Collection Calls
To view a list of collection calls that need to be made, click Collection Calls from the Operations screen in SiteLink Web Edition.
Collections Call tasks are managed from your Past Due Schedule. To start a collections call, double-click on a tenant from the Collection Calls list. On the next screen, you can:
Review unpaid charges
View payment and ledger histories
Change the tenant’s address
Enter notes
Each time you make a call, we recommend entering a note. These notes are the best way to track your efforts and any communications related to this tenant’s account.
When you return to the Collection Calls screen, the tenant’s name will turn gray and be highlighted in light blue to indicate they have been contacted.
Tasks & Letters in Sitelink Web Edition
To view other past due tasks that need to be completed, click Tasks & Letters from the Operations screen.
You will see a list of all your past-due events based on your Past Due Schedule.
Click a task you want to perform. You will see a list of tenants that should receive the letter or fee. To perform the task, just select the tenants, then click Process.
For letters, print or email will be preselected depending on the tenant’s preferred document delivery method. Click Custom to change these options. Click Process to send or print the letters.
Repeat these steps for other pending tasks.
Tasks & Letters in myHub
Tasks & Letters is also available in myHub. Tasks & Letters allow you to quickly access and act on critical tenant communications, including:
Notices & Letters
Delinquency Actions
Auction Activities
Note: In myHub, notices and tasks can be processed in the background, allowing you to continue working while communications are sent. This offers a more efficient experience in myHub; in Sitelink Web Edition, processing large batches of information temporarily locks the system.
Note: Tasks & Letters in myHub provide streamlined access to specific reminder actions with enhanced navigation. When you select a reminder, Tasks & Letters automatically opens and displays the specific event associated with that reminder.
When you click on the Reminders icon in the upper right-hand corner of your screen, you’ll see a list of reminders.
For example, if you click on the Lien Notice reminder, you’re automatically directed to all events associated with that reminder.
Follow the instructions below to learn how to access Tasks & Letters, along with important functions included with this feature.
Log in to myHub, then click Tasks & Letters to see the three main options below.
Notices & Letters
This section enables you to send tenant notices, such as:
Past Due Notices
Lien Notices
Insurance Notices
Custom Notices
Many notices under Tasks & Letters include communication templates for fast, efficient tenant communication.
Under Tasks & Letters, select Notices & Letters.
The Notices & Letters list appears. Here, you can view which tenants can receive communications regarding delinquent accounts.
Main Notices & Letters screen.
In the left-hand panel, the available communication options are shown:
The Active List tab is the default display, showing current tenants who’ve triggered past-due notice notifications. In this example, 120 tenants have triggered a Past Due Notice, and 237 tenants have triggered a 1st Notice of Default. Click the box next to Tenant Name to select all tenants in the list. You can also select one or multiple tenants.
The Active List tab also includes additional information related to your notifications. In this case, the communications are triggered at 31 days past due, a $25 fee is associated with the notice, and the Letter template is First Notice of Default and Log.Tenant information includes:
Name
Unit
Days Late
Total Due
Delivery Mode
Note: All columns except Delivery Mode are sortable.
To see an itemized breakdown of the Total Due, hover over the information icon next to the amount.
Delivery Mode options in black are available for sending, while those in red are not. From left to right, delivery modes are:
Print – Print letter
Email – Email notice
SMS – Text message / SMS notice
Mail Service – Physical mail service delivery
To send a notification, select your tenant(s) and click Process in the lower-right corner of the screen.
Once you click Process, the Past Due Notice screen appears. Here, you can select your available communication types, choose templates, specify the format of your attachment, and more.
Top portion of Past Due Notice screen:
Choose your delivery settings, either Standard or Custom. Standard uses your default delivery methods, while Custom lets you specify different recipients for the message.
Next, select the communication tab. In this example, we’ll send an Email template. Add the recipient email and carbon copy emails, if necessary.
