Mojo Box installation and Management Procedures

Policy and Procedure: Mojo Box Installation and Management


Effective Date: [Enter Date]

Policy Statement:

This policy outlines the procedures for the installation and management of Mojo boxes by the team at [Company Name]. The purpose of Mojo boxes is to provide secure access to properties for showings, move-ins, move-outs, and other authorized purposes.

1. Determining Mojo Box Rollout:

1.1. New Properties & Relist Properties:

  • Mojo boxes will be prioritized for new properties and relist properties to enhance efficiency

during showings.

  • This prioritization will help save company resources, including mileage, cost of employee hourly

wages, and the expenses associated with making copies of keys for the property and office.

2. Installation Locations:

2.1. Mojo boxes will be installed in the following locations:

a) Wood Trim

b) Brick

c) Concrete

3. Tracking Process:

Step 1: Installer Responsibilities:

3.1. The installer will email the following information to the Leasing Manager (LM) or Property

Manager (PM):

a) Picture of the Mojo box with serial number

b) Picture of the keys

c) Description of the box's location


Step 2: Box Registration:

3.2. The installer will add the Mojo box's serial number to Appfolio (AF) and attach the box to

the property address in Showmojo.

  • Permanent Mojo boxes will be easily identified in Appfolio with the distinct letter "P" placed at

the end of the serial number, indicating it as a "permanent" box.


1. Tracking Program Implementation Progress:

4.1. Three Types of Properties:

a) Properties that will never have a permanent box:

* Maintenance notes in Appfolio will indicate these properties.

b) Properties needing a replacement for a permanent box:

* Replacement tasks will be coordinated with the Relist process, Periodic inspections, or

Stop Loss rollouts.

c) Properties already having a permanent box:

* Serial numbers ending with "P" will signify properties with permanent boxes.


2. Onboarding Process:

5.1. Box Installation Task:

  • The task for Mojo box installation will vary based on the type of property:

Listing/Management, Management Only, or Adopted.

  • Ordering process:

For courier schedule: Property Manager will order via Meld.

For leasing manager schedule: Leasing Manager can place the order.


3. Move-In Process:

6.1. Adding Mojo Box Task:

  • The Mojo box installation task will be included in the Move-In process.
  • Property Managers (PMs) will:

a) Take a picture of the full set of keys for the property.

b) Remove the master set from the combo and place it in the Mojo box.

c) Set the Move-In code access for 5 days.

d) Update tenant move-in instructions to include the use of the Mojo box for accessing entry

keys.

e) Instruct tenants to provide a picture as proof of returning the master set to the Mojo box

within the 5-day move-in period. Failure to provide proof will result in a $75 charge to tenants.

4. Move-Outs:

7.1. New Tasks for Move-Out Process:

  • Properties needing permanent Mojo boxes for re-listing will require the installation of Mojo

boxes.

  • Properties already having Mojo boxes will require Property Managers (PMs) to move the master

set to the combo box to prevent unauthorized access and potential loss of keys.

·

5. Repairing Holes from Mounted Boxes:

8.1. Potential damage to the property from Mojo box installation will be repaired using the

following methods:


a) Wood Trim: Use wood filler for repairs.

b) Brick: Use mason/concrete silicone in a color matching the brick.


6. Unauthorized Access/Break-Ins/Theft:

9.1. Risks and Mitigation:

  • Adding boxes to Showmojo increases the potential risk of self-showings on occupied

properties.

  • Steps to avoid risk: a) Set "showing availability" dates correctly in Appfolio to prevent showings

on "coming soon" properties. b) Set up occupied properties with owner/tenant information to

receive text message notifications for showing requests and agent's availability.


1. Informing Clients:

11.1. PMA (Property Management Agreement):

  • · Notify owners about Mojo box installation using the template provided in LS under Sales

Pipeline.

11.2. Lease:

  • Include a clause in the lease providing tenants with the option to remove keys from the Mojo

box by submitting a formal request. The request will be escalated for tracking, noted in

Appfolio, and a one-off task will be assigned to the Property Manager for scheduling.


Policy Review:

This policy will be reviewed annually or as required to ensure its effectiveness and alignment with company practices and goals.

Policy Owner:

The Policy Owner for this document is [Enter Name]. Any questions, concerns, or suggestions regarding this policy should be directed to the Policy Owner.


Approved By: [Enter Name] [Enter Title/Position] [Enter Date]

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