Setup Page - Welcome Site Settings Video Guide


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Learning Objectives:

1. Recall what registration setting you can customize.

2. Summarize how to add a consent document.

3. Describe how to generate and send welcome letters.



Video Script

Welcome to the Setup Page: Welcome Site Settings overview. In this video we will review the registration page settings and demonstrate how to generate welcome letters.

To get started, select Setup from the welcome menu. Then, select Welcome Site Settings from the main menu. This will open the Registration Settings tab where you can configure and customize the registration fields for Owners, Tenants, and Residents.

By default, some fields will be enabled for each group. To revise these setting select Edit. Contact Details refers to the user’s phone numbers and emergency contact information. We recommend enabling this field for all user groups. Profile Picture prompts users to take or upload a picture for their profile. Unit Details includes items like comment elements, vehicles, and pets. 

Consent Signing prompts residents to fill out an electronic consent form. To use this field, you must first enable electronic consent under Workspace Settings. We recommend enabling this field for all user groups. Any additional consent documents will also be displayed if this field is enabled.  The last field is Photo ID which prompts users to upload a copy of their photo ID. This field can be renamed if another form of identification is required.

After selecting which fields to enable, determine if specific items should be mandatory. We recommend making phone numbers and emergency contacts mandatory and leaving the rest optional. Make sure you have enabled these permissions for each user group on the groups page. Otherwise, these fields will be greyed out for the end user. Once completed, click Save to finalize your changes.

From the Registration Settings tab you can also revise the label and introductory text for the photo ID field as well as customize the instructions for uploading a profile picture and message for completing registration. To revise the text, click the Edit icon beside the appropriate section, update the text as needed, and click Save. The text has now been updated.

Additional registration settings can be accessed from the workspace setting page. This includes the ability for users to change their first and last name, invite other users to register for the workspace, and add their phone number to a public resident phone book.

The next tab under Welcome Site Settings is Consent Documents. Here you can create additional documents for users to sign-off on during registration. To create a new document select Add New. Then, enter a name for the consent document. If applicable, select the feature the consent document is linked to. Next, enter the contents of the document in the Legal Text section. 

After entering the text, select the user groups that should complete the consent document. Then, determine if you require an electronic signature. Once completed, click Create. 

You will now see the new document on the consent documents list. To revise a consent document, select Edit. To remove a consent document from the system, select Delete. 

The final tab under Welcome Site Settings is Generate Welcome Letters. Here you can generate paper or electronic copies of a welcome letter that contains registration instructions for users. Use this feature for the initial launch of your building. Any future residents will receive a registration email after being added to the Unit File. This will be covered in-depth in subsequent training videos.

To create a welcome letter, select either Generate Paper Copies or Send Through Email. If you select Generate Paper Copies, determine if you want paper copies for everyone or just the users without an email address in the system.

Then, select who should receive a welcome letter. Groups allows you to select specific user groups, Units allows you to select specific units, and Groups and Units allows you to select specific user groups that occupy specific units. For example, if you select the Owners user group and units 201 and 202 only the owners of units 201 and 202 will receive a welcome letter. To see the full list of recipients, select View Recipient List. 

After selecting who should receive a welcome letter, determine if you want to use our default welcome letter template or customize our default welcome letter template. To customize our template, select Download Template and make your revisions. 

Do not revise or remove the text in brackets. This text will be auto populated by the system with the appropriate information. The [ManagerName] field will default to the name of the person generating the welcome letters. If that is not the correct name remove the brackets and enter the appropriate name. Once completed, select Choose File and upload the customized template. 

With either option, click Generate to create the welcome letters. A PDF document will then download to your machine with the completed welcome letters.  If you need to manually generate the welcome letters, select Download for an Excel document of the unit data.

If you selected Send Through Email, determine who the welcome email should be sent to. Like before, select Groups, Units, or Group and Unit and click View Recipient List to see the full list of names. 

Then, customize the welcome email template as needed. If you want your customized version to be the new default email template, select Save email text as template default. To see a preview of the welcome email, select Send Test Email. An email will then be sent to the email address you are currently logged in with. 

Once you are satisfied with the welcome email, select I Agree in the disclaimer section followed by Save. Your welcome email has now been sent to the selected recipients. 

This concludes the Setup Page: Welcome Site Settings overview. For more information on welcome site settings, please refer to our user guides.

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