Getting started

For everyone in the estate's office who uses EstateKeeper.

When you need this

Your first day on EstateKeeper, or any day you can't sign in, can't find a screen, or need help. It covers signing in, choosing your estate, finding your way around the menu, reading the Dashboard, and resetting your password.

Steps

Sign in

1. Open app.estatekeeper.io. The screen says Login to EstateKeeper.
2. Type your email address where it says Enter your email.
3. Type your password where it says Enter your password. The eye button shows what you typed.
4. Press Login.
   • Don't press Sign Up. It sets up a new estate, not a login for a staff member.

Choose your estate

5. The next screen says Select a community to continue.... Your estate is already chosen if it's your only one. If you work for more than one, pick the right one from the list.
6. Press Continue.
   • To start again with a different email, press Go back to login.

Find your way around

The menu down the left side shows only the areas your role can open, so yours may be shorter than this list. It is grouped under the headings PROPERTY, MONEY, SECURITY, MESSAGES and ADMIN; a heading shows only when your role can open more than one item under it.

Menu	What it is for
Dashboard	How the estate is doing: income, expenses and payments for the dates you pick
WhatsApp	Residents the WhatsApp assistant passed to the office (only when the assistant is on)
PROPERTY
Premises	Each place the estate bills: its invoices, payments, residents, visits and vehicles
Stands	The stand register: each stand's number, size, use and owner
Residents	The people: owners, tenants and everyone else linked to a stand
Invitations	Invitations sent to people who will become residents
Applications	Applications from people who want to become residents
MONEY
Billing	Invoices, the estate's Levies, Levy Structures, Bill Runs (billing every premise at once), and Statement Runs
Debtors	Who owes the estate money, and for how long
Payments	Payments from residents: record one, send it, refund it
Cash & Bank	The estate's bank and cash accounts, and their bank statements
Purchases	Money the estate spends, and bills from suppliers still to pay
Payroll	Paying the estate's staff
Reports	Reports on payments, debtors, invoices and more
SECURITY
Visitors	Gate passes (visits) and contractors
Vehicles	Residents' vehicles
Access Cards	Residents' gate cards: issuing, replacing and blocking them
Violations	Rule breaches at the estate
MESSAGES
Announcements	Emails and text messages to residents
Sent emails	Every email the estate has sent, and whether it was delivered
Complaints	Complaints residents have raised
ADMIN
Setup	The lists you keep – Clusters, Categories, Penalty Types, Suppliers and more – and the tools you run now and then, such as uploads and the bulk price update
Settings	The estate's details, its staff logins (Team), what each role can do (Roles), and the WhatsApp and visitor settings. Type in Find a setting at the top to narrow the list

• Make the menu narrower: press Collapse at the bottom of the menu. The menu shrinks to icons with short names; press Expand in the same place to bring the full menu back. The app remembers your choice.
• A white menu instead of the dark one: press the sun at the bottom of the menu, to the right of Collapse. To go back, press the moon in the same place. On a phone, press White menu or Dark menu at the bottom of the menu.
• Switch estate: if you work for more than one, pick another from the list at the top of the screen.
• Sign out: press the person icon at the top right, then Logout.

Read the Dashboard

7. Press Dashboard in the menu. It's also the first screen after you sign in.
8. The dates at the top right are the period the cards count. They start on the first of this month and end today. Pick other dates to see another period.

The cards, for the dates chosen:

Card	What it means
Total Income	The payments received in that period
Expenses	The estate's purchases in that period
Refunds	Money paid back to residents in that period
Net Income	What is left of the income after expenses and refunds

Below them, Payments is a chart of the money received each day.

Reset a forgotten password

1. On the sign-in screen, next to Forgot Password?, press Reset.
2. Type your email address and press Reset Password.
3. Look in your email for a 6-digit code. It works for 30 minutes.
4. Type the code, then your new password twice: in Enter your new password and in Confirm your new password.
5. Press Reset Password, then OK, and sign in with the new password.
   • Already have a code from earlier? On the first screen press I already have a code.

Change your name, phone number or password

1. Press the person icon at the top right, then Account.
2. Under Profile, change First name, Last name or Phone, and press Save profile. Your email is how you sign in, and it can't be changed here.
3. To change your password, press Change password on the Password card, fill in Current password, New password and Confirm new password, and press Change password. Then sign in again.

Get help

1. Press the headset button at the bottom right of any screen. On the sign-in screens it says Need help?.
2. Choose how to reach support: Chat on WhatsApp, the phone number or the email address shown. Signed in, you can also press Report a problem, which tells support which estate and screen you were on.

What you should see

• After Continue, the Dashboard, or, if your role doesn't include the Dashboard, the first area your role can open.
• After a password reset, Success and You will now be redirected to login page.

If something goes wrong

• "Username is required" or "Password is required": a box was left empty. Fill it in and press Login again.
• The email or password is refused: check the email is the one the estate registered for you, and that Caps Lock is off. Still refused? Reset your password (above).
• "Sorry, we can not login you in at this time." The app can't be reached just now. Wait a minute and try again. If it keeps happening, ask support through Need help?.
• "Your community has been deactivated. Please contact support to reactivate it." Ask the estate manager or owner to contact support.
• No code arrived: look in your spam folder. After 30 seconds you can press Resend code.
• "Access Denied: You do not have permission to access this page." Your role doesn't include that screen. Ask the estate's owner to change your role (see Staff logins and roles).
• A menu item you need is missing: the same: your role doesn't include it.