Functions and Features of the Building Profile

The Building Profile is the hub where Strata Managers and other stakeholders can find up-to-date information for their Building.

 

Contents

• View the Building Profile
• Buildings 
• Building Services
• Directory of Building Contacts
• Profile Photo
• Building Rules
• Changes to Approvers
• Items to Action 
• Recent Work History
• Popular Documents
• Upcoming Work
• Noticeboard

 

View the Building Profile

Strata Managers can view the Building Profile by going to the Buildings page (Building Icon ) and clicking the Building Address in the 'Address' column.

 

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

When the Building Profile opens, they can view all of the most important information for the property like the directory, building rules, popular documents and a list of recent Work and Quote Requests.

 

Buildings

Strata Managers can access multiple properties that they manage under 'Buildings'. Click an address on the drop-down menu to toggle between Building Profiles.

Building Services

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

The dropdown will also show what Building Services are visible to their external users - Committee Members and Owners. Any service above the grey line links to the Building Settings page. 

 

Directory of Building Contacts

Under 'View Directory', Strata Managers can view a list of Building Contacts.

This list can be searched by name or by using filters to show results for a specific job position or role, such as Strata Manager, Tenant, Committee Member and others.

If a contact is both a Committee Member and an Owner, the labels of each role will be displayed on the directory of Contacts. 

Use the 'Send Message' link under a Building Contact's name to send them a message within the Portal. 

For more information, please see Messaging and Chatroom.

 

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 upload or make changes to a Profile Photo by clicking the '+' button in the bottom right corner. 

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 for 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 'Make Main Image' tab.

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 the Trash Bin Icon to delete an old photo of the Building. 

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

 

Building Rules

Under 'Building Rules', Strata Managers can click the 'Invoice' tab to view rules for Invoice processing and quickly see the Organisation employees that are internal approvers and Building Contacts that are external approvers.

View the History Log for all changes that were implemented to Invoice Rules. For example, a rule may set that Invoices greater than or equal to $1,000.00 require approval from internal approvers. Any Invoice submitted that's lower will only require approval from the first approver.

View the First Approver, the total amount an Invoice requires for external approval and how many external approvers are required. Only the assigned Strata Manager for a plan or an Organisation Admin can make changes to these rules.

Click the 'Recurring' tab to view Recurring Rules that dictate the minimum and maximum charges set for Contractors that service the Building. With Recurring Rules, an Invoice can be sent directly for payment after approval by the First Approver, bypassing the remaining approval process. 

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

Click the 'Documents' tab to view document categories that have been shared with the building stakeholders. Document rules dictate which categories of documents are automatically shared with specific user types. 

Strata Managers can add a Document Rule by clicking the '+' button. Next, enter a Description and select a Category from the drop-down menu. Then add the names of people that the file should be shared with and click 'Save'.

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

To view Building Rules on the Document page, select the 'View All' button next to Popular Documents on the Building Profile. Select a document from the list by clicking the file name. When the Document page opens, click the three dots at the top right of the page and select 'Building Rules' from the drop-down menu. 

To view Building Rules on the Invoice page, select the 'View All' button next to Popular Documents on the Building Profile. Click the 'Invoices' tab and select an Invoice from the list by clicking the file name. When the Invoice page opens, click the three dots at the top right of the page and select 'Building Rules' from the drop-down menu. 

 

Or, scroll down and look for the Approvers box. Hover the mouse over the More Info Icon to show a list of color-coded actions that selected approvers have taken. Click the 'View Rules' link to view 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.

         

Changes to Approvers

If an approver is no longer a Committee Member or Owner for the Building, go to the 'Invoice' tab in Building Rules and replace them with a current Committee Member or Owner. 

Note: All Invoices associated with a former approver will need to go through the Invoice approval process again.

 

Items to Action

Under 'Items to Action', Strata Managers can view all of the Invoices that are 'Pending Approval'. This will only be visible to those who are external approvers of the building.

       

Recent Work History

Under 'Recent Work History', Strata Managers can view a list of Jobs that have recently been completed in the Building.

Click a Job listed under 'Recent Work History' to show the Job Description, images, videos or files attached and a Status Timeline for the Job. 

Click 'View All' to show all Jobs completed in the Building.

 

Popular Documents

Under 'Popular 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 Document Management System.

Note: Under 'Popular Documents', there is a shortcut button to Levy Notices and Financial Reports. 

 

Levy Notices

Under 'Levy Notices', Strata Managers can view all Levy Notice documents for the building.

 

Financial Reports

Under 'Financial Reports', Strata Managers can generate a financial report for the Building. 

For more information, please see How to Generate Financial Reports.

 

Upcoming Work

Under 'Upcoming Work', Strata Managers can view a list of upcoming Jobs for the Building.

Click 'View All' to see a list of all upcoming Jobs for the Building. 

Then search by Job Name or filter by current Job Status to narrow the results.

 

Noticeboard

Select 'Create Notice'

On the noticeboard modal, fill out the following 

Add a Cover Image (Optional)
Upload a cover image to enhance the notice. This step is optional but recommended for visual engagement.

 

Add the Title

Select the Noticeboard Type

 

Add Content Details
  Provide the necessary text and details for the notice. Ensure the information is clear and informative.

 

Select the Checkbox to Notify User Role Types. Choose the user roles that should be notified about the notice.

Note: If the 'Strata Manager' checkbox is selected, only the Strata Manager for the building will receive a notification.

Lastly, click ADD to post the new notice. 

 

Managing an Existing Notice

Users can update or remove posted notices on the building profile page.

• Edit a Notice: Click the pencil icon at the top right of the notice to update its content.

• Delete a Notice: Click the delete icon to remove the posted notice.

Managing notices ensures that information remains accurate and relevant.

 

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