Building Groups

Building groups allow for the centralized management of multiple buildings. This feature is particularly useful for managers who administer several properties and want to standardize certain practices while simplifying their daily work.

What is a Building Group?

A building group is an organizational structure that brings together multiple buildings under a single management entity. This allows you to:

• Centralize management: Manage multiple buildings from a single interface
• Standardize your practices: Create templates and processes common to all your buildings
• Save time: Avoid recreating the same content for each building
• Improve consistency: Ensure uniform communication and management

Key Benefits

Building groups are ideal for managers with multiple properties, allowing you to create content once and reuse it across all buildings while maintaining centralized oversight.

Main Features

1. User Management

Add / remove / modify team members at the building group level. These users will automatically have access to all buildings in the group according to their role:

• Administrator: Full access to the group management and all its buildings
• Request Manager: Can manage requests for all buildings in the group
• Accountant: Access to financial information for all buildings

To add users to your group:

1. Access your building group page
2. Click on the Users menu
3. Click on + User
4. Enter the name, email, and choose the user’s role
5. The user will receive an invitation by email

2. Custom Logo

Add a logo that represents your building group. This logo will appear in the interface for all group users.

To add or modify your logo:

1. Access the group’s Administration page
2. CLick on Modify
3. In the Logo section, click on Upload logo
4. Select a square image (WebP or SVG format recommended)
5. The logo will be available after a few moments

Logo Display Timing

Due to caching, it may take up to 24 hours for all users to see the new logo.

3. Standard Announcements

Create announcement templates that can be used in all buildings in your group.

• Seasonal closure notices (pool, sauna)
• Reminders about property regulations
• Recurring announcements (garbage collection, maintenance)
• etc.

To create a standard announcement:

1. In the group menu, go to Communications then Posts Templates
2. Click on + Post template in building group
3. Give your template a name
4. Write the title and content of the announcement
5. Choose the recipients (all, owners, tenants, etc.)
6. Indicate whether you want to send an email in addition to posting the announcement
7. Save your template

To use a template in a building:

1. Access the relevant building
2. Go to Communications
3. Click on New Post
4. In the template list, you will see a section for group templates
5. Select the desired template
6. The content will be automatically pre-filled with the building’s information
7. You can modify it if necessary before publishing

Time Saver

Template content is automatically pre-filled with the specific building’s information, so you only need to review and publish without rewriting common announcements.

4. Request Types

Define request categories that will apply to all your buildings. This allows:

• Uniform classification of requests
• Better work organization
• Consistent statistics across buildings
• Automatic assignment to the right managers

To create a request type:

1. In the group menu, go to Requests then Requests Organization
2. Click on + Request type in building group
3. Give the type a name (e.g., Plumbing, Electrical, Elevator)
4. Choose a color for easy visual identification
5. Optionally, assign a default manager
6. Save

Automatic assignment:

When you assign a default manager to a request type, all new requests of this type will be automatically assigned to that person, reducing your workload.

Automatic Assignment

Assigning a default manager to request types automates the distribution of work, ensuring requests are immediately routed to the right person without manual intervention.

5. Standard Request Responses

Create response templates for frequently asked questions. This allows you to:

• Respond more quickly to common requests
• Ensure consistency in your communications
• Share best practices among managers

To create a standard response:

1. In the group menu, go to Requests then Answers Templates
2. Click on + Answer template in building group
3. Give your template a name
4. Write the subject and content of the response
5. Optionally, associate the template with one or more request types
6. You can also attach files (maximum 10)
7. Save

Using response templates:

When responding to a request, you can:

1. Select a template from the list
2. The content will be automatically inserted
3. You can customize the response before sending

6. Consolidated Request View

The consolidated view allows you to see all requests from all buildings in your group in a single interface. This is a powerful tool to:

• Have an overview of your activity
• Prioritize your work across multiple buildings
• Identify trends and recurring issues
• Monitor your team’s workload

To access the consolidated view:

1. From your building group’s home page
2. Click on Requests
3. You will see all requests from all your buildings

Available filters:

You can filter requests by:

• Period: Last 12 months, 6 months, etc.
• Building: Select one or more specific buildings
• Type: The request types you have defined
• Status: Open, in progress, closed
• Priority: High, medium, low
• Handler: Requests assigned to a specific person
• Requestor: Requests created by a specific owner or tenant
• Units : request associated to specific Units

Accessing Group Features

To access your building group features:

1. Click on the building selector at the top left of the interface
2. Select your building group from the list

Access and Organization

• You can create and manage multiple building groups according to your organizational needs.
• Owners and tenants only have access to information about their own building. Only team members added at the group level have access to multiple buildings.
• It is possible to reassign a building to another group through the building settings.
• Group templates do not replace building-specific templates. When you create an announcement or respond to a request, you will have access to both group templates and building-specific templates.
• If I delete a group template, announcements or responses already sent will not be affected. Only the template will no longer be available for future use.