Manager
Keep your building's contacts
For whom and what you need
For a Manager who wants residents to know whom to call: the non-stop emergency line, the lift service, the chimney sweep, the house trustee. A contact is not a publication — nobody is emailed, it never shows up as new on a notice board and it is not written to the audit log. It is a list that has to stay right.
You will need:
- a name or a role (at most 120 characters) — what a resident looks for: "Otis lift service", "Ms Nováková, house trustee";
- a phone number, an email address, a website or opening hours — whatever you know about them;
- to know whom the contact is for: one entrance, a whole building, or the whole organisation.
Steps
Open the Building tab
In the navigation click Building and then the tab Contacts. The list shows the contacts of whatever is chosen in the picker above it: for one entrance, its own contacts as well as its building's and the organisation's; with nothing chosen, all of them.
Add a contact
Click Add a contact. Fill in Name or role and choose the Kind: Emergency, Service, Office or House official. An emergency contact is always at the top of the list — for you and for residents alike.
In Audience choose an entrance, a building or the whole organisation (Choose an Audience and who is mailed). Write the phone number the way it should be dialled — the portal shows it exactly as you typed it and turns it into a tap-to-call link for residents. Save with Add the contact.
Put the list in order
Up and Down move a contact one place. The order you set is the order residents get. Emergency contacts and the rest never mix: an emergency contact stays above the others and moves only within its own group.
Correct or delete what no longer applies
Click the contact's name. The same form lets you change anything, the audience included; Delete and then Delete the contact remove it. Residents stop seeing it at once and get no email about it.
Check the office details
Above the list there is a warning while the organisation's office details — phone, email, address and office hours — are empty. Residents see those first, above your contacts, so a contact repeating them is not worth keeping. An owner of the organisation fills them in in the settings (Edit your organisation's details); if you are not one, ask them.
What others see
What a resident sees
On their Building tab they see the office details first and then the contacts of their entrance, their building and the organisation — emergency ones at the top, the rest in your order. The phone number is a tap-to-call link and the email a mailto link. No contact notifies anybody or appears on a notice board.
The other Managers see the same list and may change it exactly as you do. An Owner finds nothing about contacts in the audit log: contacts are not recorded there.
When something goes wrong
Please enter a phone number: digits, spaces and + ( ) / . - only.
A phone number may hold only digits, spaces and the characters + ( ) / . - Write it the way it is dialled, for example +421 2 1234 5678.
That contact is no longer there. A colleague deleted it meanwhile.
While you were editing the contact, a colleague deleted it. If it should exist, add it again.
This entrance cannot be deleted while contacts are addressed to it: Otis lift service. Address them to someone else or delete them first.
An entrance or a building cannot be deleted while contacts are addressed to it — the same rule publications follow. Open the contacts it names and address them to someone else, or delete them.
Where it ends
The Journey ends with a list that holds: on their Building tab a resident finds whom to call, and you have one place to correct when a supplier changes.