Total Association – Integration of Multiple Systems Under One Roof
By: Meni Dvir, President and founder of Total Association
"The whole is greater than the sum of its parts." - Aristotle
While not explicitly about system integration, this quote by Aristotle emphasizes the idea that when different components or parts come together in a unified system, their collective impact and effectiveness can be far greater than if they were separate. This concept can be applied to the power of system integration, where combining various elements or subsystems can lead to increased efficiency, functionality, and overall success.
Total association is a state-of-the-art association management system. A true all-in-one for all your management needs. Total association is built from A few subsystems that are joined together with our robust CRM. The integration of multiple systems into one cohesive platform offers numerous benefits that streamline operations and enhance overall efficiency. By bringing together various functions and data sources, organizations can eliminate data silos and duplicate efforts, leading to improved data accuracy and reduced manual work. This unified approach allows for seamless data flow and real-time updates across all integrated systems, ensuring that decision-makers have access to the most current and accurate information at any given time. Additionally, integration reduces the need for manual data entry and improves data consistency, reducing the risk of errors and improving data quality. Ultimately, integrating multiple systems into one platform leads to cost savings, increased productivity, and a more streamlined and cohesive operational ecosystem. Let’s take a look at the toll association Systems.
CRM
The Total Association Management Software boasts a robust and innovative CRM that serves as the central hub of the entire platform. With its feature-rich capabilities and user-friendly interface, the CRM stands out as the backbone of the software, seamlessly joining together all the multiple systems within the association management ecosystem. By acting as the nucleus of Total Association, the CRM empowers the community’s employees, managers, board members, owners, and resident alike with a unified and comprehensive approach to association management.
Through its centralized nature, the CRM facilitates streamlined operations and efficient data integration. Community managers can access a wealth of information, including financial records, maintenance logs, resident profiles, communication history, and more, all from a single location. This consolidation eliminates data silos and ensures that all relevant data is readily available for quick decision-making. The CRM's automated workflows and task delegation capabilities further enhance productivity, allowing community managers to focus on what matters most: building a thriving and harmonious community.
Total Association's emphasis on communication is exemplified by the CRM's role in fostering effective and timely interactions. Board members can collaborate seamlessly through the CRM, discussing key matters, setting goals, and tracking progress with ease. Residents, on the other hand, enjoy an enhanced experience through the resident portal, where they can effortlessly declare Guests, Rent Facilities, submit maintenance requests, access important announcements, view financial statements, and actively participate in community forums and events. The CRM's Advanced automation features allow us to complete tasks that used to take hours within seconds. Employees can log their hours, love their work, and file reports easily from their phone. It is all done by uniting Plethora of systems into one manageable Platform.
In conclusion, Total Association's CRM stands as a testament to the software's commitment to excellence in association management. By serving as the central system that connects and unifies all aspects of the platform, the CRM optimizes operations, enhances communication, and elevates the resident experience. As a result, associations can thrive with heightened efficiency and cohesion, embracing the future of modern Association management through Total Association's all-encompassing CRM.
Work Force
The Workforce System, seamlessly integrated into the Total Association Management Software, revolutionizes employee management and boosts productivity to new heights. With this all-in-one platform, employees can easily log their work hours, access their to-do lists, and efficiently track their completed tasks. Gone are the days of cumbersome spreadsheets and manual tracking, as the Workforce System provides a centralized and streamlined approach to managing multiple employees, offering a clear and real-time view of their responsibilities and achievements.
By logging the employees’ hours using Total Association’s advanced punch clock, the Workforce System ensures accurate and transparent time tracking. No more tedious paper timesheets or manual calculations; the system simplifies the process and automatically records work hours, enabling managers to monitor attendance, address scheduling conflicts, and stay compliant with labor regulations. This newfound efficiency saves valuable time and resources, allowing management to focus on strategic decision-making and driving the association's success.
The to-do list feature of the Workforce System is a game-changer for task management. Employees receive a comprehensive overview of their assignments and priorities right to their phone, ensuring they stay organized and on top of their responsibilities. Managers can easily assign tasks, set due dates, and track progress, creating a well-structured workflow that maximizes productivity. As employees log their completed work, the system updates in real-time, providing managers with a clear picture of each employee's contributions, fostering a sense of accountability and encouraging a culture of excellence. By optimizing task management and communication, the Workforce System paves the way for increased efficiency, enhanced employee productivity, and ultimately, reduced operational costs for the association.
