Onboarding and Offboarding Requirements for Plans

When a Strata Organisation gains or loses Plans from their portfolio, they go through an onboarding and offboarding process.

Organisation Admins can use this article as a guide on what actions and objectives need to be met before onboarding and offboarding are successfully completed.

Contents

• Onboarding
• Offboarding

Onboarding

Please note: A Plan must be entered in Strata Master and have a status of 'Active' before onboarding begins.

Open the Building Profile 

The Building Profile helps Owners to keep track of current requests for a Building and allows them to view, access, and store financial reports, levy notices, and other important documents. 

To access the Building Profile, click the Buildings icon from the toolbar and click on the relevant building.



 

Add Invoice Approvers to Building Rules 

Organisation Admins must update the Building Rules to identify Invoice Approvers for the Plan. To update the Invoice Rules, go to the Building Profile and click the 'Rules' icon. 

When the 'Rules' window opens, the 'Regular Invoice' tab will be shown. Click the edit icon on the top right. 

Enter the name of internal approvers under 'Internal approval required by'. Internal approvers are users within the Organisation that are selected to approve all Invoices for the Building.

Enter the name of the First Approver under 'First approver'. The First Approver reviews invoices for the building before any other internal approvers.



If External Approvers are required, switch the toggle for 'Require external approval' to the right. Then enter the names of External Approvers. External Approvers are users external to the Organisation that are selected to approve invoices for the building. 

Upload a Profile Photo 

Organisation Admins can upload or make changes to a Profile Photo by clicking the '+' button in the bottom right corner. If a photo is not already on file, one can be sourced externally from real estate listings or Google Street View.

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 'Done'.

Multiple photos can be added to the gallery..
 

Note: Photos added to Strata Master will automatically import to the Building Profile.

Add Popular Documents

Organisation Admins can add important documents for the building to the Building Profile. 

When uploading documents  goto Additional fields, scroll down Building page section and click the checkbox 'Add to important documents'

Building Manager Page

Building Managers can be added from the Contacts tab then select 'Building Manager' section.  Organisation Admins can view and manage all building managers associated with the platform. From this page, they can see their details, assign permissions, and track their status.

View and Update Permissions for Contacts 

Organisation Admins can search for contacts by entering their names or email. All contacts are synced from Strata Master.  
 

They can also filter the search to view all users of a specific role like Building Manager, Committee Member, Owner Occupier, Owner Landlord, Managing Real Estate Agent, Guest or Tenant.  

Contact information shown includes Name, Lot No and Unit No, Contact Details, Role, Position, Permissions and Status.

If the 'Status' column shows that the contact isn't active, invite them to activate a Portal account.

Organisation Admins can select Building Contacts who will be the default voters for Quotes and Variances and emergency contacts. They can also decide which Building Contacts should receive notifications for Jobs in the Building.

Import Historical Documents

Organisation Admins can manually upload these files and apply Global Settings. Global Settings include the Plan Number and Category of the file. 

Documents that apply to the same Plan or Category, or both, can easily be uploaded in bulk by selecting the Plan and/or Category under 'Global Settings'.

Offboarding

Offboarding procedures require that all documents and invoices are bulk exported from the Document Management System.

Select all of the documents then click 'Bulk Actions' and select 'Export [#] documents'.

Then complete the same process for invoices. The menu option will show 'Export [#] invoices'.

Zip files are created with documents in category folders.

Organisation Admins should contact us with any further questions regarding this process.