Manager
Approve Residents
For whom and what you need
For every Manager of the organisation when somebody has entered an Invitation Code and waits for approval, and for anybody who needs to end a resident's access to a Unit because they moved out. Any Manager decides, not only an Owner. You will need to know who really lives in the Unit — a list of owners, the tenancy agreements or your own knowledge of the building.
Steps
Open the list of requests
The Notice Board has the block Waiting for approval (1) with the requests waiting longest. The button Approve at a request opens the list right at it, and the link Open the residents queue the whole list; the link in the email about a new request opens it too. The page Residents has three chips: Waiting (the one it opens on), Approved and Rejected and ended, each with its count. Picking an Entrance above the content narrows the list to that Entrance. A page holds 50 rows.
Each request shows the name and email address, the Unit, the Entrance, whether the person joins as an owner or an occupant, and when they asked for access.
Check that the person lives in the Unit
The code is on a slip in a letterbox, but a slip can reach somebody else too. Compare the name with the list of owners or tenants, or ask. If you are not sure, leave the request waiting until you have checked; meanwhile the person sees only a page saying that they are waiting for approval.
Approve or reject
If the person chose owner or occupant wrongly, correct it in Role; it cannot be changed later. In Note you may write a note of at most 500 characters.
- Approve: the person gets access to the Unit at once, and an email. The note stays only on the record for Managers; the resident never sees it.
- Reject: the person gets no access and an email. The note is the only thing from you that email carries — write it for them to read, for example "According to the list of owners, Unit 4 belongs to somebody else; please contact us." A rejection needs no note.
The request moves under Approved or Rejected and ended.
When somebody moves out, end their access
Under the chip Approved find the resident and click End access. The window End this residency? says whom and which Unit it concerns. Its note is not sent; it stays on the record. Confirm with End access, or change your mind with Keep access.
The access ends with the resident's next click in the portal. Only you can end the access of a resident who told you they are leaving; they cannot do it in the portal themselves.
What others see
What the resident sees
While waiting, they see only the page Waiting for approval. Once approved, the Entrance's notice board opens for them and they can report Issues and answer polls. Once rejected, they get an email with your note and can enter the code again, which makes a new request.
Once their access has ended, they lose the Unit's notice board and their Issues in that Entrance. The Issues stay with the Managers, the reporter marked no longer a Resident, and emails about them stop. Their Unit's poll answers stay counted, and publication emails still waiting to be sent to them are not sent. If they come back, they enter a code again. Their side is in Moving out.
The other Managers see the decision in the list at once, with the note in the column Note, and the request leaves their Notice Board too. An Owner finds every approval, rejection and ended access in the organisation's audit log, and who made it. Neighbours learn nothing of any of it.
Mails
You will receive this email: A resident is waiting for approval: unit 4, Lipová 12
To you and every member of the organisation when somebody enters a code. Who asks, for which Unit, and as what. Cannot be turned off.
You will receive this email: You have access to unit 4
To the resident on approval; its button opens their notice board. It carries no note.
You will receive this email: Your request for unit 4 was not approved
To the resident on rejection, with your note when you wrote one, and the button Enter the code again.
You will receive this email: Your access to unit 4 has ended
To the resident when their access ends: one sentence saying the organisation ended it. It carries no note.
When something goes wrong
This request has already been decided; the list now shows how.
A colleague decided the same request before you. Their decision stands; the list shows what it was.
The note can be at most 500 characters long.
Shorten the note to 500 characters. Send a longer explanation to the resident by email yourself.
I approved the wrong person
End their access under the chip Approved. They get the email about the ended access.
I rejected somebody by mistake
A rejection cannot be undone. Contact the person and ask them to enter the code again — the button in the rejection email does it too. A new request appears and you approve it.
An approved resident has the wrong role, owner or occupant
The role can only be corrected when approving. Nothing in the portal depends on it: owners and occupants can do the same things.
A resident says they sent a request, but it is not on the list
Check the Focus and the chips. If it is not under All entrances either, they entered another Unit's code or an invalid one. A request appears as soon as the code is entered, before the person has confirmed their email address; somebody who does not confirm it within 30 days has their account deleted by the portal, and the request leaves the list.
There is no "add a resident" button
There is none. The only way into a Unit is an Invitation Code, so that every resident confirms their own address and consent (Hand out Invitation Codes).
Where it ends
The Journey ends when nobody is waiting under Waiting (Nobody is waiting). Approved residents can then report Issues: Handle Issues.