VTS FAQs

(Read Time: 3 Minutes)

Adding Buildings to VTS

Users with a Broker Subscription can add new assets to their portfolio at their convenience, right in VTS.If you are interested in a broker subscription with VTS, please reach out to [email protected]!

If you are an owner, please see: How to onboard a new asset.

If you know the asset already exists in VTS, you can reach out to the Account Admin to request they add you, or you can search for the building and Request Access yourself.

As a broker, you can add a building real time from the Assetstab by selecting the "+ Asset" button in the upper right corner of the page:

[email protected]

You'll then be presented with a building address field. As you type, the address field will populate with known results from Google’s Address Database. Once you see the building’s address, simply select it to proceed to the next step.

The next page allows you to enter building details, including building name, owner, rentable building area (RBA), number of floors and property type - all of these fields are optional and can be edited later!

Before you are ready to save and add this asset to your portfolio, you need to select the “Team” dropdown, which should match your company’s VTS account. If you do not see a dropdown option, please reach out to VTS Support at [email protected].

Requesting Access to Existing Buildings

You also have the ability to request access to existing assets in VTS through the same “+ Building” function. If the property at this address already exists in VTS, you will see a “Request Access” icon appear at the bottom righthand corner of the page. Please refer to the following article for a more detailed overview of the request access process: "Request Access" Overview

Continue Learning

How Do I Edit Building Details?

How Do I Add a Floor?

How to Create & Manage Office Parks

How to Create and Manage Saved Portfolios

Something we missed? Message us by clicking the green "Help ?" icon at the bottom left of your screen or email us your question/suggestion at .

This glossary describes the terminology used throughout the proposal form and is a good place to get started learning more about entering Deal Terms in VTS.

Jump to a section:

A - B - C - D - E - F - G - H - I - J - K - L - M - N - O - P - Q - R - S - T - U - V - W - X - Y - Z

A

B

Base Rent (Headline Rent)

Per unit rent paid over the configured amount of months

Building Improvements (BI)

The amount allocated by landlord to improve the space or building for the tenant

C

Capital

Total cash being paid out as part of costs associated with lease TI + BI + Other Fees + Commissions

Commission Period (Commission Scales)

When commission percentage will be applied at a different rate during the term of the lease, the user can specify the start month that the percentage is applicable for. The percentage is applied between the start month and the next commission period start month.

Commissions

Commissions Value paid to Landlord and Tenant brokers on the deal, can be calculated on a $/sf, Net \%, Gross \%, or # of Months or entered as a total Total = Commissions Amount for Landlord Rep + Commissions Amount for Tenant Rep

Commissions - Gross

When commissionis calculated as a percentage, commissionable rent includes recovery rent from expenses ( See Commission Calculation article for more information )

Commissions - Net

When commissionis calculated as a percentage, commissionable rent does not include recovery rent from expenses ( See Commission Calculation article for more information )

Concessions

Total value of costs incurred by the landlord to incentivize the tenant

Calculation: Free Rent + TI + BI + Other Fees + Commissions

D

Deal Type

Deal Type Defines tenant's relationship to the space (i.e. New, Renewal, Extension)

E

Escalations (Esca)

Increase applied to the base rent price at configured intervals over the length of the lease

Expenses

Value of expenses that will be paid out by thelandlord

Calculation: Expense (1) $/sf + Expense (2) $/sf ... + Expense (n) $/sf

F

Final Proposal

Terms are the final round of negotiations and have been agreed upon by both parties, usually used on terms that are in a signed LOI

Free Rent

Rent Free Months of zero or partial rent during the term of the lease

Free Rent - Gross

The tenant is not responsible for paying their share of expenses during the free rent period. Even if the expenses are net, the tenant is not charged for expenses during this time.

Calculation: Free Rent = (total rent during free rent duration) * \% Free + recovery income

Free Rent - Net

The tenant is responsible for paying their share of expenses during the free rent period.

Calculation: Free Rent = (total rent during free rent duration) * \% Free

G

Gross Rent

Value of revenue from base rent, escalation, & recovery income

Calculation: Yearly value of First Base Rent + Opex Recovery / size

H

Health Ratio

For Retail, how much rent the tenant has to pay vs sales they generate. The lower the rate the more able they are to afford their lease.

Calculation: Year 1 Base Rent / Annual Sales (Year 1)

I

Income

The total value of incoming payments to landlord over the term of the lease

Calculation: (Base Rent + Escalations - Free Rent) + Recoveries + Other Income + Percentage Rent

Internal Rate of Return (IRR)

The return on money spent for the term of the lease

Calculation: IRR(NCF (month 1)... + NCF (month n), 0.1) * 12

J

K

L

Label

Free-text entered by theuser to distinguish proposals

Landlord Proposal

Terms were proposed by Landlord or broker representing the landlord

Lease Commencement Date (LCD)

Start of the lease, defined in the lease document. Usually designates when thetenant is entitled to the space.

