Monitoring and Reviewing Annual Surveys

This guide covers key administrative tasks related to Annual Surveys, including how to:

• Review individual survey responses
• Address delinquent owners or renters
• Track resident-submitted notifications
• Access archived surveys for auditing

Annual Survey Dashboard

Access the Annual Occupancy Monitoring dashboard to monitor progress across your surveys..

Key visuals include:

• Active Occupancy Monitoring Events - Displays the percentage of properties with Active, Resolved, or Submitted surveys
• Annual Surveys Pending Review - Chart shows which surveys are awaiting staff review. Click into each record to follow up.

Reviewing Individual Survey Responses

1. Open the Service File from the dashboard or Monitoring Event
2. Click the Internal Application URL. For Current Owners with a linked Property, the Resident Portal will open.
3. Click the Archive button in the top right corner
4. Open the Annual Survey PDF to review submitted answers and documents

Limitations

The Resident Portal does not currently support rejecting required documents. If a resident’s uploads are incorrect or incomplete, staff must reset the survey

See: Troubleshooting Annual Surveys for instructions

Delinquent Surveys

Surveys that are not submitted within 14 days after the due date are automatically marked as Delinquent. At this point, staff may choose to take additional follow-up actions to reach the resident.

Accessing Annual Surveys from Monitoring Events

Monitoring Events are a Salesforce object inherited from HomeKeeper, used to track resident services like repairs, counseling, or follow-ups. Public House extends this functionality to support Annual Survey tracking.

Key Details:

• Each Annual Survey is linked to a unique Monitoring Event
• The Date Field determines reminder schedules
• Monitoring Events serve as the system of record for each year’s submission
• This ensures accurate versioning, audit trails, and separation of annual data

Monitoring Survey Statuses

Use the dashboard and Monitoring Events tab to track each submission.

Providing Surveys for Audit or Compliance

If requested during an audit:

• Open the Service File
• Click the Internal Application URL
• Go to Archive and download the survey PDF

Alternatively, access the archived survey PDFs directly from your cloud storage folder linked to the Service File

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