Welcome to v20! Alongside stability, performance, and security updates, you will find the following new major features:
New Features
This release includes the following new features:
Amendment Types: New amendment types have been added, offering more flexibility in how contracts are managed. For more information about amendments, see Amending an active contract.
Transfers: Easily transfer a company between spaces internally within the same property or externally to a different property.
Staggered: Create multiple future amendments that activate one after another.
Slide In: Add an extra amendment between two active proposals.
Extend: Extend the term of a current contract without modifying other aspects of the contract details.
Automatic Credit Note Generation: If the organization is subscribed to the Credit Note service, this new setting allows you to automatically generate a credit note when a negative charge results from a move-out, contract amendment, or termination. You can also choose whether the credit note is automatically applied to outstanding invoices. For more information about these settings, see Setting default contract options and Setting property default contract options.
Bans: Members and companies can now be assigned a 'Banned' status in Kube, helping organizations make informed business decisions. For more information, see Banning a company and Banning a member.
Community Dashboard: The home page dashboard has been enhanced with easy access to everyday tasks and stats in mind. In addition to established features such as bookings, you will also find these new options.
MIMO: The Move In Move Out (MIMO) dashboard allows organizations, at a glance, to see which spaces are being moved in and out of for a specific date range. For more information, see Community Dashboard MIMO menu.
Check-Ins: The Check-In feature allows an organization to create lists and cadences that a customer relations team uses to check in with companies to gather feedback and assess the well being of the relationship between the organization and the company.
Move Requests:When a company moves in, a checklist appears in the member portal. The list lets the company submit required information and make requests to ensure a smooth move in. For more information, see Viewing and editing a move request.
Companies: A new Company Snapshot feature has been added, providing quick access to a company’s contracts and check-ins. For more information, see Viewing the company snapshot.
Languages: The Member Portal, ySign Express, and Move Out Communication features now support English (US), English (UK), Spanish, French (CA), German, and Japanese.
Linked Amenities: Contracts now include the option to link amenities to spaces. With this option, amenities are removed automatically when a space is removed from a contract, and stay linked when the space is transferred. For more information, see Linking an amenity to a space.
Memberships: You can now control the offerings and services available to members at your organization's properties using memberships. For more information about memberships, see Adding a membership type.
Move Out Communications: Kube now includes Move Out forms to collect bank account information for refund processing when a company leaves the organization. For more information, see Using the move out communication.
Move Out Menu: A Pending Refund section is now available on the Move Out menu to track security deposits adjusted by contract amendments and terminations. For more information, see Refunding or applying a security deposit.
Out of Policy: New options are available for controlling penalty charges on contract amendments and terminations. For more information about setting up these options, see Adding a contract approval condition and Setting default contract options.
Partial Refunds: A new charge code option is now available for partial refunds. For more information, see Refunding a credit or debit payment.
Price Escalations: You can now automatically increase product and service prices on a contract at a predefined interval. For more information, see Setting property default contract options and Creating a contract.
Pricing Management: You can now apply bulk pricing updates to spaces and amenities immediately or at a scheduled time. For more information about this feature, see Adding a pricing forecast.
Promotions: You can now create pre-approved discount ranges that can be applied automatically or manually to products and services on a contract. For more information, see Adding a promotion.
Space Availability Dashboard: You can now search for spaces by property on a map and see nearby availability. For more information, see Space Availability Dashboard overview.
Split Invoices: You can now generate individual invoices for security deposits, one time charges like setup fees, and products or services. For more information, see Setting default contract options and Setting company split invoicing settings.
Workflows: Various new contract workflows have been added to streamline the contract creation and management process.
Amendment Workflows: Set which template, type, and date are automatically set for amendments. To get started, see Adding a general amendment workflow.
Amenity and Package Workflows: Set which amenities, packages and their quantities are automatically added to a contract when a space or membership is added. For more information, see Adding an amenities and packages workflow.
Notice to Vacate Workflows: Set a notice to vacate period that is automatically set based on a contract's space capacity and term. For more information, see Adding a notice to vacate workflow.
Approval Workflows: Several new criteria and options have been added to the Contract Approval Workflows. For more information, see Adding a contract approval condition.
ySign Express: A new contract signing option is available. Companies can now sign contracts using an online digital form, and contracts can be set to automatically activate once signed. For more information, see Using ySign express to sign an agreement and Setting default contract options.
Additional Updates:
In addition to the major new features, you will also find these updates:
Bookings
The card view in the Bookings Menu has been enhanced, with more intuitive filters that make it easier to find available spaces.
A quick search field has been added to the card and calendar views in the Bookings Menu, making it easier to find space names, company names, or member names.
You now have access to new booking settings, including options to allow duplicate bookings and backdated bookings. Enhanced cancellation controls have also been introduced for greater flexibility. For more information, see Setting booking options.
