If you run more than one site, the portfolio gathers on a single page what each site would tell you separately: occupancy, revenue, receivables, delinquency and tasks. It is built so you can spot the site that needs attention, then go straight into it. With a single site, your dashboard stays your home page.
Before you start
The portfolio appears as soon as you are an active member of at least two sites. An invitation you have not accepted yet does not count.
If you have only one site, nothing changes for you: opening the portfolio simply takes you back to your site's dashboard.
What you see depends on your role at each site. A metric your role does not let you view at a given site shows as locked, and that site is left out of that total. You can check your role in Team and roles.
Open the portfolio
Step 1.
In the left menu, under the Portfolio heading, click Overview.
Step 2.
You can also click your site's name in the top left, then choose Portfolio from the menu.
The left menu
Inside the portfolio, the left menu moves up to your company level instead of a single site, and splits into two groups.
Portfolio holds the three views that cover every site at once:
– Overview: the page described here.
– Tasks: the full list of your open tasks across every site.
– Invoices to collect: the full list of your unpaid invoices.
The last two carry a pill counting what is left to handle. It is the same count shown at the top of the list itself, so the menu and the page cannot disagree.
Company gathers the settings that apply to your whole company rather than to one site: Storefront, Storfind and Billing. Add a site sits just below.
To go back into one particular site, click the site name in the top left and pick it from the list.
Reading the four metrics
The top row sums up your whole portfolio:
– Revenue: the total collected over the period you pick.
– Receivables: the amount still owed, and how many invoices it covers.
– Delinquency: how many leases are behind, and what share of your active leases that is.
– Open tasks: the total, and how many are assigned to you.
The period selector (This month, Last month, Last 30 days) sits on the Revenue tile, and it only changes revenue. The other three tiles always show where things stand right now.
Occupancy has no tile of its own: an average across sites of different sizes reads poorly, and the rate you act on is the per-site one. You will find it in the Occupancy column of the table just below.
If your sites do not bill in the same currency, amounts are grouped by currency: they are never added together across two currencies.
Comparing your sites
The table gives one row per site: Facility, Occupancy, Revenue, Receivables, Delinquency, Tasks and Status.
By default the sites that need attention sit at the top. Click a column header to sort another way.
What the status means
– Alert: this site is clearly behind your others. Its occupancy is more than 10 points below your portfolio average, or its delinquency rate is more than double yours.
– Watch: the gap is there but less pronounced (5 to 10 points of occupancy below, or a delinquency rate one and a half to two times yours).
– Steady: this site tracks the rest of your portfolio.
– Unavailable: there is nothing to compare for this site, for lack of data.
The status is worked out only from the sites you are allowed to see.
Locked cells
A cell showing a padlock flags a figure that is not displayed for that site: either your role does not give you access to that metric there, or the site has no active units yet and its occupancy rate cannot be worked out. A locked cell counts towards neither the totals nor the averages at the top of the page.
Going into a site
Click anywhere on a row to open that site's dashboard. Two shortcuts save you a detour: the amount in the Receivables column opens that site's invoices left to collect, and the figure in the Tasks column opens its task list.
The two queues at the bottom
Below the table, two lists gather the work waiting for you across every site.
Tasks across sites shows the ten most pressing tasks, overdue ones first, then by due date. The header gives your total open tasks. Each row names its site and who the task is assigned to.
Invoices to collect shows ten unpaid invoices, with the total number of open invoices and how many are overdue. Each row names the customer, the site, the amount, the due date and the invoice state: Overdue, Open, Payment processing or Payment failed.
The View all link at the top of each list opens the matching full page, the one in the Portfolio group of the left menu. It shows up to 25 rows instead of ten; everything else works the same.
Both lists are for spotting, not for acting: click a row to open the task or the invoice at its own site and deal with it there. They refresh every time you come back to the page, and automatically every five minutes.
Searching every site at once
As soon as you have more than one site, search covers all of them. There is nothing to switch: the search bar at the top of the screen and the ⌘K shortcut (Ctrl+K on Windows) open the same search.
Step 1.
Press ⌘K or click the search bar.
Step 2.
Before you type anything, search shows up to three sites with their city, starting with the ones you visited most recently. If you have more than three, the Sites heading invites you to type and search all of them. To browse the full list, click your site's name at the top left instead.
Step 3.
Type at least two characters. The three-site limit lifts: every site whose name or city matches shows up. The rest of the results come back grouped by type: Contacts, Bookings, Unit types, Units and Invoices, up to five per type.
Every result carries the name of the site it comes from. Site and customer names are masked in this image.
When you start the search from inside one of your sites, that site's results appear first in each group. Click a result to open it directly at its own site.
Common questions
I don't see Portfolio in the menu.
You need to be an active member of at least two sites. If you were just invited to a second site, accept the invitation first.
Where did the occupancy rate at the top of the page go?
There is no Occupancy tile any more: the rate is read site by site, in the Occupancy column of the table.
A figure doesn't match the site's dashboard.
Both pages use the same calculation. Check the period first: on the portfolio, only the Revenue tile follows the period selector, the others show where things stand now.
The totals don't add up my two currencies.
That is deliberate. Adding Canadian and US dollars together would produce a wrong number, so each currency is totalled on its own.
Can I edit an invoice or a task from the portfolio?
No. The portfolio is a read-only view. Click the row to open the item at its own site, where all the usual actions are waiting.