Lease Execution Date (LED, Lease Completion Date)

Date lease was or will be executed by lawyers

Lease Expiration Date (LXD)

VTS calculated expiration date Commencement date + term length

Lease Info

Lease Info Guarantor, Tenant Notice Info, Lease Drafter, Certificate of Insurance, or Other non-economic details included in a lease document

Lease Type

Lease rent and recovery structure label **has no effect on calculation**

Lease Type - Full Service Gross

Tenant pays a gross rent amount to the landlord, the gross rent includes anything the landlord will recover on expenses, the tenant does not pay part or whole expense amounts. This field does not affect the calculation of expense and recovery amounts, it is only a label, see 'Recovery Type' for calculations

Lease Type - Modified Gross

Tenant pays some portion of expenses back to the landlord in addition to gross rent, usually, tenant pays their share of expenses above a set amount. This field does not affect the calculation of expense and recovery amounts, it is only a label, see 'Recovery Type' for calculations

M

N

Net Cash Flow (NCF)

Net cash incoming over the length of the lease:

Calculation: Base Rent + Escalations - Free Rent + Recoveries + Other Income + Percentage Rent - Ti - BI - Commission - Other Fees - Expenses - Remaining Lease Obligation

Net Effective Rent NER

The normalized value a tenant will pay per period to the landlord over the length of a lease considering Net Present Value

Calculation: PMT(Discount Rate/12,Term(mo), NPV, Future value(0), 1 (beginning of month payments))

Net Effective Rent vs. Budget (NER vs. Budget)

Net Effective Rent as a percent of NER of budget

Calculation: NER/sf/yr / NER/sf/yr (of budget)

Net Effective Rent vs. Last Offer (NER vs. Last Offer)

Net Effective Rent as a percent of NER of the previous proposal entered

Calculation: NER/sf/yr / NER/sf/yr (of last offer)

Net Effective Rent without Building Improvements (NER w/o BI)

The normalized value a tenant will pay per period to the landlord over the length of a lease considering Net Present Value where the NPV does not include BI costs

Calculation: PMT(Discount Rate/12,Term(mo), NPV-BI, Future value(0), 1 (beginning of month payments))

Net Present Value (NPV)

The present value of the net cash flow given the time value of money

Calculation: NPV(Discount Rate/12, NCF (month 2)...+NCF (month n)) + NCF (month 1)

Net Rent

Value of revenue from base rent, escalation, - recovery income

Calculation: Yearly value of First Base Rent + Opex Recovery + (Opex Expense) / size

O

Options/Rights

Options & Rights for the tenant or landlord listed as clauses in the lease document

(Options/Rights) Types

Types Category of Option/Right

Other Fees

Fees landlord will pay as part of concessions, total or per area

Other Income

Per unit amount paid to landlord over a duration of the lease term, can be specified as 'Parking', 'Storage', or 'Other'.

P

Payback

The number of months it takes for the landlord to earn back what they had to pay out as costs of the deal.

Calculation: Number of the month where cashflow becomes positive.

Percentage Rent (Turnover Rent)

Rental income based on retail sales paid to the landlord in addition to Base Rent & Escalations. This is negotiated to be paid only after some minimal value of sales is hit.

"Natural Breakpoint = Total Base Rent / Overage Percentage

Percentage rent/mo = (Percentage * Monthly Retail Sales)

Monthly Retail Sales = (Annual Retail Sales * Annual Sales Growth) /12"

Proposal Date (Date Entered)

Date controlled by users that represents when theproposal was entered, sent, or received. Automatically defaults to the current date.

Proposal Notes

Free text field for theuser to add notes

Proposal Type

Designates which party the terms were proposed by OR if theproposal is one of many options or is the final agreed upon terms

Q

R

Recoveries

Value of expenses that will be paid to landlord by the tenant

Calculation: Expense (1) Recovery $/sf + Expense (2) Recovery $/sf ... + Expense (n) Recovery $/sf

Recovery Method - Amount

When calculating recovery on an expense, assume theuser defined amount is recovered

Calculation: Recovery = Recovery Amount $/sf/yr

Recovery Method - Gross

When calculating recovery on an expense, assume no amount is recovered

Calculation: Recovery = $0/sf/yr

Recovery Method - Net

When calculating recovery on an expense, assume the entire amount is recovered

Calculation: Recovery = Expense $/sf/yr

Remaining Lease Obligation (RLO)

Per unit value of a Tenant's previous lease with the same landlord. Landlords use this to offset the rental income from the renewal with the rent from the previous lease that they will no longer receive from the tenant.

S

Scenario

Terms are a version of the deal that was proposed with more than 1 scenario, this is usually when someone proposes terms for longer and shorter terms (i.e. 5 and 7-year version of the proposal)

Size

Total area for which the income and costs of the term apply. Correlates with the physical measurement of the space.

