Yardi Breeze
By Yardi Systems, Inc
Yardi Breeze typical implementation process:
Initial Consultation & Planning: Yardi Breeze begins with a kickoff meeting to understand your business needs, define goals, and outline the implementation plan.
Data Migration & Validation: The team assists with migrating your existing data, cleaning and validating it to ensure accuracy and compliance with data standards.
System Configuration: Application settings are customized to match your property types, leases, management structure, and operational workflows.
User Setup: Roles and permissions are organized, and user accounts are created for your team.
Training: Yardi provides live webinars, on-demand videos, and hands-on training sessions to ensure your team is confident using the system.
Testing: The setup is thoroughly tested to confirm all features and data work as expected before going live.
Go-Live: Once validated, the system is launched, and your team begins using Yardi Breeze for daily operations.
Post-Launch Support: You receive six weeks of hands-on onboarding support, plus ongoing access to live chat, help center resources, and technical assistance.
Process Optimization: Consultants can help you streamline workflows, automate routine tasks, and set up advanced reporting as you use the software.
Yardi Breeze can be customized to fit specific business needs across multiple areas of property management. Here are the key data points demonstrating its customization capabilities:
Custom Expense Pools: Users can create custom expense pools to allocate costs according to their unique accounting structures.
Flexible CAM Schedules: The platform allows the setup of flexible Common Area Maintenance (CAM) schedules to match various lease agreements and property types.
Customizable Investor Statements: Unique, customizable investor statements can be generated to meet specific reporting requirements.
Custom Lease Templates and Addenda: Lease templates and addenda can be created and tailored for different tenant or property types.
Custom Reporting: Both standard and ad-hoc reports can be created, enabling users to modify financial and operational reports to fit owner or stakeholder preferences.
User Roles & Security: Access can be restricted and customized at the user, property, or role level, ensuring sensitive data is only visible to authorized personnel.
Integration Customization: Yardi Breeze consultants can customize integrations with other Yardi products (like RentCafe) and third-party tools, automating workflows and connecting systems as needed.
Workflow Optimization: Payables, receivables, tax compliance, leasing, marketing, and maintenance workflows can be optimized and automated to align with your business processes.
Critical Date Alarms: Users can set up customizable email or pop-up alerts for important events such as rent escalation, lease expirations, or compliance deadlines.
Document Management: The system allows for custom document storage and organization, supporting integration with enterprise content management solutions.
Inspection Templates: Property inspection templates can be configured for recurring or on-demand inspections, tailored to property or regulatory needs.
Owner and Resident Portals: Portals can be configured to display specific information, documents, and features relevant to different user groups.
Vacancy Advertising and Rental Applications: Rental application forms and vacancy syndication can be customized for different property types or marketing strategies.
Maintenance Workflows: Maintenance request systems and task assignment processes can be set up to match the operational structure of your business.
Portfolio and Lease Administration: The platform supports custom tracking for leases, subleases, and owned properties, with tailored dashboards and data views.
Regulatory Compliance Tools: Compliance workflows can be adjusted to meet FASB, Sarbanes-Oxley, and other regulatory requirements.
Yardi Breeze provides a suite of training and support options for new users, ensuring a smooth onboarding and ongoing user experience:
Training for New Users
Free Live Webinars: New and existing users can attend unlimited live training webinars every month. These sessions cover a wide range of topics, from basic navigation to advanced features like tenant lifecycle management and using integrated tools such as RentCafe. Webinars are regularly updated and available on demand, allowing users to learn at their own pace or attend live for interactive Q&A.
Personal Demos: Prospective and new users can schedule one-on-one demos with Yardi Breeze team members, who provide tailored walkthroughs and answer specific questions.
Self-Paced Learning: Yardi Aspire On Demand offers hundreds of self-paced eLearning courses on core topics like online payments, maintenance, and affordable housing. These courses are accessible 24/7, enabling users to learn whenever it fits their schedule.
Video Training Library: A robust library of short, topic-specific training videos is available through Client Central, covering everything from setup to advanced reporting.
Tailored Learning Plans: Role-specific and competency-based learning plans can be assigned, ensuring each user receives training relevant to their responsibilities.
Support for New Users
In-App Chat Support: Users can access instant help via a chatbot directly within the Yardi Breeze interface, which connects them to the support team for quick responses to questions or issues.