Board of Directors Portal
Total Association's Management System comes with an advanced Board of Directors Portal that empowers board members with comprehensive access to crucial information and tools. Within this secure portal, board members can find detailed accounting reports, providing them with a real-time understanding of the association's financial health. This feature enables board members to make informed decisions quickly and confidently, contributing to the association's fiscal stability and growth.
The Board of Directors Portal goes beyond financial insights, as it also provides information about fines and violations that have occurred within the association. This transparency enables the board to stay updated on any compliance issues, ensuring that necessary actions are taken promptly to maintain a harmonious community environment.
Furthermore, the portal equips board members with employee to-do lists, fostering seamless communication and task management. Board members can easily assign tasks, set priorities, and track progress, all within a centralized platform. Depending on their permissions, board members can even sign checks and approve applications from anywhere in the world, saving time and effort for both the board and the management team. This level of accessibility and efficiency keeps everyone informed, promotes better collaboration, and contributes to happier and more satisfied board members.
In conclusion, Total Association's Condominium Management System's Board of Directors Portal redefines the way board members interact with association operations. With a wealth of information at their fingertips and the ability to perform essential tasks remotely, board members can make well-informed decisions, ensure compliance, and improve the overall community management. The portal's user-friendly interface and seamless integration with the management system create a harmonious and empowered environment for the board, resulting in increased satisfaction and a more effectively run condominium association.
Membership Portal
The Membership Portal, a key feature of the Association Management Software, revolutionizes the way residents interact with their community and the management office. Packed with a myriad of convenient features, the portal serves as a centralized hub for residents to access essential services and information. Members can easily view their ledgers and upcoming events, make payments and purchases, and even order services with a few clicks, all from the comfort of their PC or phone anywhere in the world. Additionally, residents can effortlessly rent facilities, declare guests and deliveries, manage their vehicle information, and access restricted documents and videos, ensuring they have everything they need at their fingertips.
The Membership Portal streamlines administrative tasks for the management office, reducing the workload and operational costs. By providing an electronic voting system, the portal simplifies the voting process for residents and the office alike, making it easy to conduct community-wide decisions and reduce or even eliminate the need for physical ballots and manual counting. Residents can also fill up forms and surveys electronically, reducing paperwork and streamlining data collection for the management office. Additionally, the portal allows members to manage their fines and violations digitally, enhancing transparency and enabling more efficient dispute resolution.
With the ability to contact the office through the Membership Portal, residents can easily communicate their queries and concerns, leading to improved responsiveness and member satisfaction. This direct channel of communication fosters a stronger sense of community engagement and trust between residents and management. Overall, the Membership Portal empowers residents with user-friendly access to a wide range of services and information while significantly reducing administrative burden for the management office. The result is a more efficient and cost-effective Association management experience that benefits both residents and the community as a whole.
Access Control System
Total Association’s Access Control System is seamlessly integrated with the Association's CRM. This innovative solution takes Association management to new heights, as it directly responds to any changes in residents' profiles and requirements on the fly. Unlike separate systems that require manual updates and maintenance, our linked Access Control System automatically synchronizes with the CRM, allowing for instant modifications to residents' access rights. The time-saving benefits are immense, as there is no longer a need for tedious data entry and updates in a separate system, significantly reducing the workload on the management office and enabling them to focus on more critical tasks.
With the Access Control System directly linked to the CRM, the management office can rest assured that any changes made to residents' profiles are accurately reflected in their access rights. Gone are the days of manual errors or delays in granting or revoking access, which could cause frustration and inconvenience for residents. By streamlining the access management process, our system eliminates mistakes and ensures a seamless experience for all residents, reducing grievances and enhancing overall satisfaction.
The integrated Access Control System not only saves time and reduces the burden on the management office but also brings a new level of security and efficiency to the association. Residents can trust that their access rights are up-to-date and accurately aligned with their individual requirements. The real-time synchronization between the CRM and the Access Control System guarantees that the association is always up-to-date with resident information, improving security and eliminating unauthorized access issues. Embrace the future of community access management with our innovative solution and experience the transformative benefits it brings to both residents and management alike.
Digital Intercom
Total Association’s state-of-the-art Digital Intercom System is a game-changer for Associations that brings seamless integration with the CRM. This innovative solution is designed to instantly respond to any changes in residents' information and requirements on the fly. By linking the intercom system directly to the CRM, residents' data and access rights are automatically updated in real-time, ensuring a smooth and efficient experience for both residents and their guests.
The Digital Intercom System offers unparalleled ease of access for guests. Instead of fumbling with traditional intercom systems, guests can simply present a QR code They receive via SMS once they are declared by the residents in the members portal. That allows them quick entry, streamlining the check-in process and enhancing security. Additionally, the system allows for multiple residents per property to be reached through the intercom, simplifying communication and ensuring that They can be reached if a guest arrived with no QR code in order to allow him entry. Guests can also search residents by property or name, enabling easy and efficient communication to their hosts.
