Overview
This section will show how to update your BuildingLink system when people move in or out of the building or if resident information changes. It is very important to ALWAYS update your BuildingLink system when move ins/move outs occur so that you can keep the system up to date and functioning properly for you, your staff, and your residents. To update the system or change resident information, you must have Management or Security Officer BuildingLink authority.
Note: Click on the images to enlarge them.
First-Level and Second-Level Occupants
Before we discuss how to actually update occupant profiles when move ins/move outs occur or resident information changes, it’s important to understand how resident information is organized within the BuildingLink database.
BuildingLink recognizes two main types of occupants--first-level and second-level.
First-level occupants are primary leaseholders (in rental properties) and owners (in co-op and condo properties).
Second-level occupants are subtenants.
Further, if there is a second-level occupant in a unit, BuildingLink will send any automatic notifications (for packages, maintenance requests, amenity reservations, etc.) to that person, and NOT to the first-level occupant because it assumes the first-level occupant lives offsite.
First-Level Occupant Changes
Follow the steps below if the owner is selling his/her unit (for coop and condo properties) or the primary renter is moving out (for rental properties).
First, move the old first-level occupant out:
1. Access the unit profile by looking it up in the Quick Search bar in the top left corner.
2. Click the red Deactivate button in the top right corner. When the confirmation message appears, click Yes.
3. Next, create a unit profile and move the new first-level occupant in:
1. Click on the green Create New button.
2. Before you can begin adding occupants to the unit, you must create the unit profile. Simply click Save New Unit Profile and Add Occupant. You'll be able to go back and add/edit unit details later if you wish.
4. Enter the first name and last name of the new first-level occupant. Input their contact information in the “Contact Info” section. Click on Select Occupant type and select the correct occupant type under “First-Level Occupant Types.” Click on Suggest Username so the system populates a username for the resident. Click Save Changes to add only this occupant, or click Save Changes and Add Another Occupant to continue adding more occupants.
5. Distribute the new resident’s username and password by clicking on the Email Login Info or Print Login Info button next to their name.
Adding Second-Level Occupants
Follow the steps below if a first-level occupant (an owner or primary renter) is subletting his/her unit. (Note: Even if the owner is offsite, he/she should still be listed as a first-level occupant of the unit. )
1. Access the unit profile by looking it up in the Quick Search bar in the top left corner.
2. Click on the Occupants tab.
3. Click the Add Occupant button.
4. Enter the first name and last name of the new Second-level occupant. Input his/her contact information in the “Contact Info” section. Click on Select Occupant Type and select the correct occupant type under “Second-Level Occupant Types.” Click on Suggest Username so the system populates a username for the resident. Click Save Changes.
5. Distribute the new resident’s username and password by clicking on the Email Login Info or Print Login Info button next to his/her name.
Second-Level Occupant Changes
Follow the steps below if a second-level occupant is moving out.
1. Access the unit profile by looking it up in the Quick Search bar in the top left corner.
2. Click on the Occupants tab.
3. Click Remove Occupant next to the name of the second-level occupant who is moving out. When the confirmation message appears, click OK.
Editing Resident Information
Follow the steps below to edit any of the information associated with a specific occupant:
1. Access the unit profile by looking it up in the Quick Search bar in the top left corner.
2. Click on the Occupants tab.
3. Click Edit Occupant next to the name of the resident whose information you wish to change.
You’ll be taken to the occupant's profile, where you can change previously-inputted information (like the occupant’s email address and phone number) or input new information. You can also change the resident’s Occupant Type. Click Save Changes.
Specific Occupant Types
While First-Level and Second-Level are the two main categories of occupant types, you can choose to activate various, specific Occupant Types based on your building or property’s needs within each main category. To see a full list of available Occupant Types or to change the occupant types enabled for your building, please contact BuildingLink Support.
In addition to accurately designating the status of all your residents, the Occupant Types functionality allows you to tailor email blasts to specific occupant types and post Library Documents only accessible by specific occupant types.
Tracking Additional Information (Pets, Birthdays, etc.) in Unit/Occupant Profiles
Please see our help section on Custom Fields.
Storing Specific Documents (Waiver Forms, Lease Documents, etc.) with Unit/Occupant Profiles
Please see our help section on Unit Documents.