Building Managers and The Building Management Team

 

Organisation Admins can invite Building Managers to activate a profile that will allow them to access features for the day-to-day management of their buildings. 

Organisation Admins select which Building Managers to invite and can send follow-up invitations if they don't sign up immediately. Organisation Admins can oversee the actions taken by Building Managers of their Plans.

This can be updated from the 'Building Management' tab of the Building Settings page.

This tab also allows Organisation Admins to add other Team Members to the Building Management Team to be displayed on the Building Profile. This allows these team members to be quickly messaged by Committee Members & Owners. 

 

Contents

• Access the 'Building Management' Settings
• Add Building Managers
• Assigning Permissions for a Building Manager
• Building Manager Functionality
• Building Managers as Invoice Approvers
• Team Members
• Add a New Team Member

 

Access the 'Building Management' Settings

1. Go to the Buildings page (Buildings Icon )

2. Select the Building by clicking the Plan Number

3. Click the 'Building Management' tab 

 

Add Building Managers 

The 'Building Management' tab lists the Name and Email of a Building Manager that's been added to a Building as well as the permissions granted to them. 

Building Managers added to the Corp screen in Strata Master will automatically import to this page and can be sent an invitation. 

If the Building Manager is named on the Building Profile, the check box will be selected in the 'Display on Building Profile' column.

1. Go to the Buildings page (Buildings Icon )

2. Select the Plan Number

3. Click the 'Building Management' tab

4. Select the '+ Building Manager' button

Organisation Admins can add multiple Building Managers to the Building Settings page. 

5. Add the Building Manager's Email and Name

Note: Users cannot use the same email address if the email proposed is already registered as a Service Provider or another role type (Strata Manager, Building Manager, Organisation Admin or Committee Members/Owners). 

6. Click the checkboxes to allow the Building Manager the required permissions (if any)

If the Building Manager is new to the Portal, they'll receive an email with a link to activate their account and password. If they already have an account, they'll receive an email notifying them that they've been appointed as a Building Manager for the Building which they can now create work requests for.

To make changes to the information for a Building Manager, click the three dots on the right of the row then select 'Edit'.

Update the Email, Name, or permissions settings. Make sure to click 'Save' to implement any changes.

To remove a Building Manager from the page, click the three dots on the right of the row then select 'Remove'.

 

Assigning Permissions to Building Managers

Organisation Admins control permissions for Building Managers of assigned properties and can make changes to these permissions by going to the Building Settings page.

Within the Portal, there are five categories of permissions that can be granted or restricted to Building Managers: whether they should Receive Job Notifications, Approve Invoices, Edit the Building Profile Create Work & Quote Requests or Enable Maintenance Management on New Requests. 

On the Building Settings page under the Building Management tab, click the three dots on the right of the row of a Building Manager then select 'Edit'.

Click or clear the checkboxes to grant or restrict permissions

 

 

Building Manager Functionality

If a Building Manager isn't allowed to 'Edit Building Settings and Profile' they can:

• Create and manage Work & Quote Requests
• Go to the Document Management System (DMS) to view and edit documents or Invoices
• Upload and download new documents or invoices to the DMS
• Add or edit Popular Documents
• View the Building Profile
• Send messages to other stakeholders
• Request financial reports
• Create notices for the Noticeboard

If a Building Manager is allowed to 'Edit Building Settings and Profile', they can also:

• Edit permissions for Building Contacts
• Add or edit excluded contractors
• Add or edit the key holders
• Set a price limit for Quote Requests
• Add or edit Team Members listed on the Building Profile
• Add or edit important documents
• Add or edit Recurring Rules 
• Add or edit Building Services 
• Add or edit Notes

 

Building Managers as Invoice Approvers

Strata Managers can select 'Approve Invoices' to allow Building Managers to approve Invoices for their Building. If permission is denied, a Building Manager won't receive invoices for review.

If a Building Manager needs to be an Invoice Approver, they will need to be added as an internal approver from the 'Invoice' tab of Building Rules.

For more information, please see View & Manage Invoice Rules.

 

Team Members 

The 'Team Members' tab lists the Name and Email of a Team Member that's been added to a Building as well as the Status of their Portal account. Since Team Members may be other Strata Managers, Organisation Admins, or Building Managers that are assisting with managing a Building, their Role will be specified.

If a Team Member is named on the Building Profile, the check box will be selected in the 'Display on Building Profile' column.

To make changes to the information for a Team Member, click the three dots on the right of the row then select 'Edit'.

Update the User, Role, or whether the Team Member is listed on the Building Profile. Make sure to click 'Save' to implement any changes.

To remove a Team Member from the page, click the three dots on the right of the row then select 'Delete'. When the pop-up appears, click 'Yes' to confirm the deletion.

Note: The Building Profile will list the first three Team Members where the check box is selected. No more than three Team Members will be displayed on the Building Profile.

 

Add a New Team Member

New Team Members can be added from the 'Building Management' tab of the Building Settings page.

Click the '+ Team Member' button to add a new Team Member.

When the 'New Building Team Member' window opens, click into the 'User' box.

Enter some of the letters and wait for the name to auto-populate. Click the name to add it to the form.

Under 'Role', enter the job title of the new Team Member. If they should be listed on the Building Profile, click the check box for 'Display on Building Profile' then click 'Save'.

 

For more information, please see Control Permissions for a Building Manager, Add a Building Manager to a Plan and Functions and Features of the Building Settings Page.

 

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