Properties

Properties are the foundation of YardPilot. They represent the physical locations where your team performs work—homes, commercial buildings, investment properties, and more. Every job, visit, quote, and work request in YardPilot is tied to a property.

Property Overview

Each property record stores:

• Address - Full street address with geocoding for maps and routing
• Characteristics - Lawn size, locked gates, dogs on-site
• Access Instructions - Gate codes, entry notes per contact
• Status - Lifecycle tracking (prospect, quoted, serviced, inactive)
• Tags - Custom labels for organisation
• Contacts - Multiple contacts with different roles (owner, tenant, manager)
• Service History - Jobs, visits, quotes, and work requests

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Manage all your service locations in one place with status tracking and quick access to property details

Creating Properties

From the Properties List

1. Go to Properties in the sidebar
2. Click Add Property
3. Enter the address details:
   • Street address (line 1 and optional line 2)
   • City/suburb
   • State
   • Postcode
4. Add property characteristics (optional):
   • Lawn size in square metres
   • Locked gate indicator
   • Dog on property
5. Add notes for your team
6. Click Save

From a Contact

When viewing a contact's profile:

1. Click Add Property
2. Enter the property address
3. Select the contact's relationship type (owner, tenant, etc.)
4. Add access instructions specific to this contact
5. Click Save

From a Work Request

When a new customer submits a work request through the client portal, YardPilot automatically creates the property and links it to their contact.

Duplicate Detection

YardPilot checks for duplicate addresses when you create a property. If a matching address exists, you'll see a warning with options to:

• Use the existing property
• Create a new property anyway (for multi-unit buildings)
• Merge with the existing property

Property Details

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The property detail view provides complete information about the service location including contacts, access instructions, and work history

Address Fields

Field	Description
Street Line 1	Primary street address
Street Line 2	Unit, suite, or building number
City	Suburb or city name
State	Australian state (QLD, NSW, etc.)
Postcode	4-digit Australian postcode
Country	Defaults to Australia

Geocoding

YardPilot automatically geocodes property addresses to latitude/longitude coordinates. This enables:

• Map views of your properties
• Route optimisation for field workers
• Service area assignment
• Distance-based scheduling

Property Characteristics

Field	Description
Lawn Size	Size in square metres (for quoting/scheduling)
Locked Gate	Indicates gate code or key required
Dog	Warning that a dog is on the property
Notes	Free-text notes visible to field workers

Field Worker Visibility

Lawn size, locked gate, and dog indicators appear on the mobile app during visits, helping your team prepare for each job.

Property Status

Properties automatically transition through lifecycle stages based on activity. This helps you track your sales funnel and customer engagement.

Status Values

Status	Meaning
Prospect	New property, no quotes sent or work completed
Quoted	Quote has been sent but no work completed yet
Serviced	Active customer with recent or scheduled visits
Inactive	No activity in 30+ days and nothing scheduled

Automatic Transitions

YardPilot automatically updates property status based on activity:

• Prospect → Quoted: When you send a quote to the customer
• Prospect/Quoted → Serviced: When a visit is completed or scheduled
• Serviced → Inactive: After 30 days with no completed visits and nothing scheduled in the next 30 days
• Inactive → Serviced: When you schedule or complete a new visit

Manual Override

Owners and Admins can manually set a property's status to override the automatic calculation. Use this for:

• Long-term contracts with infrequent service
• Seasonal customers
• Special arrangements

To override status:

1. Open the property
2. Click Edit
3. Under Status, select Override status
4. Choose the desired status
5. Click Save

Lifecycle Timestamps

YardPilot tracks key dates in each property's lifecycle:

Field	Description
Last Visit	When the most recent visit was completed
Next Scheduled Visit	When the next visit is planned
Became Serviced	Date the property first became active
Became Inactive	Date the property was last marked inactive

These timestamps power reporting and help identify at-risk customers.

Managing Contacts

Properties can have multiple contacts with different roles. Each contact can have property-specific access instructions.

Contact Types

Type	Use Case
Owner	Property owner (primary billing contact)
Tenant	Renter living at the property
Manager	Property manager handling bookings
Emergency	Emergency contact (neighbour, relative)
Billing	Alternative billing contact

Adding a Contact to a Property

1. Open the property
2. Click Add Contact
3. Search for an existing contact or create new
4. Select the relationship type
5. Mark as primary contact if applicable
6. Add access instructions (optional):
   • Gate code
   • Entry instructions
7. Click Save

Primary Contacts

You can mark one contact as "primary" for each type. The primary owner receives invoices and primary tenant gets visit notifications by default.

