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Agent Area for setting up users
of Palace
Setting up and managing users in Palace
Each users of the Palace system needs to be set up with their own "Account" user name and password. Once they
have been set up, you have other options to customize their usage of Palace.
This help file will take you through the following:
Setting up a new agent
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Agent Commissions
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Options available on right click
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Permissions – Messages
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Permissions – Authorities
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Agent Authorities Explained
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Changing an Portfolio from Agent to Agent
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The "Agents" area is found at the top of the Left hand side menu. It is password protected so you will need to know
the "System" password to get access.
What "Authorities" should I give my staff?
Palace offers a wide range of authority levels. The first one is the "System" password
"System" is set up as an Agent in the Agent list. Choose Edit on the System Agent and change the password regulary.
The person who knows the system password can get into all arears of Palace. Generally admin people and principals
should be the only ones who know the system password.
The person doing Admin work should ALSO be able to view "System messages" (reminders generated by Palace).
Move the System agent to the right box using the buttons int he middle.
If agents work in teams, then each agent MUST have their own login name and passwords because each person must
be responsible for their own actions inside Palace. In addition, you may want to allow a member of a team to view
reminder messages set for the other members of the team. Move the team member to the right box using the buttons
in the middle to be able to view their reminders.
The "Authority" permissions allow each agent to view only owners, properties and tenants that are linked to their own
name. By default this is switchable - Using Tools - Options Management, users can switch between viewing their
owner properties or ALL properties. The tick box called "Restrict Access to Authority only in Agent - Permissions
Authority disables the switch ability option.
Each agent record also have a number of Authority options in the Edit Screen. See below for an explanation of each
level.
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To Add A New User
There are a few choices to make when entering in a new Property Manager
What "Authority Levels" are appropriate for this person. See the section above for some ideas on what you should be
looking at.
Are you paying them a commission?
Are they needing to see other users reminders?
Setting up a new User
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Click on "Agents" and enter in the password
Click on Add
Enter in a User Name and Password
These will be used for the person to log in to Palace
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Position: This field can be used as a merge field in a letter so fill in if needed
Agent Address: This is the address of the office that the person is based in, as this may differ from the actual
company address.
Personal Details: Fill in as required
Note: You must enter a surname and an email address, as this affects other functions in Palace
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Commission: Enter in the commission percentage that you are paying them.
Note: On each receipt, Palace takes off the company percentage first and then the Agent commission is
taken from the company commission i.e 8% company commission is $50.00 and the agent is set to receive
50% which will be $25.00. For more information on agent commissions and GST - See the Palace and Agent
Commissions Information file
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If the agent has a GST Number, enter it in the GST Number field (Top of screen) - See Agent Commission and
GST notes
If the agent is charged a withholding fee, enter the % in the Withholding Tax field.
Select payment type
Enter in the date started.
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Authorities: Tick all the authorities that are relevant. - See below for an explanation on Authorities.
Click Save
Options Available on a Right Click
Below is the list of functionality that is available on a right click of an agent.
Reset Passwords: This is where you add a password for an agent. You cannot just view the password so if they
forget it, you will have to reset the password.
Bank Accounts: You can enter an agents bank account details here if you pay them by Direct Credit
Please note: We do strongly recommend that all agent payments get paid into your Trading Account first because
this will allow you to take of withholding fees etc.
Email Signature: Set up your email template here. You can cut and copy from your own email signature just
watching the formatting.
Email Authentication:
Real Estate Codes: If you advert on the realestate.co, you will need your individual agents real estate codes and
enter them into here
REAMXL: If you are Harcourts you will need a code number to upload to Harcourts One. This may also be needed for
other companies
Authentication Mobile: This is only for those that are still using the old Palace Mobile Inspection app. This holds
your password information
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Authentication iLink: This holds the password information for the iPad,iPod and iPhone application once it has been
set in the first upload
Authentication iLink Reset: This is to reset the password if needed - Please check with us first.
Archive: When a Property Manager has left and you have moved all the properties in their portfolio to a new person,
you can archive the Property Manager - they must have a date in the date ended field.
Reports: Agent Transactions - This report shows all the transactions where an agent commission was generated. It
is a date driven report.
Permissions; Messages:
This area is related to the reminders screen. When you first set up a user, they will be able to set up and see their
own reminders, however if they need to see someone else's reminders or someone needs to see this persons
reminder then you need to set the permissions
Setting permissions against an Agent
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Go to Agents - enter in Password
right click on the agents name that you want to share permissions i.e Jeremy needs to see Mandy's
reminders. Right Click on Mandy and click on Permissions
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Choose - Messages
On the left hand side, highlight the persons name i.e Jeremy and then click on the arrows to move over to the
right hand side of the screen.
