Manager
Hand out Invitation Codes
For whom and what you need
For a Manager who wants to invite the residents into the portal. Every Unit has its
Invitation Code: 8 characters split by a hyphen, for example 7KQ4-M2XA.
Whoever enters the code asks for access to that Unit; the code alone lets nobody in until a Manager approves the request.
You will need an Entrance with Units (Set up your buildings), a printer and scissors. Codes are not handed out by email: a slip in the letterbox shows that the person belongs in the building.
Steps
Open the Entrance code sheet
In the navigation click Entrances, at the Entrance Edit and then Print invitation codes. The same button is on the page Units when an Entrance is picked.
The page Invitation codes opens: one slip per Unit, in the order of the Unit list. A slip carries the Entrance's address, the Unit's label, the code, three steps for using it and the address where the resident enters it.
Print and cut
Print the page (Ctrl+P, or "Save as PDF" in the browser). The header and the hint are left off the paper, and a slip is never split across two pages. Cut the sheet along the dashed lines.
Watch out
The slips are printed in the language you are using the portal in. To have them in another language, switch the language in the top bar before printing.
Hand out the slips
Drop each slip into the letterbox of the Unit it belongs to, or hand it over in person. Several people of the same Unit — a couple, flatmates — can use one code; each sends a request of their own and you approve each separately. A code works until you regenerate it.
When somebody enters a code, you get an email and their request waits on Residents (Approve Residents). The page Units shows the numbers of approved and waiting residents at every Unit.
When needed, regenerate a code
A new code is needed when a slip reached a stranger, when a flat was sold and the old owner still has the slip at home, or when somebody lost it. On the page Units click Edit at the Unit. The card Invitation code holds the current code and the button Regenerate the code.
After the click the Unit has a new code (The unit has a new invitation code.). The old one stops working at once. It takes access from nobody: approved residents stay, and whoever is waiting for approval stays on the list. Print the Entrance sheet again and give the slip with the new code to whom it belongs.
Watch out
The new code is made the moment you click, with no further question. A slip already lying in a letterbox stops working.
What others see
What a resident sees
The resident opens the address on the slip, clicks I have an invitation code and enters the code with a name, email and password; somebody already in the portal enters it from the account menu. Then they wait for approval. Their side is in Join your building with an Invitation Code.
The other Managers see the same codes and can print the same sheet. An Owner finds every regenerated code in the organisation's audit log (Invitation code regenerated).
Mails
You will receive this email: A resident is waiting for approval: unit 4, Lipová 12
Arrives for you and every other member of the organisation when somebody enters a Unit's code. It gives the name of who is asking, the Unit, the Entrance and whether they join as an owner or an occupant; the button Open the portal leads to the residents list. This email cannot be turned off.
Printing the sheet and regenerating a code send no email.
When something goes wrong
A resident reports This code is not valid.
Ask them to copy the code exactly; the hyphen, capitals and mixing up I with 1 or O with 0 do not matter. Compare the code on the slip with the Unit's code on Units: if they differ, somebody regenerated it since and the resident needs a new slip. After 10 invalid attempts in one browser the portal refuses even the right code until 15 minutes have passed.
Somebody who does not live in the Unit asks for access
Reject the request (Approve Residents) and regenerate the Unit's code so that they cannot try again. Give the Unit's real residents a new slip.
A Unit is missing from the sheet
The sheet shows the Units the Entrance has in the portal. Add the missing Unit and open the sheet again.
The button Print invitation codes is not on the Units page
A sheet belongs to one Entrance. Pick the Entrance in the Entrance picker above the list.
Where it ends
The Journey ends when the slips are in the letterboxes. The residents then send their requests, and the next step is approving them: Approve Residents.