Manager
Set up your buildings
For whom and what you need
For a Manager or Owner of an organisation whose buildings are not in the portal yet, and for anybody adding a new building, Entrance or flat, correcting their details or wanting to delete them. Any Manager of the organisation can make every change.
The portal knows three levels: the building (with its súpisné číslo, the registration number), its Entrances (orientation numbers) and, in the Entrances, the Units — flats, non-residential spaces and garages. Residents join Units, Issues belong to Entrances, and publications are addressed to Entrances, buildings or the whole organisation.
You will need:
- for each building its name, street, súpisné číslo, town and postcode;
- the orientation numbers of its Entrances;
- the labels of the Units in each Entrance as people know them (for example "1" to "24", "A1", "G3"), and whether each is a flat, a non-residential space or a garage.
Steps
Add a building
Click the tab Property. The page Buildings and entrances shows every building with its Entrances and, below them, the card Add a building. Fill in Name of the building (for example "Bytový dom Lipová"), Street, Súpisné číslo, Town and Postcode and click Add the building. The súpisné číslo is the building's number, not the orientation number of an Entrance.
Add the Entrances
At the building click Add an entrance, type the orientation number into Orientation number, for example "12" or "14A", and click Add the entrance. In the portal the Entrance is called by the building's street and this number, for example "Lipová 12". A building with one entrance has one Entrance too. The tab Entrances shows every Entrance of the organisation with its building and number of Units; an Entrance is always added at its building, though.
Watch out
An Entrance belongs to the building you added it at and cannot be moved to another. Check which building you are at before adding it.
Add the Units of a whole Entrance at once
Units are added to one Entrance. In the field Focus above the content pick the Entrance, then click the tab Units (or the link Units at the Entrance on the page Buildings and entrances or in the tab Entrances). Click Add units in bulk. The page offers two ways; each adds at most 200 Units of one type in one run:
- A range of numbers: fill in From and To, if needed a Prefix or a Suffix (1 to 24 with the prefix "A" makes A1 to A24), choose the Type and click Add the range;
- A list of labels: type or paste one label per line into Labels, choose the type and click Add the list. It suits irregular labels, from a spreadsheet for instance.
Add the flats and the garages of one Entrance in two runs, each with its type. Labels the Entrance already has are skipped and left alone, so a run can safely be repeated. The message after a run says how many Units were added and which labels already existed.
A single Unit is added with Add a unit: fill in Label and the Type — Flat, Non-residential space or Garage.
Check the list of Units
The page Units shows the Units of the Entrance or building you are focused on, 50 to a page: the label, the type, the Invitation code and the numbers of approved and waiting residents. For a whole building or all Entrances it adds an Entrance column. Every Unit gets its Invitation Code the moment it is created; what to do with the codes next is in Hand out Invitation Codes.
Correct what needs correcting
A building's name and address, an Entrance's orientation number and a Unit's label and type can be changed at any time with Edit and Save the building, Save the entrance or Save the unit. The change shows everywhere at once — on the notice boards, in Issues, on the code slips.
Nothing moves: an Entrance stays in its building and a Unit in its Entrance, because the Issues and the residents' access go with them.
Delete what was made by mistake
The edit page of a building, Entrance or Unit has a card for deleting it. The button Delete the building, Delete the entrance or Delete the unit is there only when nothing hangs off it; otherwise the card says what stands in the way:
- a building that has Entrances, or that notices, events, documents or polls are addressed to;
- an Entrance that has Units or Issues, or that publications are addressed to;
- a Unit somebody ever asked for access to — even when refused or ended —, or that an Issue was reported against.
Issues and decisions about people are never deleted. A Unit or Entrance made by mistake that already has something hanging off it is renamed to a real one.
Watch out
Deleting happens the moment you click, with no further question, and cannot be undone. A deleted building, Entrance or Unit has to be added again; a Unit gets a new code.
What others see
The organisation's other Managers and Owners see new buildings, Entrances and Units at once. An Owner finds every deletion in the organisation's audit log (Building deleted, Entrance deleted, Unit deleted); adding and editing are not recorded.
Residents see nothing until they enter an Invitation Code. A corrected Unit label or Entrance address shows on their notice board and in their Issues.
Mails
Adding, editing or deleting a building, Entrance or Unit sends nobody an email.
When something goes wrong
To add units, choose one entrance under Focus.
The Units page has no buttons for adding until the Focus is one Entrance — Units cannot be added to all Entrances or a whole building. Pick an Entrance in the field Focus above the list.
That is 240 units; one run can add at most 200.
Split the Entrance into several runs, by floor for example, or the flats first and the garages after.
The last number must not be smaller than the first.
In the range, To is smaller than From. Swap them.
Another entrance of this building already has this number. / Another unit of this entrance already has this label.
The building already has an Entrance with this number, or the Entrance a Unit with this label. Check whether you added it before.
This entrance has 3 issues on record and cannot be deleted. Issues are never deleted; if the entrance was created by mistake, relabel it instead.
An Entrance or Unit with Issues stays for good. If it was made by mistake, rename it; if an Issue belongs to another Entrance, move the Issue (Handle Issues) and the Entrance can then be deleted.
This entrance cannot be deleted while publications are addressed to it: 2 notices. Address them to someone else or delete them first.
First edit the publications addressed to exactly this Entrance or building so that they go elsewhere, or delete them (Choose an Audience and who is mailed). Publications for the whole organisation are no obstacle.
I added an Entrance to the wrong building
Delete its Units first — possible while nobody has asked for access to them —, then the Entrance, and add it at the right building. Once the Entrance has Issues or residents' requests, the portal lets you neither move nor delete it.
Where it ends
The Journey ends when every Entrance has its Units and every Unit its Invitation Code. The next step is handing the codes to the residents: Hand out Invitation Codes.