Main Dashboard

Units Map

The map is a fully featured Google map displaying Open Units by brand. You can use the various controls to change the map type, zoom in or out, pan the view, make the map full-screen or enter Streetview mode.

Hovering over any unit will display a popup with information about the unit and a link to generate a Unit Overview Report:

Open Units – Quick Access

The Quick Access widget allows you access to your open unit list directly from the main page. You can easily locate your targeted unit using the search and sort tools in this widget. You can click on any of the content headers to re-sort the list by that column. The columns that contain a filter icon can be filtered by clicking on it. You can also use the search box to search for attributes such as Unit ID or Unit Name.

Once you’ve located your unit, you can quickly access the unit’s overview report by clicking on the “Overview” link next to the Unit ID. To access or edit the unit details, click on the “View Details” link to the far right of the project information.

Units Dash Widgets

Across the bottom half of the Units dashboard are widgets to provide quick updates about recent system activity (Note – these widgets can be customized by client). Widgets in our sample show open unit counts by ownership type, recent unit activity, openings and closing by quarter, and a multi-function sales widget. Note that many widgets include drop-down modifiers.

Reports & Business Intelligence

The Units module includes a dedicated reports tab to generate built-in and custom reports about your units.

The left side of the page includes report categories including Simple Lists, Interactive Charts and Custom Reports (Note – Reports can be customized by client). Click on a category to open the report list, then select the report you wish to view. The Report Workspace window shows the selected report. Here you can again use the sorting and filtering options to customize your report output. You can export or print the report. Export options include PDF, Excel and CSV output of your report.

See the Reports section for more details about the reports included in the base system.

Open Units

The open units tab allows you to navigate your full list of open units. You can use the sort and filter options in the column headers to customize the list. You can also print or export the unit list from this screen. Once you’ve located your unit, you can quickly access the unit’s overview report by clicking on the “Overview” link next to the Unit ID. To access or edit the unit details, click on the “View Details” link to the far right of the unit information. See the Unit Details section for more information about the various options within Unit Details.

You can also add an existing (already open) unit here by clicking on the Add Existing Unit dropdown in the upper right corner of the screen. See the Adding an Existing Unit section for more information about this.

Temporary Closed Units

Displays units that are temporarily closed including remodels and relocations. You can use the sort and filter options in the column headers to customize the list. You can also print or export the temporary closed list from this screen. Once you’ve located your unit, you can quickly access the unit’s overview report by clicking on the “Overview” link next to the Unit ID. To access or edit the unit details, click on the “View Details” link to the far right of the unit information. See the Unit Details section for more information about the various options within Unit Details.

Permanently Closed Units

Displays units that have been permanently closed including sold units. You can use the sort and filter options in the column headers to customize the list. You can also print or export the permanently closed list from this screen. Once you’ve located your unit, you can quickly access the closed unit’s overview report by clicking on the “Overview” link next to the Unit ID. To access the closed unit’s details, click on the “View Details” link to the far right of the unit information. See the Unit Details section for more information about the various options within Unit Details.

UnitTrak LookBak

Access historical information about your portfolio for any custom reporting period. UnitTrak Lookbak is designed to make compliance reporting such as the Franchise Disclosure Document easier by displaying information about openings, closings and ownership transfers. The Time Travel feature allows you to choose a specific date and view your portfolio information as of that date.

After entering the date, you can view your open, temp closed, and permanently closed units by ownership type as of the date entered. You can also click on the Overview link to view the Unit Overview information as of the date selected.

Time Travel accounts for lifecycle changes when presenting these results – if a currently closed unit was still open on the time travel date, it will be listed in the open units list. If a unit was purchased by a new franchisee after the time travel date, the previous ownership information will be shown on the Time Travel Overview report.

See the UnitTrak LookBak section of this guide for more information about UnitTrak LookBak.

Unit Details

Once you’ve located your unit and clicked on “View Details” from one of the various unit lists, you will be taken to the Unit Details page for your selected unit.

Across the top of the page are key details about the unit visible in each section. Below this are tabs covering various categories of data (note – the tabs visible in your version may vary).

