Lockboxes: AppFolio Assignment and Tracking Procedures

Below are the procedures for tracking lockboxes and assigning/unassigning in AppFolio

How to assign or unassign lockboxes in AppFolio

  • Type "Lockboxes" in the search bar and click on "Manage Physical Lockboxes."  This will bring you to the inventory screen.
  • Once there click the down arrow to the right of the box serial number you are looking for and click "EDIT."
  • From here you can erase or add your name or Office next to the serial number so that we know who has the box.  If the box is not assigned to a property there should be a name next to the serial number.
  • A field is required in the "Unlock code" line.  If there is a combo, type the color and combination in that line.  All the Mojo boxes will have the permanent access code listed on this line.  Vault boxes, if not assigned, will need you to type "NA" on that line. 
    • Remember, if you are unassigning the box from a property erase the combo color in this line as the combo is assigned to the address not the box.
  • The next line is "Assign to property."  Once there, start to type the address and select the correct address when it comes up.  If you are removing the box from a property then click on the "X" to the right on that line.
  • Click "Save."  Before you back out of the screen click the "Save" button to update.

Remember if you have one of the boxes with the color label, the Leasing Manager's name will always stay next to the serial number because those boxes are permanently assigned to that LM.  The only fields required to change in these is the second line (access code) and the address line.

Boxes with white labels are the shared boxes. With those, the name will need to be added to show who has the box if not assigned to the property.

Tracking Lockboxes

LMs and PMs must email each other with what they did at a property in order to keep track of the lockboxes.  Example: Put the address in the subject line then, in the body of the email, type "Removed Vault box VL00004219 and unassigned in Mojo and Appfolio, left 2 keys in existing White combo."

  • This provides accurate tracking of the boxes that are installed or removed

    • Emails can be searched by box number or address if needed to reference in future
  • This helps keep everyone on the same page as to what is happening at each property (including maintenance tasks)
Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.