Unit File Overview Video Guide

Welcome to the Unit File: Overview. In this video we will review the layout of the unit file and demonstrate how to search and filter the unit list.

To get started, select Unit File from the main menu. This will open the unit list, where you can access all the information on your building’s units and residents. 

The unit list is organized by unit number, with the users without units, like members of the security team, at the top. The unit list displays the names, groups, contact information, and if applicable, offsite address connected to each unit. 

You can search and filter the unit file list using the search bar at the top of the page. Here you can conduct an all-text search using a unit number, name, phone number, email, company name, or address. You can also filter your search by selecting a specific user group from the drop-down menu. 

To conduct an advance search, change the quick search filter to search all fields. This will search all the data in the unit file not just the information that displays in the unit list. For example, you might search a key fob serial number to determine which resident it belongs to.

Depending on your permissions, you will also see an actions menu in the top right corner. Here you can add a new unit or new user, process a moveout, view recent changes and archived data and export the unit file to excel. Each of these actions will be covered in-depth in subsequent training videos.

To view the details for a unit, click on the unit number. This will open the unit page where you will see several sections across the top, each containing additional information about the unit. Building management can enable and disable these sections based on the information collected in your building. 

This information can be added to and revised by user groups with administrative permissions. Typically, this includes Property Managers and Security Supervisors, but it varies in each building. Residents can also update their own information using the My Account feature.

The first section on the unit page is users. Here you will see the owners and residents associated with the unit. Select view details to see more information on a specific user. If you have administrative permission, you will also have the option to edit or delete existing users or add a new user. 

The next section is unit details. This section will display information like the unit occupancy date and if the unit is owner occupied or a rental. 

Next is the common elements section. Here you will see any common elements associate with the unit like storage lockers, parking spots or bike racks. 

The maintenance fee section will display the maintenance fees for the unit, as well as the start date and end date. This section is populated by the budget mailout feature and cannot be added to or revised in the unit file.

The vehicles section lists the vehicles associated with the unit and includes details like the license plate number and parking spot number.

The authorization section displays the people with authorized entry to the unit. Authorizations are typically created by the resident, but if you have the permissions, you may be asked to create, edit, or delete an authorization on a user’s behalf.

The next section contains the FOBs, remotes, keys, and buzzers codes for the unit. The pets section lists any pets in the units and includes descriptions, notes and, if uploaded, a photo of the pet.

Next is electronic consent, which includes parcel waivers and electronic consent documents. This is followed by attachments, where any relevant unit documents are uploaded and notes, where staff and administrators can add private notes about the unit.

If a unit is not owner occupied, the lease details section will include the lease information for the unit.

Next, the related activity section displays any incident reports, purchase orders or service requests associated with the unit.

Violation tracking logs any violations issued against the unit and assets lists any items stored in the building, like additional vehicles or tools.

Lastly, the history records section is where you can see all the changes that have been made to the unit.

To view the details for a user, return to the unit file list and click on the user’s name. This will open the user page. Much like the unit page, the user page is organized by sections that can be enabled and disabled by building management. You will have the same permissions on the user page as you did on the unit page.

Some of the sections on the user page are duplicates from the unit page like, FOBs, Remotes, Keys and Buzzer Codes, Lease Details, and Assets. Your building may choose to have these sections on only one of the pages. Either way, the information and update process are the same. 

The first section on the user page is user. Here you will see information about the user like their preferred name, subscription status and if they require assistance in an emergency. You will also see the user’s related units, where you can log all the units a user owns. This is followed by the user’s phone numbers, parcel waivers, and electronic consent documents. 

The next section is emergency contacts, which includes the names and contact information of the user’s emergency contacts.

The vacations section lists any vacations the user has logged including temporary contact details and emergency contact information should something happen with their unit while they are away.

Similar to the unit page, the attachments section is where any relevant user documents are uploaded, and the notes section is where staff and administrators can add private notes about the user.

Like before, the final section is history records where you can see all the changes that have been made to the user’s details.

This concludes the Unit File: Overview. For more information on the unit file, please refer to our user guide.