The Official AppFolio Blog

As more and more technology is moving online (or into the cloud) the most important tool your business needs to be familiar with is your internet browser (this term is interchangeable with “web-browser” or just plain “browser”). Take AppFolio Property Manager, for example. AppFolio is a web-based property management software program that you access over the internet using your browser.

I will be creating a series of videos designed to make the work you do in your internet browser easier. Whether you are using internet based software for the first time, or are already a power user, these videos will cover a range of browser features that will help you get the most from your web-based software.

In this first video I go over the core set of features you can expect to find in any major browser (these browsers include: Firefox, Safari, Internet Explorer). For this demonstration I am using the AppFolio-recommended Firefox browser.

Glossary of Terms

Internet – A global system of interconnected computer networks.

Internet Browser or Web Browser – An application to retrieve information on the internet and display it in a human readable format. Examples of this include Firefox (AppFolio’s recommended browser), Internet Explorer (The default on windows), Google Chrome, and Safari (The default on Macs).

Browser Window – The window that appears on your screen when you open an Internet Browser.

Title Bar – The bar at the top of the browser window. This bar usually contains text that describes the contents of the page.

Navagation Buttons – The set of buttons towards the top left of the browser window which provide the ability to move between web pages.

Address Bar – The large bar in the top center of the browser window. This bar contains text showing the Web Address or URL* of the current page. The Web Address or URL is an unique piece of text which tells the Internet browser how to find a specific web page. This text can be edited to go directly to a known web page. press and hold the cntrl key and press the L key to jump to editing the text in this bar.

Search Bar – This bar is found in the top right corner of the browser window. Typing in this bar will use the pre-selected search engine to search the internet for relevant information. Press and hold the cntrl key and press the K key to jump to editing the text in this bar.

Tool Bar – The customizable set of tools that appear at the top of the browser window. Most browsers have a favorites or bookmarks tool bar included.

Tabs Bar – Contains the set of open tabs in that window. Tabs allow you to have multiple web pages open at the same time. This makes it easier to switch between web pages and reduces desktop clutter by needing fewer windows.

Status Bar – shows the current status of a page as it is loaded. The standard progression includes: connecting, waiting, transferring data, done. This bar also shows the destination web address or URL of any link over which the cursor is hovering.

Jason Randall, AppFolio’s VP of Product Management, recently provided his perspective on three important technology trends that property managers need to watch in 2011. He covered the future of online reviews for property managers, Gen Y’s impact on technology and how social networking will continue to grow and be a major part of business for property managers. We recorded the webinar and you can watch it below.

We had many questions from the audience for Jason as well as questions about Facebook best practices. What follows is the transcribed Q&A session at the end of the webinar and three helpful articles to learn more about how Property Managers are using Facebook.

• 4 Facebook Lead Generation Tips for Property Managers, by Charity Hisle
• 10 Tips for Using Facebook, by Charity Hisle
• Using Social Media in the Property Management Business (Interview with Kayla Morris Roeder, Cambridge Management Group), by Aimee Miller

1.  Can renters apply online or sign a lease online today? How does that work?
It is definitely possible and a number of vendors provide this service. You can use electronic signatures for a lease and we actually just rolled out an application that allows you to include an “Apply Now” button to your vacancy postings and to your Craigslist ads. This makes it much easier for your applicants to submit an application for a property. They can look at the property and go home and fill out the application at home that night, or even at the property using an iPad. Our online applications are completely integrated so you don’t have to hassle with the double entry of data into your system. If you do approve the applicant, you can press a button and they are moved in.

2. What are a couple of simple strategies that are effective for property managers to use while working with the online feedback services?
First, you should set up your system of alerts (like Google Alerts) and start monitoring what people are saying online about your company. I think it is easiest to put your alerts in an email folder and then set aside some time each week to review them. Some of these online review sites, like Yelp, allow you to subscribe and manage your own profile. I recommend managing this as an extension of your marketing that is already in place. Lastly, respond to some of the comments that are out there and be honest and remember that it is a long-term game to present yourself well. Set a goal to be online an hour or two each week — try to not get overwhelmed and just tackle a few sites at a time.

3. Are property managers using Facebook Marketplace or will they use it in the future? What do you think about it as a tool for property managers?
I think that Facebook Marketplace is gaining acceptance among online users. I worry about being solely committed to it because of the Craiglist effect or the “free classifieds” service. Anytime you are trying to challenge the free classifieds model you will find adoption slow. Many of us experienced the shift from paid newspaper ads to the free online listings. I don’t think it hurts to play around with this platform and put a few vacancies up and see if it yields results. I have heard that some people have been successful with it and others tend to turn to the free classifieds because of its popularity. I would love to hear additional feedback from property managers on this topic as well.

