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    • Front Desk Instruction Types

    • Modified on: Wed, 23 Aug, 2023 at 1:03 PM
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    Overview

    Settings for the Instructions module are controlled by the Front Desk Instruction Types section in the Settings tab. (Only Management and Security Officer users have access to Instruction Types settings.) Your Instruction Types should reflect the categories under which you'd need to record and track guest authorizations (or any other instructions residents might give to staff or management).


    Table of Contents

    Suggested Instruction Types


    Most buildings will use the following Instruction Types:

    • Broker Access
    • Housekeeper/Dogwalker
    • Permission to Enter Temporary
    • Permission to Enter Permanent
    • Do Not Allow
    • FD Instructions from Management (as an internal instruction type for staff to use)

    You may also wish to add the following Instruction Types:

    • Out of Town Instructions
    • Mail or Newspaper Hold
    • Internal Notes
    • Resident Preferences
    • Caretaker
    • Permission to Enter Temporary (with a specific expiration date for "maximum stay")

     

    Adding Instruction Types


    To add an Instruction Type, click on the Settings tab and select Front Desk Instruction Types.


     

    Next, click the green Add New Instruction Type button in the top right corner.


     

    You will then be taken to a screen where you can name the Instruction Type (category), decide on a grid color for it, and decide who is able to add, edit, and view instructions of this type--residents, non-resident owners, and/or staff. If your property allows subtenants, be sure to decide whether owners should be able to view/edit instructions entered by subtenants of their unit as well as enter instructions of their own. You can also choose to display instructions of this type in KeyLink when removing a key, so you can easily see who actually has key release authorization right from KeyLink! 

     

     

    If you'd like to input directions that residents will see when entering instructions of this type (to explain how it should be used, for example), you may do that as well.

     

     

    You have the option of including a liability waiver that residents must agree to in order to submit the instruction, and you can also set expiration rules (this is especially useful if your building has a "maximum stay" policy.). If your building is set up to send notifications to management whenever a new instruction is added, you can choose to override the default notification settings by entering a separate email address for a specific instructions category. If instruction notifications are not set up for your building, please contact BuildingLink support. 

     

     

    You can also choose to prompt for a resident signature when instructions are entered by staff members and/or capture scanned documents for specific instruction types.

     

     

    To change or review the settings for an Instruction Type


    click on the Settings tab and select Front Desk Instruction Types. You will then be taken to a screen that displays all Instruction types. Click Edit next to the Instruction Type you wish to view/change.



    For an explanation of the settings on the Edit page, click here. After making any changes, click Save. To delete a category, set it to "Inactive."