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Jones Tenant-Vendor User Guide for Tenants

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Jones Tenant-Vendor User Guide for Tenants


Jones is here to give you increased visibility into and control over the
insurance compliance approval process at your building.
Getting Started
Watch the below video for a complete training on how to use your Jones account.
If you need to reach our support team, you can do so at alice@getjones.com. If
you would prefer written instructions, please scroll past the video.





Table of Contents (click the section below):
Invite Vendors
Add a New COI to an Existing Vendor Record
View Current COI for a Vendor Record
Edit a Vendor Record
Archive a Vendor Record
Pre-Approved Vendors
Change Your Email Settings
Add Your Colleagues
Frequently Asked Questions




Invite Vendors:
Inviting vendors is the only action on the Jones platform that you will be
required to take. Therefore, we try to make it as simple as possible. All you
need is a name and email address, and you're all set to invite your vendor. From
there, Jones and your property management team will take over.
Add New Vendor
Once you’re logged in, make sure you're in the “My Vendors” tab. Please note
that if your account is new, there may not be any existing vendor records in
this tab.



Search for your vendor’s name in search bar.



If the vendor name pops up, they are already compliant at your property.
Please Note: These vendors will show up on the pre-approved tab as well.



Click into the vendor name to confirm that the vendor’s insurance does not
expire prior to or during the planned work. No further action is needed; this
vendor is compliant at the property.
Just because a vendor is compliant on Jones, it does not necessarily mean your
property management is aware of any scheduled work. If required, please be in
contact with the property management team directly to let them know when your
vendor will be coming by.



If vendor name does not appear, finish typing out the Vendor’s name, and click
“Add Vendor.”



To add a new vendor with a COI, enter the vendor name (1), email address (2),
and then press “Attach File” (3) to attach a file. Please note you can attach up
to 6 files at a time. One you’ve attached the COI, click “Upload” (4) to send
the COI to be audited.



To add a new vendor without a COI, enter the vendor name (1) and email address
(2), and click “Send Invitation” (3) to send a link to the vendor that will
allow them to upload their COI directly.


Now the vendor’s record will appear as Under Review (A) in the status column
until it is audited by the Jones Team. The status will be Awaiting COI (B) if an
invitation was sent to upload COI. Once audited, the status will either change
to Not Compliant (C) or Compliant (D).



If the vendor is Not Compliant, your property manager will work directly with
the vendor to get them compliant. Once compliant, work may begin.



Add a New COI to an existing Vendor Record:
If you receive updated insurance documents for a vendor, you can add them into
the Jones system yourself by following these steps:

Click on the record you would like to update.



Click on the “COI” icon inside the record.



Choose “Upload New COI.”



Upload your document. Please note you can add up to 6 documents at a time.



You will then see the status change to “Under Review.”





View Current COI for a Vendor Record:
If you need to access the current COI/insurance documents on file for a vendor
record, you can easily do so in Jones.

Click on the vendor record.



Click on the “COI” Icon.



Choose “View COI” from the menu.



This will open the current COI/Insurance documents in a new tab on your
computer.


Edit a Vendor Record:
If you need to change any information associated with a vendor, you may need to
edit the vendor record.

Click on the vendor record you want to edit.



Click on the three dots in the upper right hand corner of the record.



Click “Edit.”



Make any edits you need to, and click “Save edit.”






Archive a Vendor Record:
If are no longer going to be using a vendor, you may need to archive the vendor
record. Archiving a vendor record will retain all of their information, but it
will prevent them from showing up in your regular account view or receiving
notifications from Jones regarding their compliance. It is best practice to
archive any unused vendors.

Click on the vendor record you wish to archive.



Click on the three dots in the upper right hand corner of the record.



Click “Archive.”



Click “Archive” again.



If you wish to view your archived record, go to the drop down menu at the top of
your screen and click “Archived.”



In this section, you will be able to view any records you have archived. To
restore an archived record, click on the record.



Click “Restore.” You will see this record move back into the “Active” section of
your account.






Pre-Approved Vendors:

You may or may not have a “Pre-Approved Vendors” tab in your account. If you do
not have one, this means your account is set up differently, and this is not a
bug.
The vendors in this tab are compliant and ready to do work in your building. You
may use the search bar to look for a specific vendor or service.






Change Your Email Settings:
Jones will send you emails to notify you about various statuses for your
vendors. You can manage which instances you would like to be notified about in
your account.

To change your email settings, click on the circle with your initials in the
upper right hand corner of your Jones account.



From that drop down menu, choose “Settings.”



Toggle the switches on the right to adjust your email preferences.



Click Save!





Add Your Colleagues:
You may want to give your colleagues access to your Jones account. Please note
that if you do, they will have their own login but will have the same account
view that you do.

To add a colleague, click on the person with a plus sign symbol at the top of
your account.



Type in your colleague’s email address, and click “Invite.”







Frequently Asked Questions (click on question for answer):

What are the different Compliance Statuses and what do they mean?

Does Jones check for my company’s insurance requirements as well?

What sort of emails do vendors receive from Jones?


Did we miss something? Not to worry! Just email our support team at
alice@getjones.com




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