Training Employees for Self-Storage Software Use

If you have only a few employees who require training, you can inquire about in-house training programs that are usually presented at the software company’s home base. Since this training requires more resources, a fee is usually involved. However, employees will benefit from discussions with others in the class who may have different experiences with the software.

For larger organizations, it might make better sense to have the software company come to you for training. Although it usually requires a fee, the benefit of onsite training is it can be tailored to your specific business needs.

What Will My Staff Learn in Class?

Programs can be customized to the employees in the class depending on your operational needs. Classes should be presented in an interactive session in which the trainer shows how the task or function is performed, provides an example, and then asks employees to demonstrate their understanding. Questions are welcome at any time during the training to ensure that particular issues are not overlooked and employees understand all material covered.

Basic-level training will provide an overview and instruction for performing day-to-day functions required at a facility, such as entering client information, renting units, vacating units and taking payments. For employees who will be primarily working the front desk, this training should be sufficient.

Intermediate training is appropriate for site managers. Depending on your manager’s prior experience with the software, intermediate training will provide the information presented in the basic course, plus instruction on facility/site reports, daily reports and accounts receivable (if required for your site). Here is a great example of how customization of the course can be used. Different facilities have different requirements of their managers—some will handle all of the administrative and AR tasks. Training can cover whichever intermediate tasks you require your managers to perform and at a speed that the manager can follow.

Advanced training covers in-depth accounting and reporting functions. This training is suitable for an owner, accountant or auditor who needs to understand the high-level reporting and financial capabilities of the software. Management software has many reports preprogrammed into the software that can be selected for automatic processing and printing daily, weekly, monthly or yearly. Owners need to understand which reports are needed on a regular basis, and how to read and understand them.

Management software can also report daily totals for accounting purposes. A general ledger is usually built in so that accounts are accurately tracked as account receivables. This feature is customizable and can be transferred into your accounting program. Training how to customize the general ledger during initial setup of your software will go a long way toward ensuring accurate accounting of your facility’s finances.

Karen Goodfriend is the senior technical writer for PTI Integrated Systems, a Chamberlain Group company. PTI Integrated Systems is a developer and manufacturer delivering complete solutions for access control, security and site management to customers worldwide. For more information, call 800.331.6224; visit www.ptiaccess.com.