Time and Charges Events

 

Organisation Admins can set charges for all events of the Organisation, whether they are Premium Events, System Events, or Custom Events. They can also create, store, report, and track events on the Time and Charges page.

Events are automatically recorded in Strata Master to streamline accounting processes when charging client management fees. 

 

Contents

• Enabling Time & Charges Integration
• Fee Codes
• Event Types
• Create Custom Events
• Edit Event Types
• Add Maintenance Events
• Add Other Events
• Bulk Charge
• Time Tracking Clock
• Track Events
• Strata Master Integration
• Re-export of Failed Events 

 

Enabling Time & Charges Integration 

To enable the feature, go to the Settings page and select 'Features - Internal'.

 

Click the check box for 'Enable the Time & Charges integration with Strata Master’ and click 'Update'. This will activate the feature for all organisation team members.

When activated, events can automatically export to Strata Master to oncharge to Owners Corporations. Time-based events will be exported if the hourly rate has been entered and Quantity-based events will be exported if linked to a Strata Master Fee Code.

 

Fee Codes

Once Time & Charges has been activated, users can now assign a Strata Master Fee Code to their events. 

For Work & Quote Requests, the Strata Master Fee Code may come across from Strata Master if it has been set up. Alternatively, users can manually edit the Fee Code on specific events. To do this, click the 3 dots on the right and click 'Edit'.

 

Event Types

Events are organised under three categories: Premium Events, System Events, and Custom Events. 

Premium Events are events related to paid features of the Portal. This includes Creditor Compliance, Invoice Extraction, Maintenance Management, and Guest Access services.

If an Organisation plans to use premium features, Organisation Admins can enable them on the Settings page under Features - Internal. 

System Events are events related to workflow management. This includes Work and Quote Requests, Disruption Notices, and Message Responses.

Custom Events are events created by an Organisation Admin specifically for their Organisation. Custom events may be described as 'Quantity Based' (events charged a flat fee) or 'Time Based' (events charged per minute). Examples may include ordering keys, taking or making phone calls, and printing documents.

 

Create Custom Event

1. Click the User Icon or Profile Picture

2. Select 'Settings'



3. Click 'Time and Charges'



4. Click '+ Custom Event'



5. Enter the Event name, Event type (Time or Quantity Based), Default Description, and who can create these events under Apply to.

6. For Quantity Based events, add the Strata Master Fee Code. The $ Default Amount will reflect the default amount in Strata Master for the Fee Code, however, the actual charge applied will be based on the management fees for each Plan. 

7. Click 'Save'

The newly created event will be added to the list of Custom Events.

 

Edit Event Types

1. Click the three dots on the right of the row of the event 

2. Select 'Edit'



3. Update the information

4. Click 'Save'

The event will be updated.

 

Add Maintenance Events

When a new quote or work request is created, there is an option to Charge the Request. 

This feature will default to be switched on or off depending on the Strata Master configuration, however, users can update this manually.

To charge for a work or quote request, select the Job Type, then click the checkbox to 'Charge the Request'.

Once the job is created, maintenance event charges will be displayed under the 'Time and Charges' section of the job, located towards the bottom of the page.

 

Users can also create additional events that are related to the work request under the 'Time and Charges' section.

1. Click '+ Event'

2. Select the Fee Type (Time or Quantity Based) 

3. Select an Event Type from the list of Custom Events

4. Add a Description

5. Attach Files or Photos (Optional) 

6. Add Internal Notes (Optional) 

Note: If the event should not be charged for, select the checkbox for 'Do not charge for this event'.

7. Click Save 

 

These charges will display on the Time & Charges section of the Work Order page and on the Time & Charges Page. 

Note: The charges will have Event References. There will be a parent event reference number and additional charges for the request will be linked to the parent event.

 

Add Other Events

Organisation Admins may also create new events from the Time and Charges page. These can be related to maintenance requests or to any other activity required for managing the plan. 

1. Go to the Time and Charges page (Time and Charges Icon )

2. Click '+ Event'

3. Enter the Plan Number 

4. Select the Fee Type (Time or Quantity Based) 

5. Select an Event Type from the list of Custom Events

6. Link to Existing Event if the event is related to a Job (Optional) 

7. Add a Subject

8. Add a Description

9. Enter either the Time Spent or the Quantity

10. Enter the Rate

11. Attach Files or Photos (Optional) 

12. Add Internal Notes (Optional) 

Note: If the event should not be charged for, select the checkbox for 'Do not charge for this event'.

13. Click Save 

The newly created charge will be recorded on Time & Charges page and in Strata Master. 

 

Bulk Charge 

Users have the option to charge for Custom Events in bulk.

When the Time & Charges feature is enabled, the Bulk Charge feature is on for Organisation Admins by default. If the Organisation Admin would like their Strata Managers to have the option to Bulk Charge events, they can navigate to Settings > Feature - Internal and locate the Time & Charges section, then select the checkbox for 'Enable Bulk Charges for Strata Managers'.

 

To charge in bulk, they can click the '+ Charge' button on the top right, then select Bulk Charge from the dropdown.

They can select all plans or choose multiple plans to which the charge applies.

Complete the other required fields, then click 'Save'.

Once the charge is created, it will be assigned to all the selected plans. 

 

Time Tracking Clock

Users may use this feature to track the time spent on a particular task, phone call, or project.

To use the Time Tracking Clock, click the Clock icon on the top left, then click the Play button to begin the counter.

Click Pause to temporarily pause the counter and click Play again to resume. Click Stop to discard the time accumulated.

Once done with the task click 'Save Time' to record the event. 

This will route users to the Save Chargeable Event modal where they can add the details of the event and link it to an existing event. 

 

Track Events

1. Go to the Time and Charges page (Dollar Icon )

2. Search for an Event by entering a Reference Number, Plan, or Strata Manager in the Search Bar

3. Or, filter by Event Type, Plan, Creator, and Manager by using the drop-downs



4. Filter the 'Event Type'



5. Click 'Export' to download a spreadsheet report of the events currently filtered

When the file has finished downloading, Organisation Admins can view and save it.

 

Strata Master Integration

Events added in the Portal can automatically export to Strata Master and can be charged to clients.

Maintenance Requests and Time Based events will be added to the Diary in Strata Master. 

Quantity Based events will appear under Charge Quantity Management Fees. 

 

Re-export of Failed Events 

When an export fails, Organisation Admin users can re-try the sync by clicking the red icon next to the failed sync. This feature allows Admins to address issues promptly without needing additional support.

 

 

Additionally, if the sync fails, the system is designed to automatically re-try the sync daily. This ensures that, even if immediate action isn’t taken, the export will continue to attempt synchronization until successful.

 

 

For more information, please see Maintenance Integration with Strata Master, How to Activate Premium Features, and How to Create a Work Request.

 

 

Organisation Admins should contact us with any further questions regarding this process.