The benefits of the integrated system are manifold. The real-time synchronization between the CRM and the Digital Intercom System saves a significant amount of time for the management office. With no need for manual data entry and updates on another system, the burden of maintaining and modifying residents' information and access rights is drastically reduced, allowing management to focus on more pressing matters. As a result, both guests and residents enjoy a smoother and more seamless experience, leading to higher satisfaction levels all around. Embrace the future of Associations’ intercom systems and experience the transformative benefits of our integrated solution today.
Front Desk
Total Association’s cutting-edge Front Desk and Receiving Area system designed for High-End Associations, seamlessly linked to our CRM for unparalleled efficiency and convenience. This innovative solution allows residents to declare their guests through their personalized portals, providing the attendants at both desks with instant access to the guest information through a simple QR code scan. With real-time updates, attendants can quickly verify guest access and destination, ensuring a smooth and hassle-free entry process. Gone are the days of manual guest lists and time-consuming phone calls to residents for approval, as our integrated system dramatically reduces response times and enhances guest satisfaction.
The integration of the Front Desk and Receiving Area with our CRM brings remarkable time-saving benefits. Attendants no longer need to search for resident contact information or manually update guest lists; everything is automatically synchronized with the CRM. The result is a seamless and efficient experience for both guests and residents. With our system, residents can focus on enjoying their luxurious living environment, knowing that their guests are welcomed smoothly and securely.
The benefits of this integration are twofold, as it significantly reduces the workload on the management office while enhancing both guest and resident experiences. With instant access to guest information and streamlined communication, the management office can allocate more time to focus on delivering high-quality services and addressing critical matters. Additionally, eliminating manual entry and phone calls minimizes the risk of errors, ensuring that guest access is always accurate and compliant with residents' preferences. As a result, guests feel more valued, residents are happier, and the association thrives with increased efficiency and satisfaction. Embrace the future of high-end associations living with our seamless Front Desk and Receiving Area system, and experience the transformative benefits it brings to your community.
Packages and Deliveries
Total Association’s state-of-the-art Packages and Deliveries System for the High-End Association, seamlessly integrated with our CRM to provide a cutting-edge delivery experience. When a package arrives, the concierge or front desk team attaches a QR code to the package and enters it into the system, which triggers instant notifications to the resident. This real-time communication keeps residents informed about their deliveries on the fly, ensuring they are always up to date with their package status.
Our system is designed to optimize convenience for residents. If a resident is available to receive the package, it can be promptly delivered. However, if the resident will not be available on the delivery day, the package can be securely stored in the building’s storage facility. The system efficiently records the storage location and shelf number for easy retrieval once the resident is ready to receive the package. To ensure seamless tracking, the system automatically accounts for the number of days the package is stored and notifies the resident when it approaches the maximum storage period.
Transparency and accountability are at the core of our Packages and Deliveries System. Every step of the delivery process is recorded and notified to the resident, providing real-time updates on the package's journey. Additionally, the system allows for photos to be taken as proof of delivery, ensuring that residents receive the correct items in perfect condition. This advanced level of tracking and communication guarantees a seamless and worry-free package delivery experience for our high-end Associations’ residents.
With our integrated Packages and Deliveries System, residents enjoy effortless package management, while our concierge team benefits from streamlined operations and reduced delivery-related inquiries. The system's ability to instantly react to delivery aspects and keep residents informed on the fly elevates the association's service to new heights. Embrace the future of high-end living with our innovative Packages and Deliveries System and experience a level of convenience and satisfaction like never before.
Digital Signage
Total Association’s cutting-edge digital information screens (digital Signage), designed to revolutionize communication within the association. These state-of-the-art screens are strategically placed in the lobby, providing residents and guests with real-time news and information about the association. With these screens, posting important updates and announcements becomes a breeze, as the system allows for easy content management and instant updates. This streamlines the process of disseminating information and saves valuable time for the management office.
The implementation of digital information screens enhances the overall aesthetic of the lobby, creating a modern and sophisticated ambiance. These sleek and vibrant displays not only serve as a source of essential information but also add a touch of elegance to the surroundings. The screens can be customized to match the decor and branding of each building, creating a cohesive and visually appealing environment. This not only impresses visitors but also instills a sense of pride and satisfaction among residents, knowing they belong to a well-managed and forward-thinking community.