Address Information

Displays Address information for the unit. Users with the proper permissions can click on Modify Values to make changes or additions. If the unit has actually changed addresses due to a relocation you should always follow the proper relocation steps to ensure that the relocation information is properly archived in UnitTrak. You will be warned of this when you click on Modify Values.

Note: Lat/Long data must be entered for the project to display on the maps. You can use Google maps to quickly obtain a lat/long for your site.

Site Information

Displays attributes and information about the site of your unit (Note – the available items may be different in your version). This includes building and lot information, unit photos and site ratings. Click “Modify Values” (only visible with proper permissions) to update the information on this page. Many of the options available here can be modified in the Administration section.

Many of these attributes can be used in the Analog tool for measuring unit performance by attribute.

Permits & Licenses

Displays the list of permits and licenses being tracked for the unit within UnitTrak. The list includes the license issuer, effective and expiration dates and additional information for managing or renewing. You can quickly print or export the list using the controls above the list.

Use the edit pencil to edit or update the information for any permit or license. To add a new item, click the Add New button.

If you are no longer tracking a permit or license, you can mark it inactive in the edit form.

To view inactive items, use the status item below the list to switch between active and inactive.

Note – if you track permits and licenses, you can add a widget to the main dash page displaying upcoming expirations.

Company Data

Displays internal classifications and attributes about your project including Ownership information, name and ID, Brand and Market. Most of the data on this tab must be finalized before the unit is open including Unit ID, Unit Name, Brand, Market and ownership type. If you need to make changes to any items here, you will receive a warning first that you must follow the proper procedures in the event of a milestone event such as an ownership change or remodel that may have warranted the change. As noted, edits here are only for correcting errors. Making changes to critical items such as Date Opened without tracking a corresponding event will prevent the archival tracking from working properly.

Ownership Transfers

If you are tracking both franchisee-owned and corporate-owned units, you will have the option to transfer ownership here.

Transfer to Franchisee

If your unit was opened as a corporate unit, you will have the option to transfer ownership to a franchisee. Selecting this option opens the Transfer form. You will be required to complete critical information about the Franchise Agreement, so it is recommended you complete this process once the transfer paperwork has been finalized.

First select the Franchise Family that is acquiring the unit. Next, provide the Franchise Entity Name as shown on the Franchise Agreement. Add the Effective and Expiration dates of the Franchise Agreement as well as a description of the Protected Area if one exists. Next, select the number of renewal options in the agreement and the renewal term in years. Finally, if the unit will fulfill a portion of a Development Agreement for the Franchise Family, select the agreement this unit applies to.

Upon completion of the required information, the unit will be transferred to franchise ownership and the transfer will be logged in UnitTrak for later retrieval using tools such as UnitTrak LookBak.

Transfer to Corporate

If a unit was opened as a franchise unit, you will have the option to transfer it to corporate ownership here. Selecting this option opens the transfer form.

Transferring ownership to corporate will automatically terminate the franchise agreement. You will be required to enter the FA termination date and the transfer date in order to complete the transfer.

Upon completion of the required information, the unit will be transferred to corporate ownership and the transfer will be logged in UnitTrak for later retrieval using tools such as UnitTrak LookBak.

Franchise Information

If your unit is configured as a Franchise unit you will see this tab within the unit details. This tab displays the status of your Franchise Agreement including the Franchise Family, milestone dates before signing as well as the details of the signed agreement. See the Franchise Agreements section for more details about UnitTrak’s various franchise configurations.

Once an agreement has been signed (a requirement to open a franchise unit in UnitTrak) most information cannot be edited unless you process an amendment to the agreement. Click on Modify Values (only visible with proper permissions) to add additional notes to the agreement or to assign this unit to a development agreement.

Click Amend Franchise Agreement (only visible with proper permissions) to process an amendment to the agreement.

The Amend Franchise Agreement form allows you to change information about the agreement. Note that the effective date cannot be changed (in order to change the effective date, terminate the current agreement and start a new agreement). You can modify the entity name, change the expiration date, update the protected area, the number of renewal options and the renewal term, and add additional information to the amendment. You are required to enter the amendment date, the system will automatically track the amendment number.

