Towers, flats and resident logins
Set up your towers and flats once, add the owners, tenants and family of each flat, and give every resident a login of their own. Each resident sees only their own flat.
PLANSEvery plan
The problem it solves
- The guard's register has flat numbers written five ways, and nobody knows who lives in B-704 now.
- One shared society login is passed around, so nobody can say which family member let a visitor in.
- A tenant moves out and still gets the gate alerts of the flat.
- The office keeps the residents list in a spreadsheet that the gate never sees.
How it works
- The society office adds the towers under Visitors > Configuration > Buildings and Parking > Towers / Blocks, each with a name (Tower A) and a short code (A).
- It adds the flats under Visitors > Residents > Homes and People > Flats: tower, floor and number. The flat's name is made from the tower code and the number, for example A-1204.
- On each flat it sets the occupancy, the intercom extension the guard can call, and the name shown on the kiosk, for example Lee family.
- On the Residents tab it adds the people of the flat: name, mobile, email and relation (Owner, Tenant, Family or Other). Switches say who approves visitors, who is the primary contact and who gets notifications.
- Invite on a resident's line gives them a login and emails them a link to choose a password. They sign in on the resident portal or in the Resident app and see only their flat.
- When a family moves out, archive the residents. Their visits and history stay.
Everything it does
Towers
- Name (unique in the society), short code used in flat names, number of floors and order in lists
- Each tower shows how many flats it has
- Directions for visitors and a pin on the site map come with the directions feature
Flats
- Tower, floor and number; a flat number is unique within its tower
- Name made from the tower code and the number (A-1204). A typed name is kept, and the flat is still found by its tower and number
- Found when typed loosely: a1204, A 1204 and 1204 all find A-1204
- Occupancy: Owner Occupied (the default), Rented or Vacant
- Intercom extension and Name on the Kiosk; with no kiosk name, the family name of the primary contact is used
- Primary contact and mobile, filled in from the residents
- Tabs for Residents, Children, Daily Help and Parking where those features are in your plan, and a Visits button
- Filters: owner occupied, rented, vacant, archived; group by tower, floor or occupancy
Residents
- Name, mobile and email; relation Owner (the default), Tenant, Family or Other
- Approves Visitors: on to start with; this person is asked when someone is at the gate
- Primary Contact: shown to the guard as the flat's contact; with none ticked, the first resident who approves visitors is used
- Gets Notifications: on to start with
- One person once per flat; a person who lives in two flats switches between them on the portal and the app
- Filters: without login, approves visitors, primary contact, archived; group by flat or relation
Logins
- Invite on the flat's Residents tab, or Invite to the app on the resident's form
- The login is the resident's email (or mobile); with an email, an invitation to choose a password is sent
- Residents are portal users: they see their own flats only, never another flat or the back office
- Owners and primary contacts add family members themselves from the portal
Record
- Changes to towers, flats and residents are kept in each record's history, with who changed what
- Residents and flats are archived, not deleted, so past visits keep their flat
Who uses it
Society officeAdds towers, flats and residents, sends the invitations and archives people who move out.
GuardFinds a flat by typing it, sees its intercom, primary contact and mobile.
ResidentSigns in with their own login and sees only their flat.
Owner or primary contactAdds family members and decides who may approve visitors.
Where you use it
- Web: Visitors > Configuration > Buildings and Parking > Towers / Blocks, and Visitors > Residents > Homes and People > Flats and Residents
- Resident portal: the flat switcher at the top for a person with more than one flat
- The SmartMy Society Resident app: the same login (built and in testing, not in the app stores yet)
- Not yet: importing towers, flats and residents from a spreadsheet; they are added one by one
What you control
Settings
- Occupancy of a new flat: Owner Occupied
- Relation of a new resident: Owner; Approves Visitors and Gets Notifications: on
- This site has office hosts: switched off by itself when the first tower is added
Notifications
- The invitation email with the link to choose a password, sent when a resident with an email is invited
Questions
Does every family member need their own login?
Each can have one, and it is better so: the gate then records who let a visitor in. The office invites them, or the owner or primary contact adds them from the Family members page.What happens when a tenant moves out?
Archive the tenant on the flat's Residents tab. They lose access to the flat and stop getting its alerts. Their past visits stay on record. Set the flat to Vacant or add the new family.Can we upload our residents list from Excel?
Not yet. Towers, flats and residents are added on screen, one by one. Tell us your numbers before you start and we plan the set-up with you.Do we pay for each resident?
No. The plan is counted in flats. Residents, family members, guards, towers and visits are not counted.Can a resident who owns two flats use one login?
Yes. Add the same person to both flats. They pick the flat at the top of the portal or the app.Related features
FLATS AND RESIDENTSFamily page: who approves visitors and who gets alertsEach flat keeps its own Family members page. The owner or primary contact adds members and decides who may let visitors in and who hears about the gate, without calling the office.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.VISITORS AT THE GATEWalk-in visitors approved by the flatThe guard registers a visitor without a pass for a flat. Every resident of that flat who approves visitors is asked on their phone. The first answer wins, with five answers to choose from. If nobody answers, the guard or the office decides and the flat is told who did.GUESTS AND PRE-APPROVALDirections to each tower and flat, and where to parkThe office writes once how to reach each tower, where to park, and the way inside the tower to each flat. Guests read it in their invitation and on the pass page. The kiosk shows it with a pin on the site map, and the guard sees it on the visitor's card.MANAGEMENTSeveral societies in one accountA facility-management company runs each society as its own Entity in one account. Each society keeps its own towers, flats, residents, gates, guards and settings, and sees only its own data. Your management staff allowed several societies see them together in the same lists, reports and dashboards.
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.