Commercial Property Management Software

Dwellant’s commercial property management software is a holistic, cloud-based system for the 21st century. Like no other software- it brings together all stakeholders in a commercial building, with intelligence, speed and accuracy.

Best Commercial Property Management Software

Building Management Software today is the key to successful relationships between stakeholders and tenants in a commercial building. To provide comprehensive management agents are looking for seamless platforms to be able to carry all aspects of their services to the building effectively, safely and at speed.

At Dwellant we have thought long and hard about how we can remove worries about the management of a commercial property, by creating commercial property management software that is all-encompassing, intuitive and easy to use.

Dwellant’s commercial property management software is a holistic, cloud-based system for the 21st century.

Dwellant’s commercial property management software has been designed for those who manage commercial property and equally for the tenants occupying the building. It is equally intuitive and easy to use for the building’s managers, tenants and all service partners. Its functionality has been developed after many years spent with property professionals to understand what is important in successful building management. Our solution is a platform that is interactive, with multi-layer access levels, intuitive to use by anyone and an invaluable tool to make property management as easy as possible.

Dwellant’s commercial property management software has features for tenants, property managers and those owning or leasing. Commercial property management requires a wealth of specific skills; it requires specialist expertise, first-class communication, consistently high energy levels, and in depth knowledge of property maintenance and relevant underlying legal frameworks. These elements are brought together and put to work in Dwellant’s commercial property management software.

Multi functional user features make Dwellant’s building management software a pleasure to work with. User configurable dashboards and reporting tools help manage day to day work tasks. Task management is linked to automated diary reminders and email alerts so light work is made of logging routine queries, maintenance management and health & safety compliance.

Work instructions and maintenance contracts with your service partners are issued easily by the manager using Dwellant’s commercial property management software. The work instruction process is simplified through automated reminders and email communication with all parties. Health and safety requirements in relation to a specific work instruction (risk assessments and method statements for instance) are also manageable through the platform. Contractor invoices are automatically matched to the original work orders, meaning payments are swift and simple. Invoice authorisation can be a sole or multi-layered sign off process, completely tailored to the company’s structure.

Throughout the works ordering and invoicing/payment processes executed on the building management software, all financial data is linked live to the service charge accounts software package that the block manager is using, so that works are not ordered without the requisite funds being in place. The best building management software packages have an open API engine.

The management of health and safety frequency-driven tasks (for example, fire risk assessments) and resulting actions (for example, installation of signage) is a fundamental part of a block manager’s day to day work. Dwellant’s building management software provides dashboards and email alerts to remind of these tasks, routine maintenance inspections and actions that require quotations and works at the building.

Communication with and from tenants is easier than ever. For tenants, our commercial property management software is a web portal, accessible from any PC or smart device connected to the internet. Registration is straightforward and there are choices to make when receiving updates about the building. Email alerts and SMS are popular choices to receive news as and when released.

Dwellant’s best commercial property management software is a holistic, cloud-based system for the 21st century.

Access to service charge information and service charge payments have never been more transparent. Secure access levels allow for privacy and confidentiality. Information about service charge budgets and accounts, and indeed any of the services provided by the management company can be easily found and reviewed through the Dwellant portal.

Property management often involves the organisation and execution of complex construction or refurbishment projects. Such programmes of major works bring together professional groups (building, surveying, engineering) and tenants, all of whom have to collaborate and communicate effectively together to ensure the success of the project. Dwellant provides the commercial property management software to do just that.

Csite site inspection tool

With its interactive Csite inspection app Dwellant provides the building managers with a tool that is accurate and saves time. The commercial property management software integrates this tool as part of is suite of programs that make a property manager’s life so much easier!

There are three simple steps to complete.

Survey- when you carry out a building visit, you can now complete your survey via phone or tablet, adding photos directly to your notes.
Synchronise- when online, synchronise your report and share with the Dwellant Core (free version), colleagues, clients, consultants.
Report- the report that is created by the Dwellant Core system is available in Word, PDF and CSV files. The documents and photos are always available for audit checks.

The Csite site inspector operates anywhere with offline use. The app is downloaded on a phone or tablet and is ready to use anytime. Using the app saves valuable time for the site surveyor. The survey and report are geo-location tracked and logged immediately, saving 90% office admin time. All data be stored where you can make it work for you and your clients. The management tasks following on from your site inspections are simple. The Csite commercial property management software and app turns tasks into work orders there and then. The app and its functions are easy to learn and use. New staff are swiftly trained to use the tool. Csite ensures consistency of data across all teams and buildings. It provides safe and secure storage of surveys and reliable end-to-end reporting.

Csite is an additional tool provided by the commercial property management software and it works on any Android and IOS device; it removes all need for site inspection write ups. The inspector can work offline and synchronise the report and all photos and data once back in range or back in the office. Questions linked to assets and historic asset data can be saved and followed up easily, any work orders that result from the queries can be issued immediately. The app allows to create template content and questions to increase continuity in the business. This helps due diligence and best practice in all operational areas. Task setting can be linked to specific assets and a digital audit trail created.

A simple link to Dwellant’s commercial property management software allows integration and seamless, automatic reporting of all inspection elements. Defects management has never been so easy. Geo and time stamp validate the report and make it usable for explicit uses including witness statements. Once the site survey is finalised instructions are ready to be assigned to the contractor. The synchronised content from the site inspections is kept ready on Dwellant’s building management software to be expanded on or shared with others.

