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 address.



Add Invoice Approvers to Building Rules 

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

When the 'Building Rules' window opens, the 'Invoice' tab will be shown. 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. They must be invited before they can be added.

For more information, please see Functions and Features of the Building Profile, View & Manage Invoice Rules and Send Email Invitations to Committee Members & Owners.

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. All files must first be uploaded to the Document Management System (DMS). 

After the file has been uploaded, go to the Document page and click 'Edit'.

Go to the 'Shared with' box and switch the toggle for 'Add to popular documents' to the right.

Click 'Save'.



For more information, please see Functions and Features of the Document Management System.

Update the Building Settings Page 

The Building Settings page allows the Strata Organisation to view and manage all of the Work Requests, contacts, preferred contractors, excluded contractors, key holders, and important documents for a Building.

To access the Building Settings page, click the Buildings icon from the toolbar and click on the relevant plan number.



Invite a Building Manager

Building Managers can be added from the 'Building Manager' tab. Select '+ Building Manager' to invite a Building Manager to sign up for a Portal account.

For more information, please see Building Managers and the Building Management Team.

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.

For more information, please see Update Permissions for Building Contacts and Functions and Features of the Building Settings Page.

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'.

Organisation Admins can also enable the Dropbox integration to import files from Dropbox to the Document Management System. Categories and Tags will also be imported for each file.

To connect a Dropbox account, go to the Settings page then select 'Integrations'.

For more information, please see Upload Files to the Document Management System and Dropbox Integration.

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.