PMS Cleanup Guide

STRATIS will run a report on your existing resident data. You’ll then receive a list of residents, grouped by error type. To prep for your integration, you’ll first need to correct these errors and clean up your resident data in your PMS.

Possible Error Messages

RESIDENT DOES NOT HAVE AN EMAIL

If the resident doesn’t have an email or doesn’t have a unit, they won’t be pulled into STRATIS. Update your resident’s email in your PMS.

WILL ADD A NEW RESIDENT FROM PMS

This resident is in your PMS and will be added to STRATIS (not linked to an existing STRATIS user) when synced. If this resident shouldn’t be synced, add them to the “excluded resident” list in the integrations menu of the app. If this resident should be synced, their name appearing in this list means that they’re ready to be integrated.

UNABLE TO MATCH WITH A RESIDENT FROM THE PMS

This means that we have the resident in STRATIS, but you don’t have this individual in your PMS. Sometimes this is because the related unit is, for example, a model unit- if this is true, no action is required. If this error is given because the resident has moved out, note that having that person in STRATIS with an active smart key is a potential security risk. Remove them and make their smart key inactive if it was never returned. You’ll need to reprogram all the doors previously accessible by this departed resident. If you have multiple residents to move out without smart keys, you can remove them all, download the door files, and make one tour around to reprogram the doors. This will increase the security of your property. 

RESIDENT IN TWO DIFFERENT UNITS

STRATIS doesn’t currently feature the ability to have the same resident in two different units. Until STRATIS has a solution for a resident assigned to two units (this request is already on our roadmap), you’ll need to have a different email designated for the resident’s second unit. Ask your resident to set up a second email to use for just that purpose, and enter it into your PMS.

EMAIL ALREADY USED BY "____________" IN "___"

You’ll see this message if your resident has two units and is using the same email for both. STRATIS doesn’t allow the same email to be used twice. Please select a different email for the second unit.

RESIDENT IS NOT IN EXPECTED UNIT

The resident’s unit listed in your PMS and STRATIS does not match. Please determine which unit is correct and change it to match. If the resident is in the incorrect unit in STRATIS, they’ll need to be moved out of that unit and moved into the correct unit.

RESIDENT HAS DIFFERENT - CURRENT EMAIL: ______________

If you see an error that looks like this, you didn’t add an email in STRATIS for your resident. Please add an email to STRATIS to match the email used in your PMS.

General Guidance

Misspellings in Resident Email

Staff members of your property need to confirm which email is correct and make sure they match in both your PMS and STRATIS. If the email isn’t correctly matched before STRATIS turns on your resident syncing, the STRATIS resident won’t get linked to the PMS resident. Two separate users will exist for that individual resident - one for the PMS user, and one for the original STRATIS user with the smart key. It's much less painful to fix email discrepancies before your sync rather than after.

If you’ve neglected to confirm the email address, you’ll have to move out the original resident and reassign the smart to the PMS resident.

Misspellings in Resident Name

If the first and last name of the resident match perfectly in STRATIS and in your PMS, STRATIS will automatically be able to resolve email discrepancies. If the names aren’t identical, STRATIS can’t automatically resolve those discrepancies ahead of time.

Extra Smart Keys or Parking Tags

Despite not being actual residents in your PMS, parking tags or second smart keys made for a single resident will show up as residents not tracked by your PMS integration. For example, if you make an extra smart key for John Smith, you would name that smart key John Smith 2. John Smith is synced via your PMS integration. When John Smith moves out, John Smith 2 will continue to exist in your property unless you manually move that smart key/fake resident.