Companies
A new company ledger format is now available. To update to the new version, contact Yardi technical support.
You can now set up parent-child relationships between companies for improved organizational structure and management. For more information, see Adding a company and Reviewing a company's organizational structure.
You can now control whether a company can exceed its allotted credits and by how many. For more information, see Adding credit overage limits.
Late fees can now be controlled on a per company basis. For more information, see Setting whether a company is exempt from late fee.
Invoice due dates (or net terms) can now controlled on a per company basis. For more information, see Setting company net terms.
Notes (or reasons) can now be added when updating a company's auto payment settings. For more information, see Setting whether companies make automatic payments.
Default payment methods can now be set on a per property basis.
Contracts
New contract setting options are now available. Some settings may be limited based on your service subscription. For more information, contact your account manager or see Setting default contract options.
Contracts now support custom fields. For more information, see Adding custom fields to a contract.
Notice to Vacate (NTV) functionality has been enhanced. It now supports both days and months for the notice period, allows workflow based control, and can trigger Out of Policy rules. For more information, see Setting default contract options, Adding a notice to vacate workflow, and Adding a contract approval condition.
The Terms & Company menu has been enhanced to support the latest options and features, including Price Escalations, Term Types, and Auto Renew settings. Creating a contract.
You can now control whether internal users can create contracts with start dates in the past. For more information, see Setting default contract options.
Contract approval details have been improved to display additional information, including the reason for approval, the triggering workflow ID, and a notes section for approvers to provide context on approvals or denials.
The Contract History has been improved to include additional information about term details, contract details, approval history, and more. For more information about viewing contact history, see Reviewing contract details and history.
ySign and ySign Express now support Japanese signature stamps (hanko).
Data/Wi-Fi
Live Data and Wi-Fi traffic maps are now available in Kube. For more information, see the Traffic & Usage section of the Help Center.
Emails
Email campaigns can now be sent by Floor Number. For more information about creating an email campaign, see Creating an email campaign.
Payment emails for electronic payments have been improved, and separate emails are now sent for payment failures and reversals. For more information, see Email template triggers and recipients.
Events
The Add Event process and menu has been improved. For more information about adding an event, see Adding an event.
International (non-US)
Properties in the Netherlands now offer the new payment option iDEAL in the Prospect and Member Portals.
Members
Members can now be assigned to groups to manage credit overage limits and improve member organization within a company. For more information, see Adding a company member group and Adding credit overage limits.
Members can now be assigned as the primary member to more than one company.
Properties
A new area field has been added to the Property Essentials menu, with support for both square feet and square meters.
Company custom fields can now be added on a per property basis. For more information, see Customizing company custom fields per property.
Opening and closing dates can now be set for a property to control when bookings can start and when they can no longer be made. For more information, see Reviewing and editing property information.
Receviables
You can now view multiple invoices at once with the new Merge and Download feature. For more information, see Reviewing and emailing an approved invoice.
You can now control whether invoices are emailed to a company when they are generated. For more information, see Setting whether invoices are automatically emailed.
A new option has been added to prevent voiding deposited payments. For more information, see Setting whether a deposited payment can be voided.
A View Payments option has been added to invoices, allowing you to quickly see the payments applied to each invoice. This menu is accessed by clicking the three dot additional options button next to an invoice.
A View Allocations option has been added to invoices, allowing you to quickly see where a credit note has been applied. This menu is accessed by clicking the three dot additional options button next to a credit note.
An invoice can now be marked as an Internal Adjustment, so it is not emailed to the company. For more information about generating invoices, see Previewing and generating an invoice.
You can now clone charges from past invoices. For more information, see Cloning charges from an invoice.
You can now configure Custom Document Sequencing to generate a separate series of invoice numbers for charges that do not represent traditional revenue. For more information on adding and setting up this service, please contact your Yardi sales representative. This feature is available exclusively for organizations outside the US.
Spaces
You can now set which companies are allowed to book a space. For more information, see Setting whether a space is private.
The Spaces Dashboard now includes color coded flags to indicate a space's availability.
Space holds can now be set during the communication stage to prevent a space from being reserved in another contract during the signing process. The space hold can either happen automatically when communicating a contract with ySign or ySign Express or manually. For more information on automatically setting this option, see Setting default contract options.
Opening and closing dates can now be set for a space to control when bookings can start and when they can no longer be made. For more information, see Adding a space.
Miscellaneous
Up to 50 custom fields can now be defined for companies and members.
New screen filters have been added to the dashboards. For more information, see Screen filters glossary.
A new Audit Log Report has been added to track changes to internal users and permissions. For more information, see Audit Log Report overview.
You can now customize the security deposit label in Kube through the System Settings > Operator Profile > Settings > General section.
You can now quickly see new members with the New Members toggle on the Members Dashboard.
Several new permissions have been introduced to provide more granular control in Kube.