SMARTLOCKS (INSIDE OFFICE)

HOW-TO use the TEEHO SMARTLOCKS
Unlocking:

Enter 4-digit keycode
Press the TEEHO button
Done!

Locking

Close the door
Hold down the TEEHO button for 2-secs
Wait for door to lock

CONFERENCE ROOM POLICY

Note: Please make sure the conference room is reset after each use for the next person. See items below:

Change status that conference room is in use
RED – meeting started
GREEN – meeting over
Reset chairs back into its original position
Total of nine chairs at each conference room
Place TV remote in the center of the table
Turn off TV after meeting is completed
Reset HDMI cable back in the original position
Clean-up where you messed up
Food and drinks
Use a coaster or paper towel for cold/hot drinks to protect table top
Turn off lights at the end of your meeting
Close door after meeting is completed
Carry all your personal items with you after meeting is completed
Report any issues to me if something is not working correctly

RESPONDING TO STRANGERS IN THE PARKING LOT

What to do:

Keep your doors locked
If person does not appear to be a threat, listen to them
Advise them to contact property manager (ME) if they need assistance
If you feel threaten, call 911
Use wise judgment
Ignore them and proceed to your destination
Report stranger encounters or events to the property management (ME), we will take action

What not do:

Argue
Provide too much information
Invite them in your office or in the building
Loan them money

Take notice to any stranger and what vehicles they are driving. Look for red flags. Do they have a vehicle or are they a pedestrian? Do they have a current registered car tag? Are they alone or with somebody else? Please practice basic common sense. All buildings follow a 24×7 locked door policy. If issue elevates to a physical or verbal altercation, contact the police at 911.

LATE RENT PAYMENTS

Paid via electronic payments or checks. Rent payment are due on the 1st of the month and late on the 6^th of the month.

$50 dollar fee after the 5^th
Additional fee is accrued $15 each day until full payment is made

If you are paying via check or money order, your payment need to be received in my office before the 5th day of the month. If not, payment is considered late even if check is post-dated.

(Exceptions)- on holidays, payments are accepted on the next business day and will not be considered late

Excessive late rent payments that have occurred on more than two occasions can result in the following:

an eviction
lease not renewed
slow payment being reported to the credit bureau

I would encourage those to schedule payment via the Innago management app. Let me know if you need assistance with this.

GENERAL HOUSEKEEPING RULES

This communication is for new tenants that are on-boarding and a refresher for existing tenants. See below some good housekeeping rules we want to keep in mind:

Door is to be locked after 5PM on the weekends as well as week days
Last person to leave is responsible for securing the building
- Includes turning off foyer, hallway, bathrooms and kitchen lights
If you have a client coming in after 5PM while the doors are locked, have them to text you or call when they are out front door then you can open door
Do not share key code PIN # with anyone unless they are listed on the lease
Cameras will be used to monitor outside and inside the facility per security
- Inside – hallways only
If you notice any suspect activity, please let me know or dial 911 to dispatch the police if this is an emergency
Conference room access is only for those who have submitted a request and date is marked on the calendar
Your clients should not be sitting or waiting in the conference room area
Internet policy
- No visiting sites that are in-appropriate or contains malware
- Service is complimentary and want to avoid abuse
- Such sites take up a lot of bandwidth and slows down the network
Printer/copier access
- The rental office stocks paper for coping and printing services
- Please do not take paper for personal use
Bathrooms
- If kids need access to use the restroom, make sure an adult accompanies the child
- Please do not put any paper products in the urinals
No alcohol or smoking on or around premises
Keep music at a low level so we can respect each other’s privacy
- Rule of thumb: If you can hear music from the foyer area, your music is too loud
Each tenant (co-workers) responsible for managing their own customers and informing them to follow the building policies

FRONT DOOR ACCESS

Just a friendly reminder that only the person or persons on the lease should have access to the facility. If a co-worker or spouse is not on the lease, that person should not be accessing the facility.

Access codes are not to be shared. If you have a co-worker that need priviledge to enter the facility, let me know so I am aware of the individual and I can add their name to the lease agreement.

OUTSIDE YARD SIGNAGE

If you would like to promote your business using promotional signs see below policies:

Communicate with the rental office first before placing any signage standardization
The rental office reserves the front entrance for marketing/promoting of office spaces.
No tenant signs allowed at any location.
Signs can be positioned directly inside of the space you are renting.

