Functions and Features of the Building Profile

Functions and Features of the Building Profile

The Building Profile serves as a central hub where Strata Managers and other stakeholders can access the latest information about their building.

Contents

• View the Building Profile
• Profile Photo
• Switch Plan Number
• Notes
• Rules 
• Financial Summary
• Jobs
• Providers
• Noticeboard 
• Meetings 
• Contacts
• Important Documents 
• Building Services 

View the Building Profile

Strata Managers can view the Building Profile by going to the Buildings page and clicking the Building Address and the Plan Number. 

The Building Profile can also be accessed by clicking the Plan Number from the Document and Finance pages.  

When the Building Profile opens, users can view essential property details, including the building rules, important documents, and a summary of recent Work and Quote Request

Profile Photo 

If a Building or Plan number has an existing photo saved in Strata Master this will be imported directly to the Portal to be visible on the Building Profile Page.

Strata Managers can also manually upload a photo of the building.

When clicked, it will open an 'Upload' window. Browse saved images and select an image to upload, or 'drag and drop' photos onto the shaded area then click 'Save'.

Multiple photos of the building can be uploaded and viewed in a gallery on the Building Profile.

If there are multiple photos in the gallery, Strata Managers can select the main image by clicking the 'Replace'.

View the images in the gallery by clicking the arrow on the left or the right to move to the next or the previous image. Click Delete to remove an old photo of the Building. 

If the Strata Organisation has not yet uploaded a photo of their building, the portal will display the default placeholder image for these buildings.

Switch Plan Number

Strata Managers can view and manage multiple properties via the 'Switch plan number' feature.

Click 'Switch plan number'  and select an address on the drop-down menu to toggle between Building Profiles.

Notes

Strata Managers can click the 'Notes' tab to view all notes for the Building. 

Strata Managers can edit and add new notes. Notes added from this page will be automatically displayed on all Jobs for the building. Notes may be Internal or Public.

Rules

The Rules section displays all Building Rules for the plan.

Strata Managers can navigate to the Regular Invoices tab to review invoice processing rules and quickly identify internal approvers from the Organisation and external approvers from the Building Contacts.

The History Log provides a record of all changes made to Invoice Rules. 

Users can also view the First Approver, the required external approval amount, and the number of external approvers needed. Only the assigned Strata Manager for a plan or an Organisation Admin has permission to modify these rules.

Click the Recurring Invoices tab to view Recurring Rules set by providers with defined invoice limits or GL Codes, enabling automatic processing for invoices within a specified range. With Recurring Rules, an invoice can be sent directly for payment after approval by the First Approver, bypassing the rest of the approval process.

View the Recurring Rule History for all changes to recurring rules.

Click the Documents Sharing tab to access document categories shared with building stakeholders. Document rules determine which categories are automatically shared with specific user types.

Click the Job Rules tab to view the rules established for building requests. In this section, Strata Managers can set a Price Limit for all Work Requests and add Custom Job Rules, which will be displayed on Work and Quote Requests based on the visibility settings.

Building Rules may also be viewed on a Document or Invoice page.

On the document page, select a file, click the three dots in the top right, and choose Building Rules. For invoices, follow the same steps on the invoice page.

Alternatively, on the invoice page, scroll down to the Approvers box and click the 'View Rules' link to see the Building Rules.


 

Note: Clicking 'View Rules' will allow Strata Managers to view the Building Rules but not make changes. If updates are needed, go to the Building Rules from the Building Profile.

Financial Summary 

In this field, Strata Managers can view the bank account balances for the building such as Total bank balance, Admin funds and Capital works fund. 

Jobs

Under 'Jobs', Strata Managers can view a list of upcoming and completed jobs

Click 'View All' to view all the jobs under the Jobs page. 

Providers 

Under Providers, Strata Managers can view the Preferred and Excluded provider lists for buildings.

The Preferred list is set in Strata Master.

Strata Managers can add providers to the Excluded list by clicking the plus icon.

An Excluded Service Provider can still be assigned to a request if the user unchecks the 'Do not limit results to Building Exclusion' box when selecting a provider on the Add Trade page of a new request.

Noticeboard

The Noticeboard acts as a central platform for Strata Managers to post and view important building announcements, ensuring that updates are readily available to residents and stakeholders.

Notices can be either Text Notices or Document Notices. Users can also add images can enhance the notice and visually convey its message.

Meetings 

The Meetings section displays both upcoming and completed meetings for the building. Users can access meeting agendas, building details, links to online meetings, and any attached files, if available.

Contacts

The Contacts section on the Building Profile page lets you view and manage all people associated with your building, including Building Management, Team Members, Strata Members, and Guests. Each tab displays key details such as name, role, contact information, and status (Active or Invited).

Building Management – Lists building managers responsible for operations and maintenance.

Team Members – Includes internal staff who assist in managing the building.

Strata Members – Displays owners, tenants, or occupiers with lot and role details.

Guests – Shows external users with temporary building access. 

Add a Contact

To add a new contact:

1. Click the “+” icon in the top-right corner of the Contacts section.

2. Choose from:

   • Building Manager

   • Team Member

   • Guest Access

3. Enter required details: Email, First Name, and Last Name.

4. Adjust permissions if applicable.

5. Click Send Invitation to complete.

Edit Contact Permissions

When adding or editing a Building Manager or Team Member, you can toggle permissions to control access:

• Receive Job Notifications – Get alerts for new work or quote requests.

• Approve Invoices – Approve uploaded invoices for processing.

• Edit Building Settings & Profile – Manage building details and settings.

• Enable Maintenance Management – Turn on maintenance management for trade requests.

For more information, please see Managing Contacts in the Building Profile Page

Important Documents

Under 'Important Documents', Strata Managers can view files that have been flagged as important or useful for Owners.

Owners can quickly access these files and read through them on demand.

Click 'View All' to navigate to the Documents page. 

Under this field, they can also access Levy Notices or generate Financial Reports for the building. 

When a users add a document directly to the Important documents section, the system automatically assigns it to the “Important Documents” category.

If needed, this can update or change this category at any time from the document’s page. This ensures that the files are properly organized while still allowing flexibility in how they’re categorised.

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Building Services

Under 'Building Services', Strata Managers can link important information and documents for their properties.

Click the '+' icon to add a link or document 

For uploading documents, add the display name and drag & drop the file or click browse

For uploading links, add the display name and enter the URL of the documents 

Any linked files or URLs added under this tab will be displayed under 'Building Services' , visible to stakeholders who have access to the Building Profile page.

Strata Managers should contact us with any further questions regarding this process.