app and no account.
Set up
- 1Name the estate and choose its country, which sets the currency for levies.
- 2Under Houses, add each house or flat, or From a spreadsheet brings in the list your office keeps. A column naming the house is all it needs; street, resident, phone, email and owner or tenant are picked up when they are there.
- 3In Settings, add the streets or blocks, your bank details for levies, the rules shown on every pass and the longest pass a resident may make.
Residents' links
- 1Every house has its own private link. Copy it beside the house and send it to the residents on WhatsApp. It opens their home page: passes, notices, levies and requests.
- 2When a tenant moves out, open the house and press New link. The old link stops working at once.
Visitor passes
- 1A resident makes a pass on their home page: one visit, several days, or set days each week for a cleaner or a driver. Send it on WhatsApp; the visitor's page shows a QR code and a six-letter code.
- 2The office can make passes too, under Passes, and for longer than residents may.
- 3Cancelling a pass stops it at the gate straight away, with the reason shown to the guard.
The gate
- 1Open the gate link on the phone at the gate. It is on Today; anyone with it can use the gate page, so keep it to your guards. Press New link in Settings when a guard leaves.
- 2Type the visitor's code, or press Scan and hold their pass up to the camera. Green means let them in; red says why not.
- 3A one-visit pass works once. Inside shows who is in, with Out to sign them out. Expected shows today's passes.
- 4No pass? Choose the house and log them. If Settings allows it, the guard sees the residents' numbers to call first.
- 5Every entry is in the Gate book, searchable by name, plate, house or phone, and downloads as a spreadsheet.
Levies and receipts
- 1Under Levies, charge the service charge, security or power to every house that is lived in, to some streets, or to chosen houses. A levy charged by mistake can be taken back from every house at once.
- 2Record a payment and its receipt opens, numbered, with the sum in words and what is still owed. Void a payment that was not received; its receipt stays, stamped void.
- 3Residents pay your association directly. On their page they press I have paid with the transfer reference; you confirm it against your account and their receipt appears on their page.
- 4Who owes lists every house in debt, most first, and downloads as a spreadsheet.
Notices and requests
- 1Notices go on every house's page, or only on the streets you choose. Keep one at the top, or set a day to take it down. On Pro, Email residents sends it to every house with an email address, once.
- 2Residents raise requests on their page: repairs, security, power or water, waste, noise. Change the status and reply under Requests; they see your answer on their page.
Good to know
- The Free plan keeps one estate with up to 30 houses. Pro keeps three estates and 500 houses and emails notices to residents; Business has no limit.
- An estate can email up to 100 houses a day.
- ToolkitDeck never takes levies: residents pay the estate's own account.
Stuck? Write to [email protected] and a person replies, usually within one working day.