One of the standout features of our digital information screens is their ability to cater to the unique needs of each building. Each screen can be programmed to display building-specific information, such as upcoming events, maintenance schedules, and facility reservations. This level of personalization enhances the relevance of the displayed content, ensuring that residents receive pertinent updates that directly impact their building. By tailoring information to specific buildings, residents feel more engaged and informed about their immediate surroundings, fostering a sense of community and belonging.
Axela Debt Collections
Total Association is excited to announce the seamless integration of Axela, a renowned debt collection agency, into the Total Association CRM. The integration comes with a remarkable perk: it will not cost the association a single cent. Axela operates on a profit-sharing model, deriving its fees solely from the delinquent party. Total Association will automatically forward any delinquency over 90 days to Axela, allowing them to initiate the collection process promptly. The association can track the progress of each case in real-time through the Total Association CRM, providing transparency and peace of mind.
The integration of Axela brings tremendous cost savings to the association. Typically, engaging attorneys for debt collection can be expensive and time-consuming. By partnering with Axela, the association eliminates the need for upfront payments to attorneys and other costly collection methods. Axela's profit-sharing model aligns their incentives with the association's goals, ensuring they are motivated to maximize successful debt recoveries swiftly and efficiently.
This integration significantly improves the association's balance sheet by quickly recovering outstanding debts with no financial burden. Delinquencies over 90 days are automatically and seamlessly passed to Axela, taking the burden of collections off the association's shoulders. The association can focus on its core operations while Axela's expertise in debt collection ensures a higher likelihood of successful recovery. The transparency provided through the Total Association CRM allows the association to stay informed and maintain control of the process, fostering a productive and effective partnership with Axela. Embrace the future of debt collection with our integrated Axela service, and experience the financial benefits and peace of mind it brings to your association.
Security Rover
Total Association’s is proud to introduce the Security Rover System, a revolutionary solution for enhanced security and rule enforcement within the community. Equipped with advanced scanning technology, the security rover effortlessly passes through the parking lots, scanning car tags and instantly determining if they are authorized to be there. This seamless process allows for stricter enforcement of the association's rules and regulations with minimal effort.
The Security Rover System significantly optimizes security rounds, resulting in substantial time and cost savings for the association. What previously required three to four hours of security rounds can now be completed in just 30 minutes. The system's swift and efficient scanning capabilities empower the security team to cover the entire area with greater speed and accuracy. By automating the process of verifying authorized vehicles, the association can proactively monitor access control, reducing the risk of unauthorized entry and enhancing overall safety.
With the Security Rover System, Total Association demonstrates its commitment to providing innovative solutions that streamline operations and elevate the living experience for residents. By implementing this advanced security feature, the association can efficiently enforce rules and regulations, fostering a sense of order and harmony within the community. The time and money saved through the system's efficient security rounds can be redirected towards further improving community services and amenities, ultimately enhancing the quality of life for all residents. Embrace the future of Associations’ security with Total Association's Security Rover System and experience the transformative benefits it brings to your community.
Front Gate System
Total Association's Front Gate System is a game-changer in Associations’ security and guest access management. Traditional gate procedures often lead to time-consuming processes, where security officers record car tags and driver's licenses, verify guest permissions, and make phone calls to residents for confirmation. This long and tiresome process results in a gate handling an average of only 12 cars per hour, leading to significant inefficiencies. These Inefficiencies Creates an “Effort prohibitive” Scenario where it is just not possible to log everybody in. So, Security Companies just can’t do their job. Total Association's Front Gate System addresses these challenges head-on, reducing the entire process to a mere 30 seconds. By allowing residents to declare their guests that receive QR codes via SMS, the system streamlines entry for approved visitors, eliminating the need for time-consuming phone calls.
The Front Gate System leverages advanced technology to ensure swift and accurate guest verification. As a car approaches the gate, a camera automatically reads its tag and displays the driver's information. For new drivers, the ID scanner swiftly scans and parses their information within seconds, expediting the verification process further. This cutting-edge approach enables the front gate to efficiently manage vehicle flow while maintaining stringent security and access rules. As the system is directly integrated into the Total Association CRM, all information is instantly updated and readily available to security officers, making their job more efficient and effective.
Total Association's Front Gate System is a transformative solution that associations need to enhance their security measures and streamline guest access. With its user-friendly interface, residents can easily declare their guests, and visitors can enter seamlessly with their QR codes. This system ensures a safer and smoother experience for all stakeholders while maximizing efficiency at the front gate. By leveraging advanced technology and integration with the CRM, Total Association is empowering associations to embrace the future of front gate management and elevate their overall community living experience.