Note: If you select one customer, you can enter emails manually. For emails sent to multiple customers, emails are pulled from tenant records, so no manual entry is required.
Bottom portion of Past Due Notice Screen:
Select the pull-down menu to choose any available email templates. The subject line will automatically update based on the template you select, and the email body will appear below it.
Next, in the left-side pull-down, select whether you’d like the notification attached, embedded, or both. Available options are:
Finally, in the right-side pull-down, select whether you’d like the notification attached, embedded, or both. Attachment format options are:
Click Process to email the past due notification.
Once a notification is processed, the tenant moves from the Active List to the Reverse Activity list. See Reverse Activity for more information.
Delinquency Actions
This section enables you to initiate operational tasks related to delinquent units, such as:
Collection-related actions
Overlock on unit
Cut lock on unit
Gate lockout
And more
Under Tasks & Letters, select Delinquency Actions.
The Delinquency Actions list appears. Here, you can view which tenants are currently delinquent on their storage unit payments.
Main Delinquency Actions screen.
In the left-hand panel, the available delinquency actions are shown. Click the type of activity you’d like to process. The number in parentheses displays how many tenants have triggered a delinquency action event. In this example, we’ll process a Cut the Lock action:
The Active List tab is the default display, which shows current tenants available for delinquency actions. Click the box next to Tenant Name to select all tenants in the list. You can also select one or multiple tenants.
Tenant information includes:
Name
Unit
Days Late
Total Due
Note: All columns are sortable.
Note: To see an itemized breakdown of the Total Due, mouse over the information icon next to the amount.
To start a delinquency action, select the tenant(s) and click Process in the lower-right corner of the screen.
Once you click Process, select Yes to confirm the Delinquency Action.
Once a notification is processed, the tenant moves from the Active List to the Reverse Activity list. See Reverse Activity for more information.
Auction Activities
This section enables you to manage and process events associated with auctioning off delinquent units, including:
Schedule Auction
Auction Call
Enter Auction Proceeds
And more
Under Tasks & Letters, select Auction Activities.
The Auction Activities list appears. Here, you can view which tenants are currently having their delinquent units auctioned off.
Main Auction Activities screen.
In the left-hand panel, the available auction activities are shown. Click the type of activity you’d like to process. The number in parentheses displays how many tenants have triggered an auction activities event. In this example, we’ll process a 2nd Notice / Schedule of Sale.:
The Active List tab is the default display, which shows current tenants available for auction activities. Click the box next to Tenant Name to select all tenants in the list. You can also select one or multiple tenants.
Tenant information includes:
Name
Unit
Days Late
Total Due
Auction Date
Move Out Date
Delivery Mode
Note: All columns except Delivery Mode are sortable.
Note: To see an itemized breakdown of the Total Due, hover over the information icon next to the amount.
Note: Delivery Mode options in black are available for auction activity communications, while those in red are not. From left to right, delivery modes are:
Print – Print letter
Email – Email notice
SMS – Text message / SMS notice
Mail Service – Physical mail service delivery
To send a notification, select your tenant(s) and click Process in the lower-right corner of the screen.
Select the date & time of the tenant’s auction date and select Process.
Once a notification is processed, the tenant moves from the Active List to the Reverse Activity list. See Reverse Activity for more information.
Reverse Activity
Once a notification is processed, the tenant moves to the Reverse Activity list. Reverse Activity allows you to review processed events, reprocess tasks when required, or reverse an action if required. Reverse Activity is typically used when a tenant makes a payment, a notification was sent by mistake, and more.
Reverse Activity is available for all 3 functions in Tasks & Letters:
Notices & Letters
Delinquency Actions
Auction Activities
Here’s how to reverse an activity within Notes & Letters. This is also available for Delinquency Actions and Auction Activities.:
Select the Reverse Activity tab from the main Notes & Letters screen. Select your tenant(s), and click Process.
Click Yes to undo the Past Due notice sent to the selected tenant(s).