4. Do you envision that using social networking information for background screening will apply not only to prospective renters but to prospective employees as well?
Yes – this is already happening today. Property managers are doing searches on prospective employees as well as residents. I think this is an area where the laws have not yet caught up with the capabilities of the technology. In the future, we will probably see the implementation of new rules and regulations regarding what is acceptable or and what is not. You have to be a little careful because you can’t tell for sure what’s fact or fiction online. You can get an impression but you can’t rely on this information 100%. I see these issues working themselves out in the next couple of decades but not over the next year or two. Some people may pull back on the kind of data they put online but in general, the trend is towards more and more data being available on the Web.

5. Do you see that property managers will be using more mobile applications and texting to drive their business?
Texting does not seem to have the benefits that people once projected it to have. The feedback that I’ve received is that there is not a good response rate when it comes to texting and it has not been worth the time. It’s possible that people do not want to conduct business communications over text yet. Where people have been pleasantly surprised is in the area of mobile websites. You can build your own Website specifically made for listings to be viewed from a mobile platform. These people are seeing actual changes to their bottom line because of how their vacancies are being filled. I would look to mobile-based Websites that are specifically formatted for mobile devices in the future.

I always get excited to announce new features and this one has me really pumped up!

We are about to release a new feature where your prospective residents can now fill out an online application to apply for a unit. Now on your vacancy listings there will be an “apply now” button that prospective residents click to go to the online application.

Online Rental Application

Applicant Dashboard

Convert Applicant to Resident

As you can imagine this has many benefits to a property manager:

1) Your applicants can apply right from the comfort of their own home, instead of making the drive to your office to pick up a paper application. You will get more applicants because it is so quick and easy for the prospective renter to find the vacancy ad and fill out the application.

2) You don’t have to do the work of entering the data from the paper application – this is a huge time saver for you and your staff.

3) If you choose to rent to the applicant all of the data is already entered into AppFolio so it is just a few clicks and you’ve moved them in…no manual data entry at all.

I am always amazed by the ingenuity of our customers. One customer recently told me that they now have a laptop at their front desk for the applicants who still come into the office – their goal is to collect zero paper applications. This clever convenience lets the prospective resident apply right there on the spot and this definitely fills vacancies faster.

I thought this was pretty impressive, but then another one of our customers told me that on apartment showings they bring along an iPad. If the prospective resident likes the unit, they have them apply in the apartment on the iPad – seize the moment! By the time they get back to the office they can have a decision on if they got the unit. How great is that?

I ran my first marathon when I turned 40. The process of training and completing the marathon reminded me that we are capable of much more than we think we are. I also became aware of how we often limit ourselves unnecessarily. Here at AppFolio we refer to a quote by Henry Ford a lot: “Whether you think you can, or you think you can’t, you’re right”. This quote is our way of breaking through those limiting thoughts and doing more than we thought we could.

This was the second year that AppFolio employees participated in the Santa Barbara Marathon. This year, we had 25 runners! 3 AppFolians ran the full marathon, 3 ran half marathons, and 20 were on 4 person teams. For many of this year’s runners, this was their first experience running in a real race.

I smiled at the finish line as my teammates celebrated and shared stories of how they got up early to train, quit smoking, ran faster than they thought they would. Crossing the finish line reminded our team that we can face those hard challenges and, with some training and teamwork, overcome them!

Here are some perspectives from the different runners:

Albert, Sales Team
I never thought I could do it. I’d never run more than a mile up until about 6 months ago.

When I did my first practice run, my friend asked me “how far did you run?” I told him. He asked, “How long did it take you?” I told him. He thought for a second and then said, “That’s not running, that’s walking.”

3 months later, I can say that this slow, slightly overweight, slightly over 40 former athlete in his own mind, RAN 12 miles at the SB Marathon in just over 2 hours. Score one for the older chubby guys!

Danielle, Services Team
I should start off by saying, I’m not a runner-or at least I never have been before and have always hated running. During the race, I told myself it was the worst decision I ever made and that I was never doing it again, but shortly after I crossed the finish line I decided that I was going to run a half marathon next.

