Transferring a Tenant to Another Unit

How to Transfer Units in the NSE Web Portal

It’s common for tenants to outgrow or downsize their storage needs. To make this transition seamless, the Nokē Smart Entry (NSE) Web Portal allows tenants temporary access to two units during a transfer. This ensures they have adequate time to move belongings from one unit to another.

Overview of the Transfer Process

The transfer process involves two key steps:

1. Update the Property Management System (PMS):

   • The transfer must first be processed in the PMS system. This step handles account updates, charges/credits, and the creation of a new lease agreement.

2. Grant Temporary Unit Access in the NSE Web Portal:

   • After the PMS update, the Web Portal assigns the tenant temporary access to both the vacating and new units for 48 hours, ensuring smooth movement between zones or areas.

Step-by-Step Guide to Transferring Units

1. Process the Transfer in the PMS System

   • Complete the transfer in the PMS, including updating the tenant’s unit assignment and syncing with the NSE system.

2. Initiate the Transfer in the NSE Web Portal

   • Log into the NSE Web Portal and navigate to the Units tab.
   • Locate the vacating unit and click on it to open the Unit Details page.
   • Click Transfer Unit.
   • In the Transfer Unit form, select the new unit to which the tenant is moving.
   • Click Submit to grant the tenant temporary access to both units.

Key Details During the Transfer

• Default Access Period: The tenant will have access to both units for 48 hours.
• Cancelling the Transfer: You can manually cancel the transfer by selecting the vacating unit in the Unit Details page and clicking Unassign from Transfer.
• Extending the Transfer: Use the Extend Transfer option in the Web Portal to reset the 48-hour access period.

Syncing with PMS

After 48 hours (or once the transfer is completed):

• The NSE Web Portal syncs with the PMS system.
• The vacated unit becomes Available for rent.
• The new unit becomes Occupied by the tenant.

Special Considerations

• Shared Users and Managers:

  • Shared users and managers retain access to the vacating unit during the 48-hour transfer period. However, once the tenant occupies the new unit, shared access must be re-established via the mobile app.

• Fob Users:

  • Fob users can access the vacating unit during the transfer period. After the transfer, the fob must be resynced to access the new unit.

• PMS Overrides:

  • Any changes made in the PMS system during the transfer are ignored by the NSE system until the transfer period ends or is canceled.

Example Scenario

Tenant Scenario:

• The tenant currently rents Unit A but is moving to Unit B.

Manager Actions:

1. Process the transfer in the PMS, including payment adjustments and a new lease.
2. Sync the PMS with the NSE system to reflect the tenant’s move to Unit B.
3. In the Web Portal, go to the Units tab.
4. Locates Unit B and clicks on it. (New)
5. From the unit details page, select Transfer Unit.
6. In the bottom section, select Unit A. (Old)

Transfer State:

• The tenant now has access to both Unit A and Unit B for 48 hours.
• For 48 hours, we are bypassing or ignoring any PMS updates and syncs.
• After 48 hours, the NSE Web Portal syncs with the PMS system, making Unit A available for rent and marking Unit B as occupied.

Pro Tip

Add the Users Transferring widget to your Web Portal dashboard to track active transfers and monitor expiration times.