Once saved the system will be updated with the new terms and reminder widgets will reflect the revised data.

Lease Information

Displays information about the most current lease for the unit. If no lease currently exists, you have the option to add a new landlord and new lease.

If there is an active lease for the unit and you have the proper permissions, the View/Edit Lease Details button will be visible. Clicking the button will take you into the Lease Module where you can view or edit all of the lease information. You can read more about the Lease Module here.

The Summary link provides a quick lease overview report that can be printed or exported and shared.

Unit Sales

If you are loading sales data into UnitTrak (contact us for various methods of importing sales data) this page will display sales information for the unit for the active sales period (changed in the Administration module).

Sales data adds significant functionality to UnitTrak, enhancing available reports and enabling the Analog Analysis tool and is highly recommended but not required in UnitTrak.

Unit Vendors

Displays the list of vendors assigned to the unit. The vendor list includes details such as unit-specific contact information, account information and notes about the account. You can quickly print or export a report with this data. You can also click on the Vendor Name to view the master information about the unit from the vendor directory.

You can add new vendors to the unit (with the proper permissions) by clicking on the “Add New” button.

Note that the vendor must first be added to the vendor directory before it can be assigned to a unit or project. You can follow the link in the instructions to add the vendor to the directory if needed.

The vendor directory contains master contact information for the vendor. If the contact information is the same for each unit, or the vendor only serves one unit, no new contact information needs to be added here.

Select the Vendor Type from the dropdown, followed by the vendor name. You can then add unit/project-specific information for the vendor including phone number, email, account information, login information and payment information along with unit-specific notes.

Hit save to add the vendor to the project.

From the vendor list you can also filter the vendors to include those marked as inactive or just show active/inactive vendors:

You can edit existing vendor entries by hitting the edit pencil to the left of the vendor:

You can edit any of the unit/project specific data here or you can set the vendor to be inactive (with the proper permissions).

Unit Repairs

Displays the list of tracked repairs by unit. You can filter the list by repair type or service year to quickly see a summary of recent or outstanding problems. The bottom of the list provides a running total of repairs logged and total repair costs. Applying filters to the list will update these values.

Click Add New (with the proper permissions) to log a new repair for the unit.

Repair Types can be configured in the Administration section. Hit save to log the repair after completing the required information.

Unit Staff

Displays members of the company staff assigned to the unit. The staff list includes details such as contact information, role and notes about the staff member. You can quickly print or export a report with this data.

You can add new staff members to the unit (with the proper permissions) by clicking on the “Add New” button.

Note that the staff member must first be added to the Company Staff page before they can be assigned to a unit or project. You can follow the link in the instructions to add the member to the Company Staff page if needed.

Select the Staff Role from the dropdown, followed by the member name. You can then add unit/project-specific notes for the member.

Hit save to add the staff member to the unit.

From the staff list you can also filter the members to include those marked as inactive or just show active/inactive vendors:

You can edit existing staff entries by hitting the edit pencil to the left of the vendor:

You can edit any of the unit/project specific data here or you can set the member to be inactive (with the proper permissions).

Note: If you need to change contact details about the member, these need to be edited in the Company Staff page.

Unit Contacts

Displays contacts assigned to specific roles in each unit (these roles are customized during setup). Click on Modify Values to add or edit project contacts. Note that staff and outside contacts must first be added to the Contacts module in order to be available for selection here. When selecting internal staff, selections are filtered by role. Franchise Family Contacts are filtered by the assigned Franchise Family, while vendor contacts are filtered by the selected vendor.

Populating this data allows for generation of the Unit Contact Report from the Contacts module. To get quick contact information for anyone assigned to the project, just click on the name.

Additional Narrative

This section displays ongoing notes about the unit. Click on Modify Values to add or edit notes. These notes will continue to follow the unit through its lifecycle.

Unit History

Displays the lifecycle events that have occurred for the unit so you can quickly track its journey. This is a non-interactive page, all entries here are based on following the steps to complete ownership transfers, temporary closures and other events.

