User Groups: Creating Groups and Building-Level Group Types

You can add various types of user groups which give the users who are added to those groups different levels of access.

If there isn't a group created already, you can create one under User data / Users groups. You will want to select the type of group which will differentiate the access rights.

To create a custom user group-

1. On Managing agent profile go to User data > User Groups and click on Add Group button.
2. Name the group e.g. "Andrews Court" or "Team 1 - Mark's group". This type of group is generally Custom and click OK
3. Add relevant users to this group by Select Action > Members, and searching and adding users by their display name.
4. To assign buildings to groups, you must go to the building page (Jump to) and go to Setup > Organisation Preferences > Default Request Handling Group. From this drop down bar your new group should appear.
5. Select this group and that building will be assigned to the group.

Relevance of most commonly used user groups at building level:-

Local Property Manager

A local property manager is the member of a building, but not a member of the Managing Agent organisation. 

The user who needs to raise Work orders at building level needs to be a member of the Local Property Managers group, and the Administrators group for the building.

The local property manager has much of the functionality, and notifications of a standard Property Manager.  For classic invoicing they cannot approve invoices, but instead when they click Approve it just adds an endorsement note to the invoice history.

Local PMs do not have Cover During Absence.

Local PMs cannot edit the role of users.

Where the Budgets privilege is enabled, the Local PM will only see projects that have no Budget Team group set or where they are a member of the group, and they will not see contracts where they are not a member of the project group.

Facility Managers

FacilityManagers relates to facility calendars: Allow Admin staff to circumvent number of bookings

Concierge group

Concierges are onsite staff members who work at the building. This means they are only added as a user at the building level.

The concierge team have access to user data, postings and requests assigned to the concierge team to action.

Concierge Admin group

If the user is in the Concierge and the Administrators group, these will most likely be Building Managers or Head Concierges, then they will have access to setting up property units, users, topics, user groups and so on.

The user will be able to edit everything that a Property Manager can.

Moderated Members

Users in this group will have their postings and comments moderated by the building administrator.           

When a user in the moderated members group adds anything on the website, a request will be generated and assigned to the administrators of the building to approve or reject the content. The content will NOT be posted on the website before it has been approved.

NOTE:- If the creator of a posting is in the Moderated members user group, all their postings require approval via a Request at the building level in order to be visible for the non-admin users.

After approval, all postings raised while a user were in Moderated Members still require approval. They would need to go back and approve their awaiting postings to publish them.

How to approve a posting approval request?

As a building administrator, go to REQUEST from left sidebar and filter for requests of the type "posting" at building level, to see all the unapproved posting approval requests created by Moderated members.

Adding users to groups

There are a few ways of adding users to a group.

Go to Building Data / User groups / Select Action / Members / Add User.

Go to Building data / Users / Select Action / Groups / Tick the preferred boxes for Group Membership.