Access Instructions

Store property-specific access details for each contact:

• Gate Code - Numeric or alphanumeric codes
• Access Instructions - Detailed entry notes

Security

Gate codes are visible to field workers on the mobile app. Only add codes that your team needs.

Notification Preferences

Control which automated notifications each contact receives for this property. Click the email or SMS icon next to a contact to manage their preferences.

Each contact type has sensible defaults:

• Billing Contacts receive all notifications (visits, quotes, invoices)
• Site Contacts receive visit-related notifications only
• Property Managers receive visits and quotes
• Emergency Contacts receive no notifications by default

You can customise these defaults for individual contacts. See Notification Preferences for full details.

Property Tags

Organise properties with custom tags for filtering and reporting.

Common Tag Examples

• Commercial - Business properties
• Residential - Home properties
• Pool Service - Properties with pool maintenance
• Lawn Only - Properties with only lawn care
• VIP - High-priority customers
• Quarterly - Properties serviced quarterly

Adding Tags

1. Open the property
2. Click Tags
3. Select existing tags or type to create new
4. Tags save automatically

Filtering by Tags

Use tags to filter your property list:

1. Go to Properties
2. Click the Filter button
3. Select one or more tags
4. View filtered results

Merging Duplicate Properties

When duplicate properties exist (same address entered multiple times), merge them to consolidate records.

Merge Preview

Before merging, YardPilot shows you:

• Which fields differ between properties
• How many jobs, quotes, and contacts will transfer
• Any potential conflicts

Performing a Merge

1. Open the property you want to keep (the "survivor")
2. Click the menu (⋮) → Merge Properties
3. Search for and select the duplicate properties
4. Review the merge preview
5. Resolve any conflicts
6. Click Merge

What Gets Merged

Data	Merge Behaviour
Jobs	Transfer to survivor
Quotes	Transfer to survivor
Work Requests	Transfer to survivor
Contacts	Merge relationships (deduplicated)
Tags	Combined (duplicates removed)
Notes	Concatenated from all properties
Characteristics	Survivor's values kept

Permanent Action

Merging cannot be undone. The duplicate properties are soft-deleted with a reference to the survivor for audit purposes.

Import & Export

Importing Properties

Bulk import properties from a CSV file:

1. Go to Properties
2. Click Import
3. Download the template CSV
4. Fill in your property data
5. Upload the completed file
6. Review the import preview
7. Click Import

CSV Columns:

• street_line_1 (required)
• street_line_2
• city (required)
• state (required)
• postcode (required)
• lawn_size
• locked_gate (true/false)
• dog (true/false)
• notes
• contact_name (creates/links contact)
• contact_email
• contact_phone

Exporting Properties

Export all properties to CSV:

1. Go to Properties
2. Click Export
3. The CSV downloads automatically

Exports include all property fields plus linked contact information.

Permissions

Role	View	Create	Edit	Delete	Status Override
Owner	✓	✓	✓	✓	✓
Admin	✓	✓	✓	✓	✓
Office	✓	✓	✓	✗	✗
Field	✓*	✗	✗	✗	✗

*Field workers see properties for their assigned jobs only.

Deletion Restrictions

Properties cannot be deleted if they have:

• Scheduled visits in the future
• Active (incomplete) jobs

Archive inactive properties instead of deleting to preserve history.

Best Practices

Accurate Addresses

• Use consistent formatting (e.g., "Street" not "St")
• Include unit numbers in Street Line 2
• Verify postcode matches suburb/city

Maintain Property Characteristics

• Update lawn size when it changes
• Mark locked gates immediately
• Note dog presence for worker safety

Use Tags Consistently

• Create a standard tag system for your business
• Tag all properties when created
• Review and update tags periodically

Regular Data Hygiene

• Merge duplicates as you find them
• Archive truly inactive properties
• Update outdated contact information

Access Instructions

• Keep gate codes current
• Add detailed entry instructions for complex properties
• Note parking restrictions or entry times

Property Statistics

View property statistics by status on the Properties page:

Metric	Description
Total	All properties in your account
Prospect	Properties awaiting first quote
Quoted	Properties with sent quotes
Serviced	Active properties with recent/upcoming work
Inactive	Properties with no recent activity

Use these metrics to track your sales pipeline and customer retention.

Next Steps

• Create a job for a property
• Send a quote to a property contact
• Set up service areas to organise properties geographically
• View the schedule to see upcoming property visits
• Configure notification preferences for property contacts