Notice board for flats, towers and owners
The society office posts notices to every flat, to chosen towers or to owners only, pins the important ones and attaches files. Residents are alerted when a notice goes up, and the office sees who has seen it.
PLANSEvery plan
The problem it solves
- The water-cut notice is taped to the lift and half the flats never see it.
- A notice meant for Tower B goes to the WhatsApp group of the whole society.
- Owners-only matters, such as a special general meeting, reach tenants too.
- Nobody can say who was told about the lift service before the complaints start.
How it works
- The office opens Visitors > Notice Board > Notices and clicks New. It gives a title, such as "Water supply off on Sunday 10 to 2", a category and the text.
- Under Who sees it, it leaves Towers / Blocks empty for every tower or picks some, and chooses Everyone or Owners only.
- It can pin the notice, set Show Until so it disappears after a day, and add files such as a circular PDF.
- Publish puts the notice on the residents' board. With Alert the Flats ticked (the default), residents of those flats get a Society alert.
- Residents read the board on their page or in the app, search it and open the files. The office sees each reader on the Seen by tab.
- When the notice is no longer needed, Take Down hides it and unpins it. Back to Draft lets the office change it and publish it again.
Everything it does
A notice
- Title, text (formatted), category and files
- Categories: General, Maintenance work, Meeting, Event / Festival, Rules, Safety / Security, Accounts
- Pinned notices stay at the top; the rest are newest first
- Show Until: hidden from residents after that day; empty shows it until it is taken down
- States: Draft, Published, Taken down; Posted On and Posted By are filled in when it is published
- Every change is kept in the notice's history
Who sees it
- Towers / Blocks: empty means every tower; otherwise only flats of the towers chosen
- Everyone, or Owners only: tenants and family members do not see an owners-only notice
- A resident sees only published notices of their own society that are not past their Show Until day
Alerts
- Alert the Flats: on to start with; residents of the flats it is for are told when it is published
- The alert carries the title and the first 300 characters of the text
- An owners-only notice alerts the owners only
- Residents who switched off Society under Notify me about are not told; the notice stays on their board and in the flat's alerts feed
Seen by
- A notice counts as seen when it appears on the resident's board, on the portal or in the app
- The Seen tab lists each person and the count; the list shows the count as a column
- The board shows unread notices with a count next to Notice board in the residents' menu
For residents
- Search by words and filter by category
- 15 notices to a page on the portal
- Files open or download from the notice
Who uses it
Society officeWrites, publishes, pins and takes down notices, and checks who has seen them.
Committee member with an office loginPosts notices for meetings and decisions in the same way.
ResidentReads the board, opens the files and chooses whether to get Society alerts.
Where you use it
- Web (office): Visitors > Notice Board > Notices
- Resident portal: Society > Notice board
- The SmartMy Society Resident app: Society > Notice board, with search, categories and files (built and in testing, not in the app stores yet)
- Not on the guard's gate screen or in the Guard app
- Not sent to a WhatsApp group: residents get their own alert
What you control
Settings
- Alert the Flats: on for each new notice
- Audience: Everyone to start with
- Towers / Blocks: empty (every tower) to start with
- Category: General to start with
- Show Until: empty (always) to start with
- Each resident: Society alerts on, switched off under Alerts > Notify me about
Notifications
- Flat: Society News: to the residents of the flats the notice is for who get Society alerts, when it is published. A push to those signed in to the Resident app, an email, and always the in-app inbox
- It is a transactional event: it goes out at once, and a resident can switch off a channel such as email but not the event. The Society switch on their Alerts page stops these alerts for them
Questions
Can we send a notice to one tower only?
Yes. Pick the tower under Towers / Blocks. Only residents of flats in that tower see the notice and get the alert.Can tenants be kept out of a notice?
Yes. Choose Owners only. Only residents recorded as Owner of a flat see it and are alerted.How do we know who read the notice?
Open the notice and go to the Seen by tab. A notice counts as seen when it was shown on the resident's board in the portal or the app.Does the notice go out on WhatsApp?
Not this alert. Society News goes as a push in the Resident app, by email and to the in-app inbox. Use the emergency broadcast for urgent matters that must reach every channel.Can a notice remove itself after the event?
Yes. Set Show Until. From the next day residents no longer see it; it stays in the office's list.Related features
SOCIETY OFFICESociety documents: bye-laws, minutes and formsKeep the bye-laws, meeting minutes, audit reports, forms and insurance papers in one place. Each document is open to every resident or to owners only, and residents download it from their page or the app.FLATS AND RESIDENTSAlerts feed for the flat, with switches per personEverything the flat is told, from the gate and from the society office, is kept on one Alerts page. Each person in the flat chooses which kinds they want to hear about, and the feed keeps the rest for them to read later.FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.SECURITY OPERATIONSEmergency broadcast and muster listSend one emergency to the whole society or only the towers affected, on every channel at once. Residents, guards, the office and the visitors and daily help inside are told. A red banner stays on every screen until the all clear, and the muster list serves the roll call.COMMUNITYSociety groups and announcementsOne group for the whole society, kept up to date as families move in and out. The office makes groups for a tower or the committee, and residents make their own. Any group can be set so only its admins post, for announcements.ACROSS SMARTMY SOCIETYNotificationsSmartMy Society tells the right person the moment something happens. It might be a visitor waiting for the flat, a parcel at the gate or the maid late. It might be a child at the gate, a bill due, an emergency. Each event has its own recipients and channels: app notification, in-app, email, and SMS or WhatsApp on paid credits.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.