Property Manager

Quick Tutorial

Watch this short Video first!

Who is the Invitation from?

The invitation email is from YOU in your name, with your email stationary and sent via Maintenance Manager. You are personally recommending the service to your owners. There is a link in that email for the owners to accept or decline the invitation. If declined or accepted it is a virtual “unsubscribe” from further invitations for 1 year.

Why are we sending the PropertySafe invitations?

The purpose of a PropertySafe invitation is to provide you and your agency with the opportunity to mitigate risks. By merely recommending the services to your clients, regardless of response, the risk to your rent roll is greatly reduced.

For some states where properties must meet certain compliance criteria, PropertySafe gives you the opportunity to provide your owners with an inclusive solution to ensure their investment meets legislative requirements.

How do I accept or decline the invitation on the owner’s behalf?

If an owner calls you by phone or gives you a direction via reply email (having not utilised the links in the invitation) you can ask them to utilise the link in the email you sent them OR you can accept or decline on their behalf by logging in to Maintenance Manager – search and find the property – click on the “Purchase” tab at centre and approve or decline as per their instructions remembering to make a note of how they contacted you and what they said.

How do I permanently exclude an owner from receiving invitations?

Log in to Maintenance Manager, find the property, click on the “Settings” tab at right, drop down “Display / Import” and scroll to “Other”. Select “Exclude from PropertySafe invitations”, select the reason and confirm. If the landlord has multiple properties you can scroll to the bottom of the page and select “Apply settings to all Landlord properties” then “Save Settings”.

How do I see who has accepted or declined the invitation?

As inspections are ordered you will receive an email notification, but you do not need to do anything, the process is fully automated until it is time for you to consider any high risk or any non-compliance issues arising from the inspection.

To view current orders in Maintenance Manager go to Properties – PropertySafe Inspections – Current Inspections.

To review declines to the invitation, go to Tools – PS Report ordering – Rejected Invitations.

To view completed inspections go to Properties – Completed Inspections.

How do I cancel an order?

If you receive communication from an owner that no longer requires an ordered report you can cancel the order in Maintenance Manager at any time up until commencement of the inspection. Go to the property address in Maintenance Manager – select the “PropertySafe Inspections” tab and select “Cancel”. Place a comment regarding the reason for the cancellation and then automatic emails will be sent to the owner, tenant and inspector confirming the cancellation.

Is there a further discount if I own multiple properties?

Bulk offer discount via your agency
If you have received an email from your property manager inviting you to accept or decline a PropertySafe report you automatically receive the nominated bulk offer discount as detailed in that email as well as the opportunities below.

2-4 properties – 10% discount
NB: Please contact us immediately after order to receive this discount. If this contact is not made before the completion of the reports no discount will be applied.

Each leased residence requires an individually completed and insured report. If you order 2-4 residences within the same region or building e.g. both sides of a duplex, 4 units in a building or 3 homes in the same or neighbouring suburbs, a 10% discount is available per report. To obtain this discount you must contact us immediately after order (inspections@propertysafe.com.au or 1300 155 888) to give us an opportunity to arrange all inspections for the same day. Note: If the order is for all units within 1 building, the report for unit 1 will include the common areas as per our scope.

5 or more properties – 15% discount
NB: Please contact us immediately after order to receive this discount. If this contact is not made before the completion of the reports no discount will be applied.

Each leased residence requires an individually completed and insured report. If you order 5 or more residences within the same region or building a 15% discount is available per report. To obtain this discount you must contact us immediately after order (inspections@propertysafe.com.au or 1300 155 888) to give us an opportunity to arrange all inspections for the same day. Note: If the order includes all units within 1 building, the report for unit 1 will include the common areas as per our scope.

Granny Flat with separate lease 50% discount
NB: Please contact us immediately after order to receive this discount. If this contact is not made before the completion of the reports no discount will be applied.

Each leased residence requires an individually completed and insured report. If you order for both the main house and associated granny flat a 50% discount is available for just the flat provided access is supplied to both dwellings for the same day and time by the property owner/manager. To obtain this discount you must contact us immediately after order (inspections@propertysafe.com.au or 1300 155 888) for us to apply the discount and inform the inspector before scheduling.

Share accommodation with individual leases 80% discount
NB: Please contact us immediately after order to receive this discount. If this contact is not made before the completion of the reports no discount will be applied.

Each leased residence requires an individually completed and insured report. When there is 1 building with multiple rooms individually leased e.g. share accommodation or studio apartments, full fee is required for room 1 and the common areas as per our scope and a further 80% discount is offered for each remaining room provided access is supplied to all rooms at the same day and time by the property owner/manager. To obtain this discount you must contact us immediately after order (inspections@propertysafe.com.au or 1300 155 888) for us to apply the discount and inform the inspector before scheduling.

Are the inspectors qualified and insured?

Absolutely.  Every PropertySafe inspector is specifically trained to undertake these essential inspections.

Fully licensed electricians conduct the electrical safety checks, and licensed gasfitter/plumbers carry out the gas safety check.

Do I receive a copy of the entire report?

No. To protect your agency ONLY the owners receive a copy of the completed report. If you automatically receive a copy of the entire report it may be argued in future that you are responsible for actioning all report findings including the lower risk ones. On completion, you will receive an email alerting you to only high risk or any non-compliance issues if discovered. These will also appear within Maintenance Manager – PropertySafe Actions. It is these issues you will need to action. The owner receives an email with the entire report attached informing them that you have been alerted to any high-risk non-compliance issues and then giving them a link to refer any lower risk issues to you via Maintenance Manager.

Is this a compliance report?

No and yes… let’s explain

PropertySafe Investor – no. The standard PropertySafe report is not a pre-purchase, compliance or building certification report. The premise for the report is first and foremost regarding safety by alerting home owners to safety risks and providing options to mitigate those risks.

The report offered to VIC rental providers – yes. The Safer Home Evaluation Report has optional gas and/or electrical safety checks which are compliant components and checks for the minimum standard requirements.

Please Note: Acting on ‘Major’ imminently life threatening issues discovered is strongly recommended, and as per The Inspectors Code of Conduct will be conveyed to the home occupants if present and/or property manager as soon as practicable after the inspection.

How are Entry Notices managed?

The inspector will endeavour to contact the tenants to arrange a mutually agreeable time to complete the inspection. If there have been 3 unresponsive attempts to arrange a day and time with the tenants the inspector will utilise the Entry Notice capability within Maintenance Manager to send an entry notice with 7 days’ notice in the name of the agency. The only exception to this procedure is when the inspector is travelling to a remote location to complete at least 3 days of inspections. In this instance entry notices will be sent regardless of contact with the tenants. The agency can remove the inspector’s opportunity to send entry notices within Maintenance Manager via Tools – Global settings – General settings. If the ability for the inspector to send Entry Notices is removed the property Manager will be asked to send entry notices on the inspector’s behalf.

How often are inspections recommended?

The current recommendation regarding the frequency of a PropertySafe residential safety inspection is every two years. Properties that are deemed to be above average with a low level of issues may be extended to 2-3 years whereas properties in poor condition with a significant number of issues should be checked every year.

The current compliance guidelines in Victoria require rental providers to complete gas and electrical safety checks every two years.

How long will it take?

The time taken on the property will vary depending upon the size of the property, number and seriousness of hazards identified  and if gas and electrical safety checks have been added. The inspector/s is usually on-site for between 45 minutes and 2 hours.

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