Note – this information is included on the Unit Overview report.

Document Library

Displays the documents saved with the unit. Each document includes a category (defined in the Administration section), description, effective date, and upload date. You can also see if the document has been saved as a public or private document.

To download a document, click on the download link and the document will open in a new window.

To share a public document, you can simply copy the URL from the document window and share it with anyone inside or outside of your organization. Note – Private documents cannot be shared this way, the URL used to download the document is a private URL that cannot be shared outside of UnitTrak. These documents can only be viewed within UnitTrak.

The Actions column includes the ability to edit the data associated with a document (edit pencil) or delete the document from the server (X button).

To add a new document, click the Add New button. The Add Document form allows you to add a document name, category, description and effective date. Click Choose File to select your document. Finally, decide if the document will be public or private with the Public Document checkbox.

Hit Save to upload the document to the secure file server.

Unit Links

Displays URL’s associated with the unit including vendor URL’s and company URL’s. If you have a web link for online bill payment or support services, it can be added here. To access a link, simply click on the URL to open it in a new window. To add a new link, click on the Add New button.

Close This Unit

If your unit has closed either temporarily or permanently, you can log that information here. In order to permanently close a franchise unit, the active Franchise Agreement must first be terminated. If the agreement has been terminated, the date will display here. If not, you will have to specify a FA termination date to complete the permanent closure of a franchise unit.

Click on Confirm and Close to open the close form. Note that the form for corporate units does not include references to the franchise agreement.

If this is a permanent closure, complete the required information. Note that close reasons can be defined in the Administration module. If the unit was sold, check the box and complete the information about the buyer. Once all required information has been completed, toggle the Close This Unit button and hit save. The unit will be removed from your active units roster and available in the Permanently Closed list.

If this is a temporary closure, choose that option on the form. The form will update with just the information required to process a temporary closure. Note – no changes will be made to the franchise agreement if a closure is temporary.

Once all required information has been completed, toggle the Close This Unit and hit save. The unit will be removed from your active units roster and available in the Temporary Closed list.

Temporary Closed Unit Details

Clicking on View Details on a Temporary Closed Unit displays the Unit Details for the temporary closed unit. Many of the details are the same as for Active Units – a temporarily closed unit is considered active for most functions. This section will highlight the settings unique to the temporary closed unit details, all other settings will match the descriptions for Active Units.

Re-Open This Unit

Once you are ready to re-open the unit, click on Confirm and Re-Open to re-open the unit.

You can view the temp closed date and reason and provide the re-open date. You can also update the unit photo displayed in UnitTrak here. Once you have completed the required information, toggle Re-Open this unit to Yes and save.

The unit will be added back to your active unit roster and removed from the temporary closed list. You can view the Ownership History tab for the unit to view the record of the temporary closure.

Permanently Close Unit

If your temporary closed unit will instead be permanently close you can process that here. Click on Confirm and Close to close the Unit.

In order to permanently close a franchise unit, the active Franchise Agreement must first be terminated. If the agreement has been terminated, the date will display here. If not, you will have to specify a FA termination date to complete the permanent closure of a franchise unit.

Once you’ve completed the required information, toggle the Make Closure Permanent button and click on Save. The unit will be removed from the temp closed roster and added to the permanently closed list.

Permanently Closed Unit Details

Clicking on View Details on a Permanently Closed Unit displays the Unit Details for the closed unit. Many of the details are the same as for Active Units but most of the data in not editable for a permanently closed unit. This section will highlight the settings unique to the permanently closed unit details, all other settings will match the descriptions for Active Units.

Closing Information

Displays information logged about the closure of the unit including date closed, close reason, and buyer details if the unit was sold.

Franchise Information

In order to permanently close a franchise unit, the active franchise agreement must be terminated. That information will be reflected on this tab with information about the terminated agreement.

Lease Information

It is possible to continue to maintain a lease for a permanently closed unit. If there is still an active lease attached to the unit, you can manage it in the same way as your open units.

Document Library

You can continue to add or edit documents for permanently closed units. See the Document Library section of Open Unit Details for more information.