Mandy's reminders will now show in Jeremy's reminder screen
If Mandy needs to see Jeremy's reminders as well, you would do the same as above in Jeremy's permissions.
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Permissions; Authorities:
This area is related to what can be seen when a person logs in. Palace can be set to only show the logged in persons
portfolio rather than the whole company. When Palace is set like this, there may be two people who need to see the
one portfolio. e.g You have 3 offices - Sunnydale, Sunnyview, Sunnyday and you have two property managers in each
office. You want to set Palace to Authority Only, so when the property managers from Sunnyday log in they only see
their properties. See the instructions below to do this
Sharing Authority permissions (Using Example Above)
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Go to Agents - enter in Password
Right click on the name of one of the Property Managers that works in the Sunnyday office - choose
Permissions - Authorities
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On the left hand side, highlight the name of the other property manager in the office and then click on the
arrows to move over to the right hand side of the screen.
close and go to the other agent and do the same as above
Now it won't matter which of them logs in, they will be able to see each others properties.
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Note: If you only want this office to only see their own properties always i,e no reason to see other offices
properties, then you can tick "Restrict Access to "Authority Only"
The bottom option allows the "Statistic Display" on the Home screen to be turned on or off.
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Agent Authorities Explained
When you set up an agent, you have to select the authorities levels. Below is a list of each authority and what is
means
Palace Login - details: Can access Owners, Properties and Tenants, Diaries, Inspections, work orders, and most
general reports - ideal for a Property Manager. Under the Details ... You can turn on or off the ability to add Owner
Properties, tenants and Creditors.
Bank Reconciliation: Allows the use of the bank reconciliation functions. Normally only needed by the person
handling the Trust Account
Archive: The ability to be able to archive Owners, Properties, Tenants and Creditors.
Note: All archiving is logged in the change log and archived records and easily be reinstated - so access can be given
to all users
Internet Link: This gives the user the ability to do the transfer for the web upload and also access the Palace
Information Centre settings and set passwords for Owners.
Special Reports: Some reports are sensitive and have the potential to show all details of the rent roll. The Property
Report called Combined Management can only be run if the logged in agent has this authority. Normally the admin
person and the principal are the only ones with this authority.
Statistic Reports: All the Statistic reports are sensitive and anyone wanting access needs the system password,
UNLESS the authority is ticked, in which case the system password is not required. Normally the admin person and
the principal are the only ones with this authority. This also controls the Historical Reports.
Trade Me Upload: This means only those with Authority ticked can do the upload to Trade me
Advanced Key Management: If this is turned on, it means the person can now assign out multiple keys at once
under the View menu
Month End Procedure: This is the month end wizard and is only needed by the person who does month end
Ledger/Audit Reports: This is mainly needed by the person who does the Trust Accounting and maybe also the
person who does the receipting
Transactions (Receipt/Charge): Allows the agent to process receipt and charge transactions, but not payment
transactions. This authority can be given to a reception person to process receipts. Otherwise the admin person is the
only one with this authority.
Note: Charge reminders can be processed, regardless of this authority setting.
Transactions (Payments): This covers all transactions which involve money leaving Palace. Normally the Trust
Accounts person. This authority also involves being able to access History (Under Transactions)
Bank Accounts: The ability to edit and add bank account details for Owners and Creditors. Some companies restrict
this to admin people, others allow all agent to enter bank account information.
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Correspondence Templates: The ability to edit and add the document templates under the Template area. Some
companies restrict this to one person, others allow agents to alter the master templates for documents.
Inspection Template: The ability to edit or add to the Inspection Template that is used on the Inspection App.
Reposting a Tenant: Reposting puts the paid to and from dates back in order against a tenant record, these can be
put out of alignment by an incorrect start date or a rent increase
Moving Properties from one Property Manager to another
Sometimes a property manager leaves and you need to assign a new property manager to the portfolio. This can be
done automatically in Palace. However please note:
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If you are splitting a portfolio between two agents, this has to be done manually and you need to change the
agents name in the following areas
Owner Edit Screen - Primary Agent
Property Edit Screen - Publish Tab and Options Tab
Control Inspections - Each of the property Inspections involved
Instructions - to change a portfolio from Agent to Agent Bulk
Click on Tools - Options Advanced
Choose -Change Agent All
Enter in your company password
Select the agent who is leaving and then select the new agent
Click save
A message will pop up once completed - it won't take long.
NOTE: If you use the advertising feature, you need to click on Internet Transfer, then click on Options (Next to the
settings button) and then click on REAXML Reset button for the changes to update the advertising websites.
Updated: 27th October 2014