Communication Hub

This first-class commercial property management software enjoys various communication tools. This is to ensure facilities management and maintenance issues are dealt with quickly and accurately.

Dwellant provides a communications hub for the facilities teams to create a vital link between all parties: the property managers, the service partners and the buildings tenants.

Data and tasks are shared and distributed between the building management team members. As the software is cloud-based and becomes the single system for coordinating the efforts of on-site and office based staff, those ultimately responsible for executing tasks can delegate with confidence and monitor progress remotely.

An on-site team using Dwellant’s commercial property management software can access tenants’ data in real time. All data for on-site operations can be retained and managed securely via access passwords and layered access levels. To communicate efficiently with tenants, the on-site team can make use of the commercial property management software posting function. This allows for swift mail merging to multiple parties. The platform uses email or SMS to reach customers, providing links to retrieve further information from the Dwellant platform. Using Dwellant’s commercial property management software, emergency messages can also be issued using the SMS alert tool.

For both the property management and on-site maintenance teams, Dwellant’ s commercial property management software provides a CRM-style interface that facilitates first line response to customers. Whatever the source of the enquiry, the commercial property management software allows external notifications (e.g. a maintenance issue reported) to be entered straight into the system. These can be converted swiftly into work orders and everyone who needs to know can track progress through to completion, including residents, tenants and contractors. The reporter of the issue can track progress as a Dwellant user at any time, from anywhere with an internet connection.

Dwellant’s very own process form creation within the commercial property management software allows your own bespoke policies to be set up, building by building or company-wide. This helps to streamline processes or rolling out standard communications across the business. Whether it is for a new tenancy, licence, starting an insurance claim or simply requesting a new key fob, the commercial property management software will create the forms allowing property and building managers to make faster and more informed decisions. A uniform approach saves time and gives reassurance to the business that all staff work to the same standards.

Reporting and KPIs

The commercial property management software holds a huge capacity for reporting downloads and uploads on all levels. Senior management and operational managers alike can view activity and performance against set targets live, and can download reports across different business sectors with data analysis tools, ready for presentations or group reporting.

On a building level, the on-site general manager can see live activities and outstanding tasks for the property and his team. Simple metrics reports keep the manager updated on critical activities and site statistics. The site manager will have all his data readily available in the commercial property management software.

The property manager will be interested in statistics to monitor management performance and identify areas for improvement. The system permits managers to keep an eye on their KPIs by running status reports on day to day activities as well as specific business focuses.

A useful report is one produced on supplier contracts. A contract describes regular, repetitive work to be carried out in the building e.g. plant maintenance, door entry systems etc. The commercial property management software monitors renewal dates and reminds the team and manager when contracts need to be re-evaluated.

High volume invoice processing needs close monitoring and KPIs are frequently set for invoice statuses. Dwellant’s metrics reports show data on invoices by ‘open’, ‘value’, ‘disputed’, and ‘average days to payment’.

Further operational metrics reporting relates to the number of open requests. There will always be some open requests as most jobs take more than a day to complete (especially if waiting time is included).

Reports within the commercial property management software can also be seen on the open requests, their content and for how many days they have been kept open. This can provide a picture of the efficiency of the individual manager or the team, and the speed of open requests, average age in days the activity has been worked on.

Commercial properties have events that are repeated at regular intervals e.g. fire alarm tests,, mechanical & electrical maintenance, statutory inspections etc. The key events are set up on the commercial property management software when the property comes online. They can be added to and edited as needed.

Each repeated event has a date and time and reminders are issued by the system to alert when an event is upcoming or overdue. Events can be simply closed by responding to the system email and for example attaching the relevant maintenance report, or by closing the event within the system. All documentation relating to the maintenance event can be attached to the file, then retrieved or viewed by all relevant personnel or suppliers.

Property managers often use the commercial property management software to send updates and newsletters to tenants or staff. Tenants can in turn comment on the newsletter or pose questions. Unanswered newsletter responses will be flagged on the dashboard.

Dynamic, intelligent commercial property management software

The best software is continually developed, through listening to user experiences and their breadth of knowledge. As our customers’ businesses grow using Dwellant’s building management software, so do we. Our success is intrinsically linked to the success of our customers who come to rely on Dwellant. Our portal is dynamic so where new features are introduced to one customer, this is made available to all users.

Software security is a top priority at Dwellant. Our ISO 27001 certification gives our clients and users the assurance that all data and user functionality is protected by the highest security features. Our in-house developers maintain Dwellant’s commercial property management software and ensure security remains paramount.

Data Protection is addressed via a signed agreement between Dwellant and the client. This states that the client has the legal right to disclose all personal data that it discloses to Dwellant under or in connection with this agreement and further that the client shall fully comply with the Data Protection Act 1998 and GDPR Act 2016.

Dwellant warrants that it will act only on instructions of the client in relation to the processing of any Personal Data performed by Dwellant on behalf of the client. That it has in place reasonably appropriate security measures (both technical and organisational) against unlawful or unauthorised processing of Personal Data. The web service is protected using security systems and technologies which include a Hardware Firewall configured with the minimum standard rule set and a software firewall configured to protect systems and restrict traffic to the minimum protocols. Further is administrative access given through a secure site and appropriate rules for password security enabled. Regular security monitoring and configuration checks are carried out. Dwellant provides market-leading commercial property management software to ensure your and your clients’ data is handled correctly.