This article explains the fastest way to get started with Moderan. So we focus on most important fields only. Fill the other fields as you need them. Or look for more detailed instructions in other articles.
Moderan is an online software that helps you manage lease agreements and automate asset reporting. To get started, you need to add your assets information and your contracts. All your reports are instantly ready.
1. Add assets
Assets > Properties / Immovables /Buildings
Property - a property is one investment with one landlord. It can include one or more Buildings.
Assets > Property - click the button and fill the fields Property name and Property owner - click and add the landlord name or if you have already added the Organisation before, then just select from the drop-down list. Moderan links Property name and owner directly to all the Buildings and Rental contracts linked to this Property.
Assets > Immovable - this is the landplot. Click , select the Property that this Immovable belongs to and add the Address. Moderan linkes the address also to the Buildings and the Property linked to this Immovable.
Assets > Buildings - click and fill the fields Building name (Moderan shows this on Rental contracts and Reports), select the right Immovable and add the Leasable area - this is used as the basis to calculate Property and Building vacancy rates.
2. Add Rental contracts
Contracts > Rental contracts
You have many Rental contracts and adding them is the most time-consuming part of getting started with Moderan. So we recommend that you start out with contracts that have deadlines coming up soon or that are simply very important.
Clickand first fill the 3 mandatory fields:
- Tenant - click and add the Tenant name or if you have already added the Organisation before, then just select from the drop-down list.
- Contract number - used to identify contracts and it can be any combination of numbers and letters. If you do not use numbers or identifiers on your Rental contracts, then just use any marking that helps you and your team recognize the contract.
- Building - select from the list of Buildings you have entered or go back to section 1 and enter the Building first.
Note: Make sure you Save data every once in a while so you do not loose the data you have entered.
Next, fill all the important dates:
- Transfer date - shows when the space is no longer vacant and important because it is used in all vacancy calculations across Moderan.
- Start of rent payments - used in all rent calculations and relevant reports.
- And now add all key dates that you want Moderan to remind you about - if you have them in the contract, we recommend adding End of rental period, Notice period for regular contract termination as well as Guarantee ends and Insurance ends if your tenants have respective obligations in contract. And if you have any other important deadline, you will find a custom reminder option in the Email reminders section.
And now most important, fill the Rent and other fees section.
In the Rental contract view, Rent, all other fees and everything that affects them, are conveniently grouped into one Rent and other fees block. First, you have Rental space, Monthly rent and Rent per m2. After these, Moderan shows all the other fees used in this contract. In Rental contract view and rental contracts list view, you always see currently valid fees. When you click on any of them, you will see all fees in full detail.
- Rental space - usually you want to add it. But if you have a contract that does not have rental space and only has monthly rent (for example, space for telecom roof tower or virtual office agreements in co-working spaces), then you can also leave Rental space empty.
- Monthly rent or Rent per m2 - add only one of these two (the one you have agreed in the contract as primary) and Moderan calculates the other, so you have it for all the reports and statistics.
- Add other fees - if you are using any other fixed fees in rental contracts (for example, Maintenance, Parking or Marketing fees). Click Add other fees in the bottom of the section and you see the table with details for Rent and all other fees (as pictured below).
Note: When rent or fees change, always use button and add the date when Rent or that fee changed. Edit/Delete buttons should only be used if you made an error and want to fix it.
Here you can record Rent and all other fixed fees (those that change less than once per month) and their changes. To add a new fee or add a change in a fee, click and fill the following:
Billing name - pick the one you need. NB! Remember that there can be only 1 active fee of the same name in each contract. If you are using several types of parking fees (for example, Parking and Parking card) or other fees of similar type in the contract, then add each fee type with a different name (see the article on Adding new fee types).
Start date - the date when you start billing this fee. The start date of the 1st Rent is also the Start of rent payments. When you add a new row with the same Billing name, Moderan will interpret this date as marking a change in the same billing type and will automatically archive the same Billing name of previous date. You can also add future agreed changes in rent or fees (for example, step rent or discount periods), because Moderan takes into account the start date - so it archives the previous fees once the next date arrives, and includes the right time-frame and fees into reports.
Basis - select either Fixed amount, By m2 or By units, as per your agreement with the tenant. Then add relevant values (Monthly fee or Fee per m2 or Fee per unit and Units). All fees, where the basis is By m2, Moderan will automatically update, when Rental space is changed (creates new rows for these fees with the respective start dates).
Index - mark this in case this fee must be indexed.
Description - add any notes you need about the change in the fees (examples from customers: step 2 in step rent; agreed 2 months of rent free period).
Rental space - to add a change in Rental space, click on Rental space tab (next to Billing types). The start date of the first Rental space is also the Transfer date. When the size of Rental space changes, click and add the date when the Rental space size changed. Moderan will automatically make relevant updates in Rent and fees that are calculated by m2.
Hint: In the end of Billing types and Rental space lists, old Rent, fees and rental space are shown with grey background - this makes it easier to notice what is current and what is historic. This same "archiving" visual is used elsewhere in Moderan (for example, in Persons and Organizations view to show which Rental contracts have terminated).
And now enjoy the view.
Assets > Properties - here you see an overview of the key metrics for each property. Total Leasable area is calculated from all buildings associated with the property. Vacancy rate, total rental Income from all contracts, Average income per m2 and other metrics are automatically updated every time a relevant date changes or someone makes a change in any of the contracts.
Reports - here you have overviews of Contract deadlines, Tenant changes, Rent and fees calculations, Building performance and many more.
Hint: You can find more details in reports by clicking the little arrows in front of the rows or heading - for example, below you see how in the Tenants by space type report you can use row and heading arrows to see the contract details for each space type.