COMPANY WEBSITE

https:\\jcfederalproperties.com

ONBOARDING CHECKLIST

In-processing New Tenants
- Introduction Welcome to Woodmere Executive Suites
- Sign the lease agreement
- Collect the deposit and the first month’s rent
- Discuss monthly payment done via direct draft via ACH Electronic, cash-app, or INNAGO
Perform walkthrough of office
Review office policies and guidelines
Issue building access keys/code
Issue pin # for entry into main door
Issue keys to tenant
Train on how to access front door
Locking door after business hours
Review internet and network usage policies
Printer – Issue code for using kitchen printer/scanner
Discuss network access policies
Provide wifi password
LINK HERE
Add email address to Tenant email distribution group for communications
Send out new tenant introduction email to ALL
Order tenant items
Request customer name to be printed on signs
Door nameplates will be added 3-5 business days
- 2×8 nameplate
- Name on sign be added 7-10 business days
- 75×12 sticker
Submitting maintenance request
Use INNAGO to log any maintenance request

Additional:
- Update office directory
- COVID protocol?
- Renter insurance
- Proof of Business license
- Building shared temperature settings

MAINTENANCE REQUEST PROCESS

Just a quick walk-through on how maintenance requests are processed:

Tenant logs new maintenance request.
Rental office review maintenance request.
Dispatch contractor.
Coordinate arrival time.
Notify tenant when contractor comes onsite 24 hours in advance. If emergent, may not receive notification.
Contractor makes the necessary repairs.
Rental office verify work is completed.
Update maintenance request with the repair details.
Close maintenance request.

CONNECTING SMART DEVICES IN YOUR OFFICE

SMART electronics also known as iOT (internet-of-things) which can range in various forms of a digital smart TV, thermostat, radio, speaker, doorbell, electrical plugs, door locks, and etc.

Devices can provide multiple benefits such as power savings and convenience. They can also create new computer security risk exposures due to vulnerable iOT devices connecting to the wireless network.

If you have a request to use a smart device, please let me know before you purchase so I can verify that the device does not cause any service issues to the building wifi network. All iOT devices should be connected to the GUEST wifi network.

VEHICLES LEFT OVERNIGHT

Any tenant vehicles (cars/vans) that need to be left overnight, please provide proper notification to avoid vehicle from being towed. I am fine with leaving vehicle if you need to go out of town or for maintenance reasons. Just drop me email or call/txt me. There is one tenant that have the approval to leave his service vehicle overnight is the Carpet Cleaner located at Woodmere Executive Suites. I have an active lease with him to use reserved spaces. Other locations, there is no active leases. Unidentified, non-tenant vehicles parked overnight will be towed at the owner’s expense.

WIRELESS INTERNET ACCESS PASSWORD

See below general internet policy:

Wireless key should not to be shared with your customers; used for business owners only
Will be changed periodically
Please avoid visiting non-business related sites that can increase exposure to viruses and malware
Filters will be implemented if need be per user
Access will be removed if abuse is detected

REFRIGERATOR USE POLICY

See below some general use policies:

Should be used by tenants only
- Your customers/clients should not be accessing
Be considerate of our neighbors
- We are **NOT** to take anything that does not belong to us
Try to remove food/drink items that may have an expiration periodically
- If not, management will remove and trash
Clean inside refrigerator every 30 days or on an as needed basis

KITCHEN COFFEE POTS

If you want to have coffee, make it at your home and place inside office. There should be no coffee makers brought on-premise or left on-premise in the kitchen area.

This applies to all internal and external tenants. Not only does this create a mess in the kitchen, but this also increases the chances of a plumbing maintenance repair to unclog the sink.

THRU-THE-WALL AC UNITs

For those who have TTW ac units, tenants are to share in the general maintenance of the unit which includes:

Periodically cleaning of the AC filters.
Reach out to me if you need assistance on this.
Turn on and off the unit at the end of the day when you are not in.
The unit is not to be used as a refrigerator in keeping items cooled 24×7. Due to rising utility cost, please ensure AC units are turned off daily. Report issues ahead of time If AC unit is not heating or cooling, please submit an INNAGO ticket in advance.

NETWORK PRINTERS

If you are printing to a network printer connected via wireless, making you aware that other tenants will be able to browse and print directly to your printer.

Sometimes this happens when printers are similar in make or model. To avoid this, I would recommend the following:

Attaching an USB cable directly to your PC and removing the wifi connection on the printer

-OR-

Renaming the printer name and adding a description for ease of identification when listed under the available printers directory

VACCUUM CLEANER USAGE

Do’s

Empty out dirt between each cleaning
Place back on mount in between use
Handle with care do not abuse
Connect back to power source in between use
If issues occur where dirt is slipping out, keep powered on until excess dirt/debris is collected

Don’ts

Hitting against furniture or walls when vacuuming
Mishandling device by bumping or tugging
Allow customers or clients use for their personal reasons
Use outside of office; used inside your office space only
Vacuum large items or debris that may block suction
I’ve attached the manual for your review. If you have any questions, let me know.

Building Policies – WM

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