Stage 4: Configure the Resident Portal
The registration portal allows customers provide residents of the building the ability to self-register their information to MYBOS via a QR code and a unique login to the building. This is submitted to the manager of the building who can approve or reject the new resident request, during the approval process you are able to notify the resident of their login details. The registration portal is only accessible via the web and is purely used to register the contact information of a resident compared to the resident portal which also has an app and they will have access to different modules. In order to utilise this function, base minimum will be to have apartment numbers setup in MYBOS. The resident portal is different to the resident portal as it is accessible via the web and an app, but the resident user also has a unique login detail to access it. The resident logins can be provided in bulk to all resident users once you are ready to and configuration of the portal has been completed. Below are the following areas to review and configure: To review the automated emails that can be sent out to residents for the resident portal. The notifications can be updated or turned off. Under Settings > Email & Template Options: Residents Amenity Bookings Maintenance Requests In-house Services Staff for the building are shown on the web portal for Resident Portal (it is also required to be setup if you are wanting to send parcel notifications). These can be added under Building > Staff. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. The ability to post urgent announcements which are shared through the community, resident web portal and will also appear as a pop-up notification when opening the app and push notification. These can be updated under Community > Urgent Announcements. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. The ability to post notices for resident about the building can be entered with a document attached. Under Community > Community Board. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. If there are local businesses, you recommend these can be entered through the Business Directory. Through the resident app if websites and addresses are entered, the platform can provide directions through google maps or link to open the website. Under Community > Business Directory. Under Community > Business Directory > Select Gear Icon, from here you can delete and add new category options. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. If you wish to allow your residents to submit maintenance requests through MYBOS, you will have the option to approve which will convert the request into a case or reject where you can provide a reason as to why it has been rejected. Under Community > Maintenance Requests. You can select to Add Notification Email, if you tick and select the + you can enter an email address and select Apply to save. This notification is the email/s who will be notified when requests are submitted. If you wish to change the categories for maintenance requests for residents select Manage Categories. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. If the building has any amenities that require bookings this can be configured in the amenity bookings, this could include tennis courts, lift bookings, meeting rooms or terrace bookings. Under Community > Amenity Bookings. You can select to Add/Edit Amenity. Select +, enter the amenity name and select add. Select Notification Emails, from here you can enter email/s to receive notifications when a resident submits a booking. Select the Amenity and you can configure the booking including: Timeslots – from here you can setup the time frames and the length of timeslots residents can book. If you tick day off this will mean no one can book on this day. If you tick a time under blocked timeslots it means that time every week will not be available to book (ie. If you have cleaners that come through at a certain each week). Upload Amenity Cover Photo – you can select a stock image, icon or upload you own. This will appear on both the resident portal for web and apps. Booking Availability Options – you can setup the auto approve on bookings, allow residents to book multiple timeslots, restrict the number of days in advance residents can book, setup a restriction on the booking period, block off dates from being booked. Enable Terms and Conditions – you can enter in terms and conditions the resident will be agreeing to when making the booking as well as upload a document in addition. Enable Payment – you can setup a fee for the booking, MYBOS integrates with Stripe (you would need to setup or have an account with Stripe for this integration to work), if you hit the Connect with Stripe it will take you through to login to your Stripe Account. Share With – if you manage multiple buildings that share amenities, you can share this across to other buildings you have access to. Permissions – if you need to restrict access to apartments for any amenities you can turn off permissions for other apartments. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. If there are any documents, you wish to share with the residents these can be uploaded such as by-laws, welcome guides and handy information for the building. Under Community > Documents & Forms. Ensure you share with the different resident types for them to be able to view and download the document. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. If you are wanting to allow residents to be able to post items for sale on the Marketplace you will need to setup categories. Under Community > Marketplace. Setup the Categories for residents to submit posts for through Add or Edit Categories > Add > Enter Category Name and Save. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. If there is visitor parking available for residents to book you can setup under Parking. Under Community > Parking. Select New Parking Level > Enter Floor Name and Save or Save & Add Another if there are additional levels. Select Add Parking Space > Enter Space Name > Save and repeat as needed. Ability to toggle if it’s a disabled park and restrictions of days not available and maximum allowed days. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. In-house Services is an additional cost, if this has been added to your subscription you will have the ability to add services residents can purchase. Does your building have additional services such as dog walking, purchase for keys and fobs, dry cleaning etc? Under Community > In-house Services. Select New Service. Enter Service Name and Service Photo. Enter Notification Email/s > Select Add. Ability to toggle on or off add to cart (is this something they can purchase multiple items of). Ability to toggle on or off Visible to Residents. Tick Enable Terms & Conditions > Enter the Terms & Conditions. Connect to Stripe. You will then be able to connect your stripe account for payment for the service. Ensure you review the Email Templates under Settings. This function can be turned on or off to be available for the resident portal/app under Community > Community Settings. Managing the Resident Registration Portal/Resident Portal To make changes to the logo, building image, registration portal login details and what is accessible for the residents through resident portal. Under Community > Community Settings. Activate – this turns on the portal/means it is on. Deactivate – this turns off the portal/means it is off. Registration Portal – this is for the QR code to allow your residents to register their contact details against the apartment they belong to. (Before this can be turned on, at a minimum apartment numbers need to be setup in the building) Welcome Message – this will appear when the resident logs in to the registration portal. Lift Notice – this is the poster with the QR code you can edit and update before providing to the residents of the building to register their contact details. Login Details – select edit to then enter in the username and password for the registration portal. These details will need to be updated on the registration portal. Resident Portal/Mobile App – this is for residents to have access to the features turned on with unique logins per user. Feature Activation – these toggles turn on and off (blue means on, grey means off) options for the residents when registering their details or providing access to areas of the resident portal. Custom Logo – this logo will show on the resident web portal. Resident Dashboard Image – a building image can be uploaded to appear on the website and in the resident app. Launching the Resident Portal Under Community > Community Settings. Please ensure the Resident Portal/Mobile App is showing as Activate in green, this will only turn on the portal it will not notify residents of their login details. Please double check the toggles are turned on under the Feature Activation, for the functions you are looking to use and everything has been configured. Please make sure you have reviewed the resident email templates located under Settings > Email & Template Options > Residents. Before this is sent, please ensure your user profile has been configured as per Stage 3 of the Quick Start Guide Select Manage User Accounts. Tick all/select the users you wish to provide access to and select Invite User Accounts. This will send out the New Resident Account Notification to all selected users. Below are the different states for a resident user account: Inactive – these are residents that have not been sent a new resident account notification yet. Invited – these are residents that have been sent a new resident account notification but have not yet logged in. You can resent invites in bulk to those invited if needed to improve the uptake of the MYBOS resident app. Active – these are residents that have logged into the resident portal. Under the Resident Usage Report you are able to see when residents have last logged in and how many times. Stage 5 – Checklist Before Go-Live Building details submitted & configured Users invited and profiles set up Email templates reviewed Data imports completed Manual configuration completed Resident portal features configured Resident invites sent]]>
