A step-by-step guide to simplifying and reducing the costs of your rental and vacant property registry process using ePropertyPlus

Vacant property registries and rental registrations can suffer a fatal flaw if they are not designed with compliance in mind. Simply posting an online form, then expecting property owners to comply is not enough. There needs to be a consistent process for doing follow-up and for tracking who complies, but this can become unnecessarily labor intensive without the proper tools. Building out a registration regime with a solid software platform can significantly reduce the costs associated with staying in compliance.

A Consistent Process Starts with the Registration Itself

Cities use many methods to determine which properties are actually vacant and which are rentals. They can do this using information collected through past interactions with the property, such as through code enforcement or community outreach. They might also use tax records or records purchased from a property data vendor.

Generally, if the city can determine that the owner's mailing address is different from the site address, then is it most likely a rental property. Similarly, an easy way to determine if a property is vacant is to check its mail delivery or utility service status. If mail delivery or the power and water are turned off, then there is a good chance that the property is vacant.

ePropertyPlus assigns the inspection service and staff goes to the property. If the property is found to be vacant or is a rental property that is not registered, the inspector can leave a notice onsite and update the record in ePropertyPlus. The inspector can also use ePropertyPlus Mobile App to update the service record, take and attach photos, or gather other documentation directly into ePropertyPlus to support further follow-up. This is a huge benefit, because gathering and associating that information to a property record can be time consuming and fraught with errors. ePropertyPlus makes it hard to make mistakes or skip important data gathering requirements.

Of course, there may be reasons why records don’t match reality, so the best way to check on a property is to send someone to inspect it. We've seen ePropertyPlus subscribers import large lists of property records into their software, then start triaging them into specific categories: i.e. “known vacants” and “suspected vacants” or “known rentals” and “suspected rentals.” This has made it easier for their staff to tackle the job of determining which properties are vacant.

Of course, there may be reasons why records don’t match reality, so the best way to check on a property is to send someone to inspect it. We've seen ePropertyPlus subscribers import large lists of property records into their software, then start triaging them into specific categories: i.e. “known vacants” and “suspected vacants” or “known rentals” and “suspected rentals.” This has made it easier for their staff to tackle the job of determining which properties are vacant.

How ePropertyPlus Software Simplifies Property Registration

When a property has been flagged as suspected to be out of compliance, the subscriber can then use the ePropertyPlus Services tool to assign a field inspection service and have someone go verify the status of the property. In ePropertyPlus, a Service represents something a subscriber can do to a property or property record. ePropertyPlus allows subscribers to set up any number of different Services to suit their specific needs. In this example, our subscriber has configured a Field Inspection Service.

Another way a subscriber might handle properties suspected of being non-compliant would be to set up a Registry Compliance Service. For this path, a staff person could continue triaging the property records in ePropertyPlus using other data, or the system could task the staff to mail notices to all suspected non-compliant properties, asking them to register.

ePropertyPlus Mobile App Brings Data to the Field

When an inspector visits a property and it is found to be vacant or unregistered rental property, the inspector can leave a notice onsite and use the ePropertyPlus Mobile App to update the service record. The mobile app makes it simple for staff and other service providers to update property records with photos and other documentation when in the field. The built-in process management features in ePropertyPlus help reduce mistakes and make sure all of the needed supporting documentation is gathered.When an inspector visits a property and it is found to be vacant or unregistered rental property, the inspector can leave a notice onsite and use the ePropertyPlus Mobile App to update the service record. The mobile app makes it simple for staff and other service providers to update property records with photos and other documentation when in the field. The built-in process management features in ePropertyPlus help reduce mistakes and make sure all of the needed supporting documentation is gathered.

‍Second Step is Accepting Property Registration Applications

When it comes time to begin accepting registration applications, the ePropertyPlus Public Site feature can be used to streamline the process. There are two ways to do this. For properties that have already been entered or imported into ePropertyPlus, a subscriber can use the Applications feature. Applications is an ePropertyPlus module that allows a subscriber to publish online registration application forms for flagged property records. In this use case, a property owner would visit the Public Site, search for their property, and complete the application. If there is a registration fee, they can pay the fee online using the subscriber’s preferred payment platform or a common third-party platform like Square or Paypal.

Updating the application records can also be tasked out to property owners once they have completed their initial application. The ePropertyPlus Applications have a “Revise and Resubmit” feature that is perfect for this. Following that, the ePropertyPlus Notifications feature can send customized emails to owners to ensure they understand what is being asked of them. For example, if the registration has to be updated quarterly or annually, then an ePropertyPlus software subscriber can send an email via ePropertyPlus asking the registrant to update the status on their application.

What about properties that are not in the system?

For this scenario, a subscriber could use a different module called Property Registration. The Property Registration module allows a member of the public to submit a new property record into the subscriber's ePropertyPlus system. When an owner completes the online Property Registration form,  ePropertyPlus holds the submission for review by the subscriber. If the registration form is accepted, then the new property is automatically added into ePropertyPlus. If the property already has a record in ePropertyPlus, then the system will automatically decline the registration. This seamless process makes it easy on owners to comply, which can help increase the overall compliance rate.

Once the new property record is in the system, the subscriber can then execute all of the same actions included in their registration and compliance process.

ePropertyPlus Agile Features Morph With Your Needs

Because ePropertyPlus supports nearly endless iterations of services, workflows, and various automations, a lot of the ongoing daily updates and compliance work your staff is responsible for can be done within the software, saving your staff time for other more important activities.

ePropertyPlus can be used for a host of other property-related data- and process-management functions, such as permitting, tracking an inventory of city-owned property, or operating a land bank. Often organizations that subscribe with the goal of supporting one specific use case will evolve their ePropertyPlus to support additional use cases over time. 

Want to learn more about how ePropertyPlus has elevated the way property management data is handled? Visit our home page or start a conversation today!