Tip: You can navigate to specific sections in the video by selecting the Chapters icon.
Learning Objectives:
1. Recall how to filter the announcements list.
2. Describe how to create a new announcement.
3. Explain how to update or delete an existing announcement.
Video Script
Welcome to the Announcements: Creating Announcements overview. In this video we will review the features on the announcements page and demonstrate how to create an announcement.
To get started, select Announcements from the main menu. This will open the announcements page where you can search, create, and update announcements for your building.
By default, the announcements page lists all the current announcements with the newest announcement at the top. You can conduct an all-text keyword search of the announcements list, using the search bar at the top of the page.
You can also change the announcement status from current announcements to, future, past, draft, or all announcements. As well as filter the announcements list by communication methods and announcement types. To refine your search further, select Advanced Search and pick specific dates. Select Reset to return to the default settings.
To create an announcement, select Create New Announcement. Then, select the type of announcement you want to create. Select Regular Announcement to create the announcement from scratch, select Pick From Our Templates to use an existing template, or select Budget Mailout to send owners an update on their common expense fees. Announcement templates and budget mailout will be covered in-depth in subsequent training videos.
On the new announcement form, begin by selecting your communication method. This is how residents will be notified of the announcement. You can select multiple methods as needed.
Next, enter a title for announcement. This will be included in the subject line of the email notification. Then, enter the details of the announcement. You can see a preview of the announcement details on the righthand side.
Next, set a deadline for the announcement. This is when the announcement will be removed from the Homepage and the status will change from current to past announcement. You can then decide if you want the announcement posted now or at a future date which you can then specify.
If applicable, upload any relevant files you want included with the announcement. Then, determine if you want to add the attachments to the file library, and if so, which folder in the file library.
Next, determine who you would like the announcement sent to. You can select specific user Groups, specific Units, or select Advanced to pick specific Groups and Units, or Groups or Units.
Group and Units will only send the announcement to specific user groups in the designated units. For example, if you select the Owners Group and units 301 and 302, only the owners of unit 301 and 302 will receive the announcement. Any tenants in unit 301 and 302 will not.
Groups or Units will send the announcement to everyone in the selected user groups and units. For example, if you select the Owners Group and units 301 and 302, all the users in the owners group and all the users in unit 301 and 302, will receive the announcement. To see a list of the users you chose, select View Recipient List.
If you selected Lobby/Elevator Screen, you will then see a list of the Lobby and Elevator TVs in your building. Select the devices you would like the announcement displayed on. To review how the announcement will display on the TV, select TV Preview.
Then, select I Agree in the Disclaimer section. Review the announcement to ensure the details are accurate. After the announcement has been sent it cannot be rescinded, only updated, or deleted on the Condo Control system. Once you have verified the announcement details, select Post Announcement.
You will now see a summary of how many emails were delivered and how many text and voice messages were sent. If you need to distribute paper copies, you can download the Mailing Label Report, which has the mailing details for the off-site owners that did not provide electronic consent or download the Door to Door Report which lists the on-site units that require paper copies. You can also download a list of the user that provided electronic consent, and as such, were sent the email notification.
Click Continue to return to the announcements page. You will now see the new announcement on the announcements list. If you set a future date, change the status to Future Announcements to see the new announcement.
To revise an announcement, select it from the announcements list and click Edit. Make your revisions and click Save. Updating an announcement will not rescind or re-send the announcement to the applicable groups, only revise it on the Condo Control system and if applicable, the lobby and elevator TVs.
To delete an announcement, select it from the announcements list and click Delete. Like with editing, this will not rescind the initial announcement, just remove it from the Condo Control system and if applicable, the lobby and elevator TVs.
This concludes the Announcements: Creating Announcements overview. For more information on the announcements feature, please refer to our user guide.