Manager
Announce an Event
For whom and what you need
For a Manager who wants to tell residents that something happens on a certain day: a lift inspection, a facade repair, pest control in the cellars, an owners' meeting. Residents see the event in the notice board's calendar, and the email tells them when it is.
You will need a title (3 to 120 characters), the day — for an event over several days the first and the last —, the time if you know it, a supplier and a description if needed, and to know whom the event is for.
Steps
Open the form
On the Notice Board click New event, or in the navigation click Publications, the tab Events and New event.
Write what will happen
Fill in the Title, for example "Annual lift inspection", and choose the Type: Inspection, Repair, Maintenance, Meeting or Other. The type is a coloured tag on the notice board.
Enter the day and time
The Date is required. Fill in Last day only for an event over several days. The times From and To are optional; without them the event shows only its date, and with only "from", only its start time. On an event over several days "from" is the start on the first day and "to" the end on the last, for example a facade from Monday 07:00 to Wednesday 17:00. Times show exactly as you typed them.
Add the supplier and a description
The Supplier (at most 120 characters) is the company doing the work. The Description (at most 2000 characters) is plain text: what residents should do — open their cellar, move their car, leave somebody at home with a key. Web addresses become links.
Choose the Audience and publish
In For choose an Entrance, a building or the whole organisation (Choose an Audience and who is mailed) and click Publish the event.
The event list has two chips: Upcoming (soonest first, 25 to a page) and Past (newest first). An event is upcoming until the end of its last day. The next 5 events are on a Manager's Notice Board too, in the block What residents see.
See the month, and put an event in your own calendar
Above the list stands How to show them: List and Month. Month draws the whole month in weeks from Monday — an event over several days is a bar across all of them, today has a frame around it — and Previous month and Next month move a month either way. The month shows the same events as the list, that is, what belongs to your focus; clicking a bar opens that event for editing. The portal always opens in the list.
Every event on the list carries Add to calendar: it downloads a small .ics file
that puts the event into a calendar of your own. It holds the title, the days and times, the supplier, the place and a link back to the portal — but not the description.
Residents see and do the same (Add the events to your calendar).
When an event moves or is cancelled
Open the event from the list. Correct a moved date and save with Save the event. Delete a cancelled event: Delete and, in the window, Delete the event; the portal has no "cancelled" status.
Watch out
Editing and deleting send residents no email. Whoever is getting ready for the original day because of the email learns of the change only by looking at the notice board. So when an event moves or is cancelled, publish a notice as well (Publish a Notice).
What others see
What a resident sees
On the Entrance's notice board they see a new event until they mark it as seen, the events of the next 14 days in the card Coming up and all of them in the list Events, with date, type, time, supplier and description. Below them is a collapsed section of the past events of the last 90 days. They do not see who published an event or when it was edited.
The other Managers see the event in the list and on the Notice Board. Events are not recorded in the organisation's audit log.
Mails
You will receive this email: New Event in Lipová 12
To the residents of the Audience within a few minutes of publishing. It gives the day (or the first and last day) and the time, not the title, supplier or description; the button Open the events opens the Entrance's events. Who gets it is in Choose an Audience and who is mailed.
The email carries the day and time the event had when it was published. If you edit them straight after, while the emails are still waiting in the queue, they go out with the original day.
When something goes wrong
The last day cannot be before the date.
The Last day is before the first day. Correct one of the dates.
Please enter the start time too.
The portal takes no end time without a start time. Add "from", or clear "to".
The end time must be later than the start time.
On a one-day event "to" must be later than "from". On an event over several days it need not, since the times are on different days.
This event was deleted in the meantime, so nothing was saved.
While you were editing the event, a colleague deleted it. If it should exist, publish it again.
The event went straight to the past ones
You entered a day that has gone by. The portal accepts such an event — it serves to record what happened — and emails the residents all the same. If it was a typo, correct the date.
Where it ends
The Journey ends when you publish: the event is in the calendar of the Audience's notice boards and the emails are on their way. After its last day it moves to the past ones.
Every event carries Print as well: a sheet for the entrance with a QR code on it, for the door before the supplier arrives (Print a notice for the entrance).