Spaces

Space or spaces for which the income and costs of the term apply (synonymous with: suite & unit)

T

Tenant Improvements (TI)

Capital Contributions Amount paid to thetenant to improve the space

Tenant Proposal

Terms were proposed by tenant or broker representing the tenant

Tenant Risk

Tenant Risk Type, Amount, and Description of Money paid to landlord outside of lease cash flow to mitigate the risk of leasing to tenant

Term

Duration of thelease in months

Total Rent

Amount of income that will be realized as "rent" Total value of Base Rent + Escalations - Free Rent

Triple Net

Tenant pays their share of expenses back to the landlord in full.

This field does not affect the calculation of expense and recovery amounts, it is only a label, see 'Recovery Type' for calculations

U

V

W

X

Y

Z

(Read Time: 2 Minutes)

If you are unable to log in to VTS, please see the list of reasons below and jump to the appropriate section for further guidance.

Note: VTS does not have access to see your password, nor do we have the ability to change it. This is for your security and ours!

Jump to a section:

I Don't Remember My Password

My Password Isn't Working

VTS Is Asking Me To Reset My Password, But I Don't Remember My Current Password

My Account Is Locked

I Am Not Receiving My Password Reset/Unlock Email

I Use Single Sign-On (SSO) and It Is Not Working

1. I Don't Remember My Password

If you do not remember your password, you will need to reset it. To do so, select the Forgot Password link on the VTS sign in page:

[email protected]

Once you click this link, you will be required to put in your email address and then request to reset your password:

If you have an active VTS account, you will receive an email with a link to reset your password.

Note: This link expire after two hours and will only work once. So if you need to generate a new reset link, simply repeat the Forgot Password workflow.

If you are not receiving the password reset email, please refer to section 5 below.

2. My Password Isn't Working

If you are attempting to log in and the password you have saved isn't working, there are a few things to check:

Is your password being auto-populatedby your browser or some other plugin? If so, it could be auto-populating incorrectly. Try manually typing in your password to see if that works. If not, please follow the steps outlined in the first section to reset your password.

Make sure that your email address has been entered correctly. Check for typos and/or extra characters and spaces.

Are you seeing the "Your account has been disabled. Please contact [email protected] for assistance" message? If so, it means that your account has been disabled. This can happen for a number of reasons, so please reach out to [email protected].

3. VTS Is Asking Me To Reset My Password, But I Don't Remember My Current Password

If you attempt to log into VTS and are taken to a screen requiring you to reset your password, it is because your company or one of your clients has a setting enabled that requires you to reset your password every two months.

Doing so requires you to type in your current password along with a new password. If you don't know or remember your current password, you will need to work around this requirement to get your password reset and logged in.

Open a private browsing window. In Chrome, this is called "Incognito" and can be done by pressing ctrl+shift+N on your keyboard. In Internet Explorer (IE11 or later), you can press ctrl+shift+P.

Navigate to app.vts.com and click the Forgot Password link on the login page. Follow the steps to request a password reset.

Once you receive the password reset email,do not click the link.Instead, right-click the link and copy it.

Go back to your private browser from step 2, paste the link, and go. This will take you to a password reset page where you do not need to enter your current password.

Set a new password and save.

Once complete, return to your normal browser, refresh the page, and log in using your new password.

4. My Account Is Locked

The only way for an account to become locked is if there have been three unsuccessful login attempts in a row.

If you find that your account is locked, please check your email inbox for an email titled "Unlock Instructions" from [email protected]. This email email contains a link to immediately unlock your account.

5. I Am Not Receiving My Password Reset/Unlock Email

Since these emails are automatically generated, they can sometimes be flagged as spam by email clients.If you do not receive the password reset or unlock email, please check your spam or junk folders.

If you've checked in those folders and the email is not there either, please reach out to [email protected] for additional support!

6. I Use Single Sign-On (SSO) and It Is Not Working

Because of the nature of SSO, there are many different set-up configurations that can change how SSO specifically works for your account. The first thing to check is whether you are using the same email address to log into VTS as you use to log into your company's domain. These email addresses should always match.

If you are using the correct email address and SSO is still not working for you, please reach out to [email protected] so we can look into things further with you.

Something we missed?Message us by clicking the green "Help ?" icon at the bottom of your screen or email us your question/suggestion at.

Learn new ways to utilizeVTS and gain insight from various VTS experts in one of our webinars. Sign up below and make sure to subscribe to this page to be notified when new webinars and dates are announced!

Subject

Time

VTS 101

VTS 101 is geared towards all new users of the VTS platform.

We will cover:

Navigating the platform

Managing your deal pipeline

Managing properties

Reporting

VTS 101

Thursdays @ 2pm ET

UK:VTS 101 for Agents

This webinar overviews best practices for reporting to clients through VTS. We will demonstrate how to:

Navigate the platform

Log enquiries and update interest to clients

Generate interest schedules

UK: VTS 101 for Agents

Wednesdays @1pm GMT

Below, you will find a number of videos to help you become more familiar with using VTS.

Simply click the video thumbnail to be taken to the viewing page.

Accessing VTS

Assets Tab

Leases Tab

Deals Tab on VTS

Deals Tab: Pro Tips

Site Plans on VTS

TRM overview

Tenant interactions on VTS

TIMS/Comps

Lead-->Deal-->Tenant