Help Center: The integrated help center offers searchable articles, how-to guides, instructional videos, and troubleshooting resources. Users can find answers to common questions or explore step-by-step tutorials.
Email and Ticket Support: For more complex issues, users can submit support tickets or email the Yardi Breeze team for assistance.
User Forums and Communities: Yardi Breeze users can participate in online forums and user groups, sharing best practices and learning from peers.
Optional In-Person Training: For organizations needing deeper or more customized onboarding, Yardi and its partners offer in-person or remote instructor-led training sessions (often at an additional cost).
Key Points
All core training and support resources (webinars, chat, help center, video library) are included in the standard subscription.
Training is designed to be accessible and flexible, supporting multiple learning styles and schedules.
Yardi Breeze implements a comprehensive set of security measures to protect user data, leveraging both advanced technology and industry best practices:
Data Center Security
Data is hosted in a network of secure, global data centers with 24/7 monitoring, biometric screening, video surveillance, and on-premises security personnel to prevent unauthorized physical access.
Encryption
Automatic encryption is used for data both in transit (using Transport Layer Security, TLS) and at rest. This ensures that sensitive information is protected whether it's being transmitted over the internet or stored on Yardi’s servers.
Encrypted cookies and database validation are used for each client-server request, adding another layer of security.
Network and Application Security
Multiple firewalls and Intrusion Prevention Systems (IPS) are deployed to block unauthorized access and detect suspicious activity.
Regular penetration testing and third-party security audits are conducted to continually assess and enhance network security
Anti-virus, anti-malware, and data loss prevention software are in place to guard against threats.
User Access Controls
Granular user permissions allow administrators to set multiple levels of access for users or groups, ensuring only authorized personnel can view or modify sensitive data.
Single Sign-On (SSO) integration and front-end security administration simplify secure user management.
Password policies (complexity, expiration, and inactivity log-off) can be enforced by administrators to strengthen account security.
User login credentials are encrypted and validated against secure databases.
Data Recovery and Redundancy
Disaster recovery protocols and redundant infrastructure ensure data is backed up and can be restored quickly in case of hardware failure or other disruptions, supporting 99.9% application availability.
Compliance
Yardi Breeze complies with major industry standards and regulations, including PCI, SSAE 18, Sarbanes-Oxley, and HIPAA for health data, ensuring that data handling meets strict legal and industry requirements.
Safe Harbor Principles are followed for EU data transfers, and clients have access to their data for correction or deletion as needed.
Administrative, Technical, and Physical Safeguards
Administrative controls include policies and procedures for data protection and privacy.
Technical safeguards involve the use of industry-standard encryption, firewalls, and intrusion detection.
Update management is fully automated:
All updates are deployed automatically to the cloud-based platform, requiring no manual intervention from users. This ensures that every client always has access to the latest features and security enhancements without needing to schedule downtime or perform installations.
Users are notified of new features and changes via in-app notifications, release notes, and the Help Center. Detailed lists of new features and enhancements are made available in the Help Center under "Updates and New Features".
Yardi Breeze’s policy on data ownership and portability is clear and client-centric:
Data Ownership
You own your data. Any data you enter into Yardi Breeze—such as property, tenant, or resident information—remains your property. Yardi does not claim ownership over client data; it merely hosts and processes the information on your behalf.
You are responsible for your data. It is your sole responsibility to preserve, copy, or export any data you may need for legal, regulatory, or operational reasons. Yardi provides the tools for you to copy, delete, and export your data at any time using standard software features.
Data Portability
Data export is supported. You can export your data at any time through the platform’s built-in functionality and reports. This enables you to retain your information or migrate it to another system as needed.
Time limits after termination. Upon termination of your license or account, you have a 45-day window to access and export your data. After this period, all data related to your use of Yardi Breeze will be permanently deleted and cannot be recovered. It is your responsibility to save any data you wish to retain before this deadline.
No data delivery service. Yardi will not deliver your data to you after termination; you must use the platform’s export features while your account is active.
Compliance and Rights
GDPR and data subject rights. Yardi Breeze supports data portability and management in line with GDPR requirements. You can export your data in standard formats (e.g., HTML, JSON), and you have the right to delete your personal profile at any time.
No sale of personal data. Yardi does not sell client or tenant data to third parties.
