Employees

Adding/Viewing Employees

To give someone BuildingLink access, simply add them to the Employee List. Go to the Manage tab and select Employees. Next, click on the tab at the top of your screen that says Employee List. (Depending on your building’s settings, this tab may already be selected.) Here, you’ll be able to see everyone who currently has access to your building. To add someone new, click Add New Employee and fill out the required fields (additional information can be added at your discretion). Also, be sure to select the appropriate authority level; this will determine how much of BuildingLink the new user will be able to access. Once you’ve completed the form, click the green Save button in the top right hand corner. (Please Note: You may only add employees who will be on an equal or lower authority level than your own.)

Accessing and Distributing Staff Login Information

To distribute employee login information, go the the Manage tab and select Employees, then Employee List. Click Edit next to the name of the user whose login information you wish to distribute. You’ll then have the option to use either the blue Print Login Info button or the green Email Login Info button to view, email, or print the employee’s username and password. (Please Note: You may only distribute login information for employees who are on a lowerauthority level than your own.)

 If the employee has already logged into BuildingLink and changed their login information, you will be automatically prompted to reset their password before you can distribute it.

Employee Authority Levels

When adding a new employee, you will be prompted to choose an authority level. You will also notice that there are authority levels specified for each employee on your employee list. These authority levels control how much of BuildingLink the employee can access--they do not reflect actual job titles at the building. Below is a brief description of the four BuildingLink authority levels:

 (Please note that some of these abilities depend on your building’s settings and can be further limited or expanded if you wish.)

Front Desk: The most limited staff authority level.

• Can record/track packages.
• Can enter PTE /guest authorization instructions and expire them.
• Can enter maintenance requests on a resident’s behalf and for common areas but CANNOT edit / change status/ add notes to those requests.
• Can search for resident data (phone numbers, emails etc.) but CANNOT edit any of that data
• Can input an amenity reservation request on a resident’s behalf but CANNOT approve or decline the request.

Maintenance:

• Can do everything a Front Desk level staff member can do.
• Can edit / change status/ add notes to maintenance requests.

Management:

• Can do everything a Maintenance level staff member can do.
• Can edit resident information and create/deactivate occupant profiles (move ins/ move outs).
• Can approve/reject amenity reservation requests.
• Can add documents to the building Library.
• Can add events to the building Calendar.
• Can approve/reject resident bulletin board posts.
• Can send building-wide emails
• Can create announcements.
• Can create surveys.
• Can add new Front Desk level, Maintenance level, or Management level employees.
• Can run assorted data reports.

Security Officer (Highest level of authority):

• Can do everything a Management level staff member can do.
• Can use the Emergency Broadcast System.
• Can rename, activate, and deactivate categories and form fields in the Asset Manager.

Editing Employee Profiles

If you wish to edit an employee profile for any reason (to change an authority level, input additional data in fields like “Birthday” or “Bio,” change an email address, etc.), simply go to the Manage tab, then Employees, and then Employee List and click Edit next to the employee’s name whose profile you wish to edit. You’ll then be taken to a form where you can change any of the existing information, or add new information. Be sure to click Save All Changes when you are finished editing.

Removing/Deactivating Employees

Go to the Manage tab and select Employees, then Employee List. Click Edit next to the employee’s name whose BuildingLink access you wish to deactivate. Next, either select Inactive next to "Active Status of This Employee” or click the red Deactivate button. Selecting Inactive will enable you to search for this employee later on by selecting Include Inactive at the top of your employee list. (Please Note: You may only deactivate employees who are on a lower authority level than your own.)

Setting Up Your Employee Photo Directory

Go to the Manage tab and select Employees. Next, click on the tab at the top of your screen that says Photo Directory. Click on Configure to customize the photo directory. You’ll be able to add photos, choose whether your directory is shown to residents, select your preferred layout style, and choose which fields you’d like displayed (Birthday, Bio, etc.) These fields pull data from the Employee profiles, so be sure that you’ve inputted all the information you’d like to show in the actual Employee profiles (See “Editing Employee Profiles.”) You can also use the numbers to control the order in which the employees are displayed, or choose the blue Sort Employees Alphabetically button. By default, all of the employees on your Employee List will be displayed in your Photo Directory; if you wish to exclude specific people from the Photo Directory, you can do so by editing their employee profiles and choosing No next to Include this employee in the Photo Directory. (See “Editing Employee Profiles”).

Tracking/Managing Employee Work Schedules

Go to the Manage tab and select Employees. Next, click on the tab at the top of your screen that says Manage Work Schedules. You’ll see a list of all your employees, along with any work schedule information you’ve already inputted. To input additional information or edit existing information, simply click Edit next to the employee’s name whose work schedule information you wish to add/edit. You’ll then be able to input his/her work schedule using the drop-down menus. If you would like to see a daily schedule, click on the Daily Schedule tab on the top of your screen. If you would like to keep track of employee hours worked, please see our TimeTracker section.