![]() To ensure that only managers get access to this folder, you’ll need to ensure that no other permissions are checked off. For apartment complexes, you can create folders for maintenance procedures, vendor contracts, list of management company contacts, equipment user manuals, leasing procedures, marketing, and more. Then, apply the board member permission to the folders and start adding files. For condo or homeowner associations, you can create folders titled board member roles & responsibilities, code of conduct, committee rules & responsibilities, ARC review processes, and more. Depending on all the documents you intend to share, you may opt to create one folder or multiple folders nested under it for better organization. If you manage many community associations or apartment complexes, it’s important to have a document section that’s dedicated to the board members and managers with content relevant to them. The revised document will automatically display in all the communities it has been shared with. The best part about structuring company-level files in this manner is that when managers need to make a change to the document and re-upload it again, they only need to re-upload it to the company-level folder. You can then use the sharing tool to grant access to other communities in a “Company Policy” folder with board members or apartment managers. Since this is a document that you will share with all the community/apartment managers you oversee, add it to the Client Group folder. It would include content such as procedures, response times, manager/board expectations, and more. Without any further ado, let’s dive deep into the document folders.Ī company policy document focuses on all the services you’re providing to your clients. It’s also important to know that if you don’t set any permissions for a folder, it’ll automatically default to just manager view. There are four main permissions you can apply to folders to restrict access: board members, owners, tenants, and other occupants. Each community must at least have one folder but can have multiple folders nested underneath it for a concise organization. Community-level documents are those that are added to a single community. Company-level documents are those that can be shared to multiple communities with their file characteristics maintained globally. Managers can add documents on a company-level and community-level. We’ll specifically focus on the six document folders you absolutely need and how to structure it.īefore we talk about the six document folders, we’ll go over the basic structure of documents in Pilera. In this month’s manager toolkit, we put the spotlight on document library management in your apartment, condo or HOA management company. There are many ways to engage your clients within Pilera through communications, events, help center, document library, and more. The best way to engage your clients and residents is to inform them.
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