Portfolio Overview is a single email that covers every condo you have access to. It shows counts only, grouped by property, so you can see where to look first without opening anything.
It is intended for managers, assistant managers and anyone else responsible for more than one condo. Managemate has switched it on for managers and assistant managers who have access to several condos. For everyone else it is off, and it can be turned on at any time.
If you have access to only one condo, this setting is hidden and you will not find it in your notification settings. Your Daily Agenda covers the same ground for that condo in more detail.
When you will receive it
Portfolio Overview arrives at 6:45 AM (Eastern Time), fifteen minutes ahead of the Daily Agendas, so you can read it first.
You receive one email in total, not one per condo.
It includes only condos you have permission to view, and within each condo, only records you are permitted to see.
Condos with nothing outstanding are left out of the email entirely. A short email means most of your portfolio is clear.
If every condo you have access to is clear that morning, no email is sent. An absent Portfolio Overview is good news rather than a sign that something has gone wrong.
What is inside
The subject line gives you the total across all properties, so you can read it from a notification without opening the email.
Inside, each condo appears as its own block with a link into that condo, and up to four rows of counts.
Due today, covering activities, projects, invoices, and contracts expiring
Starting today, covering activities, projects, and contracts renewing
Overdue, covering activities, projects, and invoices
Needs update, covering unscheduled activities that have gone 14 days or more without a status update, and active contracts that have already expired
A count is only shown when it is one or more. You will never see a zero in this email, and a row with nothing in it does not appear.
What is not included
There is no item detail. Portfolio Overview does not name the activities, projects, invoices or contracts behind each count. This is deliberate. The email is a decision about where to start, not a list of work.
There are no links on individual counts. Each condo has one link. From there, the Dashboard and the Daily Agenda give you the detail.
It is an email only. Portfolio Overview has no in app or push notification option.
How this relates to your Daily Agenda
Portfolio Overview and the Daily Agenda answer the same question at different resolutions. Portfolio Overview tells you which property needs you. The Daily Agenda tells you exactly what is happening at one property.
If you have access to several condos, you receive one Daily Agenda for each of them, all arriving in the same minute. Most managers keep both and read Portfolio Overview first, using it to decide which of those agendas are worth opening that morning.
Both settings are on the same screen, and either can be turned off and back on at any time. Note that your settings apply across every Workspace you have access to, so the Daily Agenda cannot be turned off for some condos and left on for others.
Where to act on Needs update items
The Needs update count is the one most people find useful, because nothing else in Managemate surfaces it. An unscheduled activity has no due date, so it never becomes overdue. It simply goes quiet.
To work through them:
Open the condo using the link beside its name in the email
From the Dashboard, open the calendar
Select the Unscheduled tab
Each activity shows how long it has been without a status update, for example 21 days without a status update
Where an update exists, select View latest update to read the most recent one
Use the Time Without Update sort to order the list
How to turn it on or off
Log in to your Managemate account
Click your user profile icon in the top right of any page, then select View Profile
Select the Notifications tab
Under Reminders, find Portfolio Overview
Turn Email on or off
Green means on. Grey means off.
If you do not see Portfolio Overview in your settings, you have access to only one condo. The setting appears once you have access to more than one.
Your notification settings apply to every Workspace you have access to.
Summary
Portfolio Overview is one email covering all the condos you can access, sent at 6:45 AM
It shows counts only, grouped by property, with a link into each condo
Zero counts are hidden, and condos with nothing outstanding are left out
It is on for managers and assistant managers with access to several condos, off for everyone else, and hidden for users with access to only one condo
Turn it on or off in User Profile > Notifications > Reminders