I think one of the most satisfying aspects was accomplishing something I never thought I would do. In the end I really enjoyed it – it gave us all a sense of pride to be working together in something outside of the AppFolio walls.

So as Brian tells me now, I guess I am runner after all.

Chris, Sales Team
[EDITOR’S NOTE]: Chris arrived at the marathon wearing a full, yellow and black Bruce Lee suit…not designed for running. He was scheduled to run the first 9 miles but decided to just keep on running….Run Forrest Run. Don’t try this yourself!

I certainly wouldn’t consider myself a “runner”. Before the marathon I ran a total of 6 times – each about 5 miles. I saw everyone at the starting line donning their gear and racing attire – I showed up in my Halloween costume.

At first, I told myself I’d never run another marathon ever again, no matter what. A few days later, I find myself Googling other races in the area!

Aimee, Marketing Team
I never liked to run (and am still not sure if I like it now!) but I love the feeling of accomplishing something that seems beyond my reach. During the race it is so exciting and inspiring to see people running together, people cheering on the side of the road, to see my AppFolio teammates having so much fun outside of the office and to see my family waiting for me at the end of the race.

A year ago I would have told you I could never run longer than an hour, but now I know I can and I’m looking forward to 2011!

Jake, Services Team
I’ve always enjoyed running, but to be a part of something that brought the community together was exciting. Locals were lining the streets and their encouragement made every second enjoyable. I wore a UCSB Lacrosse shirt, and I had so many shout-outs to both my team and my alma mater that were also very encouraging.

I still get goose bumps remembering Albert cross the finish-line after the longest run he’s ever attempted, or when Chris trotted around the last 100 meters after completing the full 26.2, arms in the air wearing a bright yellow Bruce Lee jumpsuit.

Donnie, Engineering Team
I wasn’t a runner before – my farthest race was a 5K. This was an awesome experience and next time, I’m doing the full marathon, for sure!

When you’re training, you’re usually making special plans that interrupt other parts of your life and it’s a chore. But, when you’re running in the marathon, there are complete strangers cheering you on – that is awesome.

I’ve already signed up for a tough mudder in January (http://toughmudder.com/), and I’m planning on doing the full marathon next year, the SB triathlon, the pier to peak run, and maybe a mini-Ironman at some point. I think it’s safe to say that my interest has been “sparked”.

Ursula, Services Team
I always hated running and had never run more than the dreaded mile on “run-a-mile” day in High School. The adrenaline rush and the excitement of everyone around you really pushes you beyond what you think possible. Now, someday, I’d like to run a full marathon rather than just a relay, so I’ll work my way up… slowly…

Training is no fun, but the day of the marathon makes it so worth it.

Vince, Sales Team
For me, this was an amazing experience because of the number of people who ran farther than they ever thought they could. Alex ran 8+ miles (most ever). Marie ran to the start of the 4th leg, 18 miles (most ever and twice as much as she planned on running)! Scott ran 5 miles (about 2 minutes per mile faster than he trained). Oscar turned the first leg into the ENTIRE marathon! Albert ran a half marathon! Chris ran the whole thing when he was only supposed to run the first leg (by far his farthest run ever!).

This marathon experience reminded me of how great it feels to succeed after busting your tail, training for something.

Jeff, Engineering Team
I have been running for about 30 years, although rarely in formal runs. Usually it is a day or two a week during my lunch hour to clear my head for the afternoon. I got started when I had an ex-Navy Seal for a manager who “encouraged” us to join him on his noon-time runs.

The run, especially as a relay, contributed to the great bond we have as an AppFolio team.

Kent, Marketing Team
It was a great experience. The course was fun and full of motivational people on the sideline cheering you on much of the way. I plan to keep running to stay in shape.

One of the best ways to generate more natural search engine traffic for your property management website is to start blogging. Sounds kind of easy, ”Step one, start!” But I know it can be hard to think of things to say as well as get people to actually find and visit your blog.

Here is a summary of tips from a recent post by Hubspot (they have great marketing ideas). I’ve chosen some highlights from each section but be sure to read the whole article when you have time.

1. Make the title of your blog catchy and interesting.
This is the most important part of your blog because it is what your reader sees first and he/she needs to be interested enough to click on it! Some strategies that work well:

• Numbers are great – “5 Easy Ways Beautify Your Home”, “7 Ideas to Reduce Your Monthly Heating Costs”.
• Make sure to use relevant key words that matter to your business – talk about trends in the community, the real estate market, your city/neighborhood, etc.
• Start with “How To”. We all like to learn how to do things better.

