When a new tenant moves in to your building or buildings, you can use the Guided occupier process to capture all of their details as an "occupier" in the essensys Platform. You are guided through the steps to:
Capture the occupier's basic details.
Select any spaces that the occupier wants to lease.
Configure the new occupier's services at the site.
Note: If the occupier is leasing spaces or using services at multiple sites, you set up the details of one site using the Add an occupier dialog and then Set up another site as required. You can choose any of the sites as the first site.
Set up a new occupier
Before you begin
The site and network must be present in the essensys Platform. See:
Open the Add an occupier dialog
Click Occupiers in the main menu.
The Occupiers page opens.
Above the Occupiers list (left-hand), click Add an occupier.
The Add an occupier dialog opens.
Step 1 - Specify the occupier's basic details
Type an Occupier name.
If you operate multiple sites, select the first Site.
Tip: You can filter this list of sites by typing some or all of the site name directly into the field.
Indicate whether the occupier wants to lease spaces at the selected site:
Select No (default) if the occupier will not lease any spaces at this site.
Select Yes if the occupier will occupy spaces at this site.
Use the start date calendar to indicate when the occupier's initial site access, occupancies, and services should begin.
Optionally, if you want to specify an end date:
Click the Add an end date check box.
Use the end date calendar to select the date.
Once an end date is selected, an additional option will be presented where you can opt to deprovision services on the end date. If selected this will show in the contract summary as "Services will be provisioned until xx/xx/xxxx". You can at any time opt out of this by editing the contract.
If you are happy with your basic occupier details, click Save and continue.
The occupier is created with these basic details. One of the following pages opens:
Step 2 - Select spaces to lease to the occupier
Select those spaces that your occupier wants to lease at this site. Note: The spaces are leased from the start date ("move in" date) that you selected in step 1.
If you do not want to create the occupancy, click Skip to close this page and continue to the Services page. Go to: Step 3.
From the Selected sites column (left), select the floor that contains spaces that your occupier wants to lease.
From the Available spaces column (center), click the Arrows to select the spaces to add to the lease:
To lease all spaces on the floor to your occupier, click Select this floor.
To lease one or more specific spaces on the floor, click the Arrow next to each space name.
Note: When you select a space or floor, you are selecting to lease both it and any of its sub-spaces (interior spaces) to the occupier.
Check that the Occupancies column (right) contains all of the spaces that your occupier wants to lease.
Once all details are complete, click Save and continue.
The occupancy is created and the "move in" date is scheduled to match the occupier's start date. The Services page opens. Go to: Step 3.
Step 3 - Configure services for the occupier
Select the internet, voice, and other services that this occupier will consume at this site. Note: These services are activated on the start date that you selected in step 1.
Voice only: Adding voice services allocates and activates phone numbers for your occupier automatically. If your occupier needs specific phone numbers; for example, ported in or special numbers; you should create your occupier without adding a voice service. For more information, see Understanding voice services.
Search for the service that you want to assign in the Available Services list:
Optionally, use the search and filter options above the list to limit the services shown.
Tip: If you need more information about a service, hover over its name to open a tool tip.
Click the arrow to the right of the service name to select it.
The service is added to the main editor. If your service depends on other services, or there are other dependencies, any further action that you need to take is described in the main editor.
If any dependencies were exposed between your services, provide details as required.
For each service added:
Optionally, update the Price for the service.
The price that is present in the field by default is the recommended retail price for the service, per unit per month.
Specify the QTY of this service. That is, the number of instances of this service.
The Total price is calculated from the price and quantity. This is the price per month for each service.
Once you have configured all of the services for this occupier, click Add occupier.
The services are added for your occupier. The dialog box closes. At this point, you have created the following:
A new occupier at the selected site.
If you selected spaces, an occupancy is created and the occupier is scheduled to move in on the selected start date.
If you selected services, the services are activated for the occupier on the selected start date.
Step 4 - Multiple sites - Set up another site
If you are a multisite operator and your new occupier has site access, uses services, or occupies spaces at other sites, you can set up another site for the occupier.
If your occupier is not already selected, select Occupiers > <occupier name> > Contracts.
The occupier's current sites are listed in the center column.
From the center column, click Set up another site.
Note: If the occupier is already set up at all of the available sites, this option is not offered.
Specify the details for the occupier at a new site:
If the Occupier is expecting to use the same services at the 2nd site, then you can tick "copy services from another site" and choose the site to copy from.
Click Add site.
A new site with occupancies and services is created.
Tip: You can repeat this process to add more sites for your occupier as required.
If your assigned services require Ethernet connected infrastructure devices (for example, telephony or public IP devices), you need to:
Assign floor ports.
This includes selecting the appropriate switch port role for the port used by the device, if it is not already correctly configured.
Connect devices to the correct floor ports.
Activate and configure the connected devices in essensys Platform and, if necessary, log in to the device itself.
If your services enable wireless services, your wireless access port will already be connected. You may need to connect any devices to the appropriate wireless network. For more information, see Wi-Fi overview.
Add an occupier dialog
The Add an occupier and Set up another site dialog boxes have similar fields. Any differences in the purpose and use of these fields are described below.
The name of the occupier, typically their company name.
When you Set up another site the occupier is selected, so this value is fixed.
The site that you are currently configuring for the occupier, selected from a drop-down list of available sites.
Tips and additional information:
More information: If your occupier has an internet service at any site, their users can access the Wi-Fi Secure network at any of the operator's essensys powered sites. They are added as a roaming user (guest) at any site apart from their Wi-Fi homesite.
Will they occupy any spaces?
Indicate whether this occupier should lease a space at this site or not.
Tip: If you select Yes in error, you will be able to skip the next page and not create any occupancies.
When is their start date?
The date when one or more of the following begins for the occupier at this site:
Tip: The start dates do not need to match across different sites. Your occupier can move in to different sites on different dates.
Add an end date
The date on which the occupier's site access and space occupancies are expected to end:
A "breadcrumb trail" that indicates the occupier's basic details.
Select the floor that contains the space or spaces that your occupier wants to lease.
Selecting the floor updates the Available spaces list (middle).
Note: The availability of spaces during the selected period (step 1) is presented beneath each floor name. It can be one of:
Select the spaces that your occupier wants to lease:
The spaces that you have selected are moved into the Occupancies column.
Note: When you select a space or floor, you are indicating that you want to lease both it and any of its sub-spaces (interior spaces).
Tip: Use the search and filter options to narrow down the spaces available in this list.
The spaces that this occupier will lease once this journey is successfully completed.
To break an association between the contract and the leased space, click X to remove it from the right-hand column.
Note: The preceding example shows an occupier that has been assigned one service, but that service has a dependency on another service. You can select the dependent service from the presented options.
A "breadcrumb trail" that indicates the occupier's basic details.
The left hand panel shows all of the services that can be provisioned for the occupier at the selected site.
Voice only: Adding voice services allocates and activates phone numbers for your occupier automatically. For more information, see Understanding voice automation.
Each row represents a service that is assigned to this occupier at this site: