Standard Responses

Standard responses are pre-written email templates that managers can use when responding to requests.

They help save time and ensure consistent communication when addressing common requests.

Standard responses can be created at the building level or building group level.

Each template can include a subject, body text, file attachments, and can be associated with specific request types.

Accessing Standard Responses

To access standard responses, go to the Requests section in the main menu.

Click on Standard Responses in the navigation menu.

Creating a New Standard Response

• In the Standard Responses page, click the New button.
• Complete the information for the new template.
• Click on Save.

Parameters

Name	A descriptive name for the standard response template
Subject	The subject line for the email response
Body	The content of the email response. You can use rich text formatting to structure your message.
Request Types	You can associate the template with specific request types. When a manager responds to a request with matching types, the relevant standard responses will be available for quick selection. If no types are selected, the template will be available for all requests.
Attachments	You can attach files to the template that will be automatically included when using this response.

Building vs. Building Group Templates

• Building-level templates: These are only available for requests within a specific building.
• Building group-level templates: These are available across all buildings within a building group, allowing for centralized management of common responses.

Users with appropriate permissions can create templates at either level.

Building Group

Creating templates at the group level avoids duplicating work. You create a template once instead of creating multiple times.

Using Standard Responses

Standard responses streamline the process of responding to common requests. Here’s how they work:

How to Use a Standard Response

• Open a request that you want to respond to.
• In the response section, you will see a list of available standard responses.
• The available responses are filtered based on:
  • Request types associated with the template (if any types are specified)
  • Building or building group level templates (depending on where you are working)
• Click on a standard response to select it.
• The template's subject line and body text will be automatically inserted into your email response.
• Any files attached to the template will be automatically added to your response.
• Click Send to send your response to the co-owner.

Tip

You can modify the inserted text before sending if you need to personalize the message.

Benefits of Standard Responses

• Save time: No need to write the same response repeatedly for common requests.
• Consistency: Ensure all co-owners receive the same quality and tone of communication.
• Quality control: Pre-approved responses ensure professional communication standards.
• Quick onboarding: New managers can use existing templates to respond effectively.
• Include common documents: Attach frequently requested documents (forms, guides, etc.) directly to templates.

Modifying a Standard Response

• To modify an existing standard response, go to the Standard Responses page.
• Click on the Edit button next to the template you want to modify.
• Update the information as needed.
• Click on Save.

Deleting a Standard Response

Caution

To delete an existing standard response, go to the Standard Responses page and click on the Delete button next to the template you want to remove. Confirm the deletion when prompted. This action is permanent and cannot be undone.

Additional Information

• Requests
• Request Types