Expected Contracts

What are Expected Contracts?

Expected contracts are the most important categories of contracts that your organization requires each community to have.

These are customizable, but some examples may include:

• Landscaping ,
• Snow removal ,
• Pool maintenance ,
• Security ,
• Elevator permits , etc.

The expected contracts feature helps site teams get onboarded with Pivott by focusing on the most important types of documents that must be added and updated over time.

It will also alert community & regional managers if any contracts go out of date, are missing, or are ending soon.

Community & Regional Managers: Filling in Expected Contracts

To get started filling out your expected contracts, head to your property and find the Expected Contracts tab. You'll see a list of expected contract types and their status.

Let's add a contract to a missing category:

Click on the category to open the drawer. You can either:

• Exempt your property from this category if it is not applicable, or
• Click Link Contracts to associate a new or existing contract.

If your property already has contracts added to Pivott you will be able to choose from a list. Alternatively you can add in a new contract by dragging-and-dropping in the file.

Please note that if you've added a new file it may take time for Pivott AI and our professional services team to process the details. In the meantime, click Save.

Once you've linked an existing contract, or a new contract you've added is done processing, you'll see the status of that expected contract category update:

And you're done! 🥳 Repeat these steps for each category.

Administrators: Configuring Expected Contracts

There are two critical set up tasks that must be completed before expected contracts functions effectively:

1. Setting up your expected contract types
2. Ensuring all your properties have community & regional managers set

Setting expected contract types

To set your expected contract types, Administrator users can head to https://app.pivott.io/settings/organization-settings to Edit the expected contract types.

In the edit screen, find the Expected Contracts section and click Add Expected Contract.

Here you'll give the expected contract type a name and optionally you can associate it with a department:

Click Save to see your new expected contract types added:

Any new types added will automatically show up on all your properties.

Setting community & regional managers

To ensure that the right people get notified about managing expected contracts, you'll want to ensure your team is added as community & regional managers on their appropriate properties.

To manage this, head to a property and find the ✏️Edit button:

Under the Managers section you'll see two fields:

1. Community Manager(s)
2. Regional Manager(s)

Choose from a list of existing Pivott users to add them to the property. Hit Save when you're done.

Congrats! These users will now be notified when expected contract types are missing or expiring.

Troubleshooting

I deleted an expected contract category — did that delete all linked contracts too?

No, deleting a category does not delete contract files.

I have View + Add users, can they link expected contracts?

Yes, View + Add users can still link contracts even if they can't edit the contract details.

I added a new contract to an expected contract category and the status still hasn't updated yet.

Your contract may still be processing with AI or our professional services team. If the contract is done processing, the dates may be incorrect. Please review your contracts details and ensure the dates are correct.