Yardi Breeze offers flexible terms for scaling up or down based on your organizational needs, primarily through adjustments in the number of managed units. Here are the key points regarding scaling and billing:
Adjust Unit Count Anytime: You can increase or decrease the number of units you manage at any time during your subscription. Your monthly charges will be based on the actual unit count for the month, reflecting any changes made.
Monthly Minimums Apply: Even if you manage fewer units than the minimum monthly threshold, you will be charged the minimum monthly fee. For residential portfolios, this minimum is $100 per month; for commercial or mixed portfolios, it is $200 per month; and for Breeze Premier, the minimum is $400 per month.
Billing Based on Usage: Billing is monthly (for Breeze) or annual (for Breeze Premier), and charges automatically adjust to your current unit count each billing cycle. This means as you scale up or down, your fees scale accordingly, subject to minimums.
No Setup or Termination Fees: There are no setup fees when scaling up, and you can cancel or reduce your subscription within contract terms. For Breeze Premier, if you terminate after the 30-day trial period, you remain responsible for fees through the end of your contract term.
Upgrade Path: If your business grows beyond Breeze’s capabilities, you have an easy upgrade path to Breeze Premier or the more advanced Yardi Voyager platform, which supports larger and more complex portfolios.
Terms and conditions for contract renewal and cancellation for Yardi Breeze and Yardi Breeze Premier
:
Contract Renewal
Automatic Renewal: After your Initial Term of one year, your Yardi Breeze license automatically renews for subsequent one-year terms unless you provide notice of cancellation.
Monthly Plans: For certain plans, such as those summarized for Breeze (not Premier), the agreement may renew monthly unless terminated with advance notice.
Notice Required: To prevent renewal, you must provide Yardi with written notice of cancellation at least 30 days prior to the contract expiry date.
Cancellation Terms
Trial Period: If you cancel within the first 30 days of your Initial Term (the "Trial Period"), you will not be charged for software use, but you are still responsible for any additional service charges (e.g., tenant screening).
Post-Trial Cancellation: If you cancel after the Trial Period but before the end of the current term, you remain responsible for all fees and charges through the end of that term. Access to the software and your data continues until the term expires, after which both are immediately terminated.
How to Cancel: To cancel, you must contact Yardi by phone or send a written notice to their designated address.
Data Access After Cancellation: After your license ends, you have a 45-day window to recover or export your data. After this period, all data is permanently deleted and cannot be recovered. It is your responsibility to save any data you may need before this deadline.
Re-licensing: If you re-license within 45 days after cancellation, you may be able to recover some data, configurations, and settings, but this is not guaranteed.
Yardi’s Right to Terminate
Yardi may terminate your license for material breach of the Terms of Use, legal or regulatory violations, improper use, or non-payment. In such cases, Yardi will attempt to notify you but may act immediately if required.
If payment is not received and your account is not brought current within 45 days of notice, your license and data access will terminate, and all data will be permanently deleted.
Other Key Points
No Prorated Refunds: If you terminate after the Trial Period, you are still responsible for full payment through the end of the term; there are no prorated refunds.
Yardi Breeze meets a range of compliance standards and regulatory requirements, particularly for the property management and affordable housing sectors. Here are the key compliance standards and frameworks supported by Yardi Breeze and Yardi Breeze Premier:
Affordable Housing Program Compliance
Low Income Housing Tax Credit (LIHTC): Yardi Breeze includes compliance workflows and forms for LIHTC programs in all 50 U.S. states, supporting accurate certification and reporting.
HUD 50059: The platform supports compliance with HUD 50059 requirements for subsidized housing, including necessary forms and workflows.
HOME and Rural Development Programs: Yardi Breeze provides tools and documentation to ensure compliance with HOME and USDA Rural Development (RD) program requirements.
File Reviews and Verification: Integrated services (such as Yardi Verification Services and RightSource) help ensure certification files are complete, accurate, and audit-ready, reducing compliance errors and supporting fast, accurate reviews.
Data Protection and Privacy Compliance
Safe Harbor Certification: Yardi has received Safe Harbor Framework compliance certification, assuring clients—especially those in the U.S. and Europe—that their sensitive information is protected to high standards.
AML and KYC: Yardi Breeze Premier requires compliance with Anti-Money Laundering (AML) policies and Know Your Customer (KYC) processes, especially for payment processing and financial transactions.
Data Ownership and Portability: Clients retain ownership of their data, which can be exported at any time, supporting compliance with data protection standards and regulations.
Other Regulatory and Industry Standards
