Complying with annual safety notice mailings has never been easier! Meet the new mailings features coming to InCheck in early February, designed directly with input from NYC property management teams.

Requirement Reminders

For NYC owners and managers, mailings season isn’t just about the mailing. In fact, sending out the mailing is just the start of a multi-step process.

While basic mailers include questions about lead paint & window guard safety plus building-specific and general fire & emergency information, many teams choose to include additional questions about stove knob covers & FDNY back-of-door notice requirements to comply with those separate (but related) laws.

Here’s a general timeline as a refresher:

• Mailings are sent to residents between Jan 1 – Jan 15
• From Jan 15 – Feb 15, residents are required to provide responses. And starting this year, owners/managers must remind them
• Starting Feb 16, teams must attempt to get information from non-responsive units
• On Mar 1, teams must draft and send a letter to DOHMH including details on attempts for non-responsive units

Throughout the above checkpoints (and beyond), lead paint inspections must be performed, stove knob covers and window guards must be provided and installed, and FDNY back-of-door notices must be provided and in place based on resident responses.

Of course, all attempts, reachouts, information gained, and work completed must be rigorously documented and saved. This is especially critical given the prevalence of agency audits.

Teams can use tools in SiteCompli and InCheck to track details throughout the mailings process. We also wanted to make sure that your InCheck Mobile App was easier to use than ever during mailings season. Read on to see what new features you’ll be able to use onsite.

High Level Response Data

Teams using InCheck can trigger and assign mailings related work, including follow-up inspections, to building teams collecting information onsite. Now, it’s even easier for those teams to see high-level response information for buildings and individual units:

• Left image: Property-level dashboard widgets give your team quick response and attempt metrics for every building
• Right image: The new Mailings page surfaces that same high-level data, in addition to color coded markers for each unit so you can easily see where action is required

Quick Selection For Bulk Attempts

Teams familiar with our Smart Inspections Log (for tracking manual form delivery and inspection attempts) can now replicate that process directly in the InCheck App!

You can now quickly mark attempts as you deliver additional notices and try to inspect non-responsive units. Navigate to the mailings page for your chosen building, check off the relevant units, and click Mark As Attempted to document your visits:

 

Individual Response Details

Now, it’s even easier to see (and take action on) response details for individual units. Here’s what clicking into any of the above individual units at a property looks like:

• Left image: When a response is submitted, it’s marked green (good to go), and any response data for lead paint & window guard information is immediately visible
• Right image: When a response hasn’t been recorded yet, red indicators let your team know action is required for that unit

You can easily take action from this unit information page, too – just scroll to the bottom and click Record Attempt. You can also add notes, photos and videos, or trigger work directly from any unit mailing record.

These new annual safety mailings features will be available to your team in early February, so stay tuned for upcoming release news.

Want a quick overview of all the new functionality? See it in action here:

 

You can also join us for our webinar on February 11th, where we’ll review new functionality & answer your questions live – click here to register, or watch on demand afterwards!