Manager
Choose an Audience and who is mailed
For whom and what you need
For every Manager publishing a notice, an event, a document or a poll. Every publication has its Audience: one Entrance, a whole building or the whole organisation. The Audience decides on which notice boards the publication shows and who gets an email. This Journey applies alike to Publish a Notice, Announce an Event, Share a Document and Run a Poll.
Steps
Decide whom it concerns
- One Entrance — the lift, the stairwell, cleaning the corridor, a poll about the colour of a wall.
- A whole building — a water shut-off, a boiler room inspection, the facade, the roof; every Entrance of the building.
- The whole organisation — the house rules, the manager's contacts, the owners' meeting; every Entrance of every building.
When in doubt, choose the narrower one: a publication for a whole building need not be written three times, but one for the whole organisation is emailed to every resident.
Choose the Audience in the form
Every publication form has the field For (on a poll, For). It starts with the building or Entrance you are focused on in the field Focus above the content (also when you opened the form from a Notice Board button); with all Entrances, Whole organisation.
The field works like Focus: click into it and type part of an address or a building name, without diacritics if you like. The list shows Whole organisation at its top, below it every building with the option Whole building and its Entrances, and narrows as you type. Click an option, or reach it with the arrow keys and press Enter. Escape cancels and puts back what the field held.
Without JavaScript it is a plain drop-down list with the same options.
Publish: who gets an email
At the moment of publishing the portal prepares an email for everybody who:
- has approved access to a Unit in an Entrance of the Audience;
- has a confirmed email address and an account that is not being deleted;
- has not turned this kind of email off on the profile (New notice on the board, New planned event, New document, Polls (new, closing soon, results));
- is not you — even if you live in the building.
Everybody gets one email, however many Units they have in the Audience. Managers as such get no email; only when they also live there. Waiting residents you have not approved yet get none.
Wait a few minutes
The emails do not leave at the click. The portal queues them and sends them in turn, usually within a few minutes. When the mail server does not accept an email, the portal tries again after 5 minutes and then at longer intervals, the last 2 hours after the attempt before; then it gives up. The portal has no page showing whom an email reached.
Just before sending, the portal checks that the recipient should still get the email. They do not when you have deleted the publication meanwhile, changed its Audience so that it no longer includes them, when their access to a Unit has ended since, or when they turned the emails off.
Later: the Audience lives with the publication
An Audience is not a list of people but an Entrance, a building or the organisation. A resident you approve later sees the publication on the notice board but gets no email. An Entrance you add to a building later sees the publications for the whole building and the whole organisation.
You can change the Audience when editing a publication. An edit never sends a new email, though — not even to people the Audience now includes. If people need to hear of a change, publish a new notice.
What others see
What a resident sees
They see the publication on the notice board of each of their Entrances the Audience includes, and in the list of notices, events, documents or polls. A publication for a building or the organisation is on the board of each such Entrance; once they open it or mark it seen on one, it leaves them all. They do not see whom else it is for, or who got an email. Their side is in Read Notices, Events and Documents.
The other Managers see the publication in the lists under Publications, tagged with its Audience. When they pick an Entrance, the list shows only what its residents see: the publications for this Entrance, its building and the whole organisation.
Mails
Residents get one of these emails. None carries the title, text, description, file name or question — only what is new, the recipient's Entrance (for a building or organisation Audience, their first Entrance in it), a button into the portal and a link to the notification settings. They go out in the language the recipient has set when they are sent.
You will receive this email: New Notice in Lipová 12
The button opens the Entrance's notices.
You will receive this email: New Event in Lipová 12
Adds the event's day and time; the button opens the Entrance's events.
You will receive this email: New Document in Lipová 12
Adds the document's category; the button opens the document.
You will receive this email: New Poll in Lipová 12
Adds the day the poll is open until; the button opens the poll.
You as a Manager get no email about a publication. Editing or deleting a publication sends no email.
When something goes wrong
A resident did not get the email
Go through what applies:
- a few minutes have not passed yet, or the email is in the spam folder;
- the resident turned this kind of email off on the profile;
- they have no approved access in an Entrance of the Audience, or you approved them only after publishing;
- they have not confirmed their email address, or asked for their account to be deleted;
- you published it yourself.
I chose the wrong Audience
Open the publication and correct the Audience. The notice boards show the change at once. Of the emails still waiting in the queue, only those for people the new Audience still includes go out; emails already sent cannot be called back, and people the Audience now includes get none. If needed, publish a new notice for the right Entrance.
This entrance cannot be deleted while publications are addressed to it: 2 notices. Address them to someone else or delete them first.
An Entrance or building cannot be deleted while publications are addressed to exactly it. Change their Audience or delete them. Publications for the whole organisation are no obstacle.
A link from the email answers Error 403 for a resident
The resident's access to a Unit in the linked Entrance has ended since, or — for a document — you deleted the document or changed its Audience. A notice, event or poll you deleted is simply missing from the board the link opens.
Where it ends
The Journey ends when you publish: the publication is on its Audience's notice boards and the emails are on their way. How each kind is written is in Publish a Notice, Announce an Event, Share a Document and Run a Poll.