FAQ

Of course the security and protection of your data is our top priority. The easy­square platform is operated as a solution from the cloud in the PROMOS data centre. The company headquarters and server location are in Germany. Accordingly, easy­square is subject to German data protection legislation, which is among the strictest in the world. Our comprehensive protection mechanisms and security measures are continuously assessed by internal and external experts.

Our guiding principle: We endeavour to handle your data exclusively for the intended purpose and in a confidential manner. The only purpose is to provide the best possible, automated service for you.

The mobile solutions from easy­square work on all common terminal devices. As well as enabling use in the web app, we provide iOS and Android apps. In accordance with Apple’s specifications, the apps only support devices that use TouchID or FaceID. These are all devices from iPad Mini 3 onwards, from iPad Air 2 onwards and all iPhones from 5s onwards.

Our three easy­square apps provide a sophisticated range of functions that support the complete digitisation of professional real estate management. It’s quick and easy. Simply contact us and get started.

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The apps can be used with any ERP system, naturally including SAP^®. To ensure optimal connection of the apps on the easy­square platform with your SAP^® system, we provide you with easy­square workflow, a ready-to-use plug-in solution. With easy­square workflow, all processes and tasks between the app solutions and your SAP^® system can be controlled and managed effectively. All workflows are consolidated in a simple and flexible process landscape.

The app is suitable for all users who want to complete mobile processes conveniently and in a structured way on a mobile terminal device. Typical users are property managers, landlords, caretakers or employees in the technical field.

The app supports all conventional terminal devices for iOS, Android (available from mid-September). The app can also be used on desktop computers with the web app. For better readability and due to the size of the terminal device, we recommend using a tablet.

The app is optimised for an SAP^® connection and the required master data can be transferred to the app. We recommend using easy­square workflow to send the forms between SAP^® and the app based on processes and users and to continue working on the process in SAP^®. A typical application example is the residential property inspection, in which the data recorded on a mobile device is processed further in SAP^® when the inspection results in a maintenance procedure.

The most frequent application case is a change of tenant including an inspection and handover. Other typical uses are in legal safety regulations or defect reporting, with the option to spontaneously record the damage on site by selecting the functional locations. Less frequent use cases include time recording for caretaker tasks or mould inspections.

The app is suitable for all professional users who want to fully digitise their rentals. Existing processes can be performed on the platform conveniently without media discontinuities. Typical users are landlords, caretakers or other employees involved in the rental process.

The app was primarily developed for use in the web app. Processes that need to be completed on the go, such as viewings, are supported on all common terminal devices for iOS and Android. For better readability and due to the size of the terminal device, we recommend using the web app for everyday work and a tablet for mobile processes.

The broker app is optimised for an SAP^® connection, and the required master data can be transferred to the platform. We recommend using easy­square workflow to create the offer data in the SAP^® system as a business partner and rental contract.

The broker app incorporates all the necessary processes for digital rentals. All steps can be completed conveniently on the platform – from marketing the properties and coordinating viewing appointments right through to conclusion of the rental contract.

Tenants can use the app for certain requests themselves, such as a certification of the rental amount or an application to keep a pet, and automatically receive these documents in the app without the need for manual checks. The wealth of information made available in the tenant app from the master data can also prevent follow-up enquiries.

Tenants can notify our support team through a contact form if they experience technical problems with the app. For specific problems regarding the contractual relationship or other enquiries, tenants should contact the real estate company through a message in the tenant app.

Yes, the tenant app can be adapted to a customer-specific design (co-branding). The name of the app, the names of the different areas, colours, the background image and the icons can all be freely configured.

Yes, changes in the SAP^® system automatically appear in the tenant app. In message processing, for instance, processing progress is updated in the app so that tenants always know the processing status of their requests.

The tenant app is provided for Android and iOS devices as standard and can also be used via a browser.

Yes, the tenant app is available in other languages. We can provide an English version of the tenant app, and individual screens in the German version of the tenant app can be automatically translated into various languages at the click of a button.

In order to use all the digital services of your landlord’s tenant app without restrictions, you’ll need to register in advance and then sign in with an individual activation code. Our onboarding process is designed to protect your personal data and is quickly completed in just a few steps. All information about onboarding can be found at https://www.easy­square.com/onboarding/.

No, you do not have to update any data twice. The advantage of the owner app is that the data that is already available in your ERP system is seamlessly transferred to the owner app. Adjustments to master data are also synchronised directly.

The messages from the owner app are processed via easy­square workflow. Targeted division of the tasks ensure that they are delivered directly to the person who is to process them. easy­square workflow guides users through the steps to be completed and enables forwarding of messages, creation of maintenance notifications or correspondence and much more – all combined in a single process.

Yes, the owner app can be adapted to a customer-specific design (co-branding). The name of the app, the names of the different areas, colours, texts and background image can all be freely configured.

The administrator app can be used with any ERP system. There is no classic interface to your system. Instead, data is exchanged based on Excel. This allows you to decide for yourself how often master data should be updated and to use exported data as required. This means it is even possible to use the administrator app autonomously in the background, i.e. entirely without an ERP system, and still utilise all the functions.

To save you time, a master data import feature is available in the administrator app. This allows you to enter your master data directly via an upload. To do so, simply upload your Excel file using the master data import function and your master data will appear in the administrator app.

There is a default administrator user for you. This user has special rights and can, for example, specify who can see which data. You can specify for various teams or individual contacts who has which read or right authorisations.

Of course. The forms for residential property inspections and handovers can be stored for your employees under Templates according to your criteria. As long as your master data was already uploaded to the administrator app in advance, all the necessary data regarding the tenancy is added to the form at a click. With the tenant’s legally compliant digital signature, the form can even be sent to the tenant on site as an e-mail.

Certain functions are also available in offline mode. For example, offline editing of a form already stored in your digital desk is straightforward. You can then send it to an external e-mail address later when you are back online.

It is easy to add your logo and footer to your documents from the administrator app so you can print your forms as a PDF. If you would like extensive co-branding, feel fee to take a look at our co-branding apps.

The tenant or owner must specifically activate the relevant services for themselves. This requires an activation code that you consciously generate and send to the tenant or owner in the manner of your choosing.

You determine which documents from the customer record are displayed in the mysquare app. Tenants can thus have direct access to an operating cost statement or the rental contract as needed. Correspondence conducted in the mysquare app is, of course, always visible to the tenant in the mysquare app.

You have both options. You can decide, depending on the situation or document, whether it is sent to the whole COA or only to one specific owner in the mysquare app.

Yes, this is a fundamental component of the mysquare app. For every type of message, whether defect report or service notification, users can attach documents required for processing. You thus have all the information combined in a single message. If something is missing, documents and attachments can easily be sent later via the chat function.

You can adjust the information in your profile – contact details, opening times, your trade or references – at any time.

To ensure that only professional tradesmen and service providers use the platform, they are required to verify themselves in advance using their tax ID number.

You can decide for yourself who is able to see your profile. Here you have the option of working exclusively with one client or, in addition to commercial searches, also being visible for private users. This allows you to also attract the attention of private individuals to your service offering.

With only a couple clicks, you can select multiple enquiries at once and directly decline them. What’s more, you can use a filter to indicate in advance which kinds of offers you are interested in. This enables a preselection and saves you from having to decline so many enquiries.