2. Write your content so it is easy to read.
Now that you have a great title you need to make your blog post simple and easy to digest. Stay away from big, long paragraphs and instead use bullets and shorter sentences.

• Make lists (they are easy and can be fun).
• Don’t be afraid to bold the important sections.
• Write like a reporter – stay at high-school level.

3. Your content should be optimized for Search Engines (SEO).
Your content needs to be optimized for search engines because people use Google, Bing and Yahoo to search and you want them to find your website. But don’t forget that you are actually writing for people so it shouldn’t sound like a robot spitting out your search terms. Think of the terms your prospective renters might be searching for, such as “apartments in La Jolla” and “rentals in Fort Worth”, and incorporate them into your blog posts.

• Meta Title – This is the title of your property management blog post and you should put your keywords close to the front. Keep it under 70 characters.
• Use internal links – Use your keywords as anchor text to link to other posts on your blog.

4. Ask for interaction from your readers.
It is great to see blog posts with comments – so at the end of your post ask your readers a question!

5. Don’t forget social sharing buttons.
Add the Facebook like icons below each post so your readers can share your great writing with others.

6. Link to other relevant blogs.
If you’re writing about something that you’ve seen written in other places then link back to that post. An example would be if you’re networking with local Realtors, link to articles that are about the local housing market. You will build your network while providing great content for your readers.

Any other ideas?

Remember the times when great minds would get together in the homes of ancient Greece Athenians or European salons to discuss politics, art or philosophy? Well, perhaps it’s a bit before our time, but that fervent exchange of ideas defined eras and revolutionized civilizations. That type of meeting of minds still takes place and helps educate and shape communities and countries.

It even happens in my mother’s small hometown, where people meet in the town square to talk about current events, or ask for help. One may be having issues with their car’s distributor cap because of the high humidity, and someone will pop up and provide a solution. Then, that solution becomes part of the collective knowledge. It is also in these environments that great ideas are born.

Nowadays, we definitely spend more time behind a computer screen than in the “town square”, yet we seem to have perfected the practice of idea exchange. I have been amazed by the volume of posts made in AppFolio’s User Forum since it was launched (shout-out to Jennifer who has 418 posts to date!), and it’s great to see that the sense of community has not diminished in these cyber times.

An example is a question posted by a forum member who wanted to get some feedback from other members on Tenant ACH. Immediately, there were a few AppFolio users who responded and made themselves available to talk about the feature and how it made a difference in their business. If you browse through other posts you can also find creative ideas shared by users on how to get more tenants to pay online.

The forum is not only a great place to share ideas on industry practices or process improvements, but it can also be used as a help tool. Even as a Client Relationship Manager I dip into this well of knowledge from time-to-time to answer clients’ questions.

“Oh! You are having trouble with PDF letters from AppFolio and the characters appear jumbled?” Let me type the word “pdf problem” in the forum search and see what comes up.

And voila’! After browsing through some results, I find a question describing a similar problem. Looks like another user had the same problem, and downloading FoxIt resolved it. It turns out, the same solution worked for the client I had spoken to.

The forum is organized in 6 categories: Feature Discussions, Tips & Tricks, Accountants Only, Website Design, Bugs and General Property Management. You can browse through each category and find useful information, opinions, or inspiration to come up with your own ideas on how to improve your business.

The best part is that even our product development team is actively involved in the conversations that happen in the forum. So, don’t be surprised if an idea brought up and discussed in the forum is developed into a new feature in AppFolio.

We even had a customer post a very funny video she created, “I would like to rent a house”.

The forum is designed to facilitate collaboration among Property Managers and it provides an opportunity to address needs that go beyond the software and its functionality. After all, there is way more that Property Managers deal with on a day-to-day basis on top of tracking tenants, accounting, marketing.

In his article a few weeks ago our CTO, Jon Walker, proposed a challenge: for you to organize a team building activity in your office. This week, I want to extend a new one that hopefully will have as much of a positive impact on your business as Jon’s – take some time to visit the AppFolio user forum, chime in or post a question, and contribute to keeping the Property Management community vibrant.

To become a member of the User Forum, just click on the “Forum” link on the top right corner of your AppFolio database and follow instructions.

Also, let’s not forget, face-to-face interactions, hand shakes, and sharing of a laugh are still invaluable, so make sure you look out for AppFolio meet-ups that may be happening in your area, and we’ll see you there!