OverviewThe Building Directory allows management or higher authority users to save building contact information for both staff and residents to view. You can decide which contacts are internal only and which should be visible to residents. The Building Directory also allows you to create Message Links to easily email a group of people with one click while hiding the recipient's email address(s). |
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The Building Directory can be located under the Communicate Tab in the navigation tree. Note: no link to the Building Directory will be found in the Actions List after selecting the Communication Tab.
Editing your Building’s General Contact Information
To edit your building’s general contact information, click on the Settings Tab and select Building Directory to display the Building Directory menu.
At the top of the Building Directory menu, you'll see a section for addresses. This section displays your general Building contact information and general Management Company contact information, including the main phone number and mailing address for your building and Management Company. To edit this information, click Edit Building Directory.
In the following menu, click Edit on the contact info you wish to update to open the Edit Menu. Note: Depending on your building's setup options, contact info may be restricted from being edited. To update restricted fields, have a Security Officer email a request to [email protected]. After making changes, click Save.
Adding a Contact to the Building Directory
To add a specific contact to your Building Directory, click on the Communicate Tab and select Building Directory. In the Contacts section, click Add Contact.
The Add Building Contact menu allows you to fill out all contact information for a specific contact, such as the Property Manager or Superintendent.
To specify whether residents should have access to a specific contact’s information, select Yes or No next to the question "Should this Contact be displayed on the Resident Portal Communicate Page?". If you select Yes, residents can see that contact in the Building Directory. If you select No, you've created an internal contact for staff only which can be appropriate for contacts such as a Regional Director whom only staff should be able to contact.
Click Save to save all contact information.
After saving the contact information, you’ll see a popup prompting you to upload a photo for your contact. To add a photo, click Yes, Upload Photo.
After deciding to upload a photo, choose Web Cam Capture or Upload Image File. Note: BuildingLink COnnector is required to use Web Cam Capture. For more information on Connector, click here. Upon selection or capture of the photo, click Save to continue.
Adding a Message Link to the Building Directory
The Message Links section allows you to create shortcuts or buttons to allow residents/staff to easily email specific groups of people. You can choose who can view and access these shortcuts, and you can also choose to hide the recipient's email addresses. (You could use a message link to allow residents to send a message to the Board without being able to view any Board member email addresses, for example.)
To add a Message Link, click on the Communicate Tab and select Building Directory. Next, click Edit Building Directory. In the Message Links section, select Add Message Link. Depending on the number of contacts in your Building Directory, you may need to scroll down to find the Message Links section.
The following menu allows you to enter the message's title (ex. Contact the Board) and the email address(es) that messages should go to.
You also have the option to decide who can see and use the Message Link. If you set the Message Link to be visible to Owners or Renters (subtenants), you can also choose to add a separate button on the resident homepage with the title of that link; whether or not you choose to show the button on the Homepage, the link will appear in the Building Directory.
If the Board should have easy access to the Message Link, you can also choose to show the link on the Board Only page so Board Members can easily find it.
You may also want to add instructions to guide users on using a certain link, such as "Please only use the Contact the Board button for policy questions or complaints. All other questions can be directed to the Front Desk or Management Office."
Select an option whether you want to send out a separate email to each recipient email you've specified or if you'd like to send only one email with all addresses in the "To" field.
Select who (if anyone) should be able to view the recipient's email address(es).
Click Save when finished.
Other creative ways to use Message Links:
“Get My Car” - Set this link to email valet staff so residents can submit car requests.
“Sign up for Yoga” - Set this link to email a class director at your gym.
“Email Leasing” - Set this link to email the leasing office so residents can send rent queries.
“Email Front Desk” - Set this link to email the front desk so residents can ask the staff basic questions when needed.
Editing/Changing the Building Directory
To edit any contacts or Message Links, click on the Settings tab and select Building Directory. Click Edit next to the contact or message link you wish to change.
Viewing and Printing the Building Directory
Residents will be able to view any Contact or Message Link that you’ve set to be visible to their authority level. That information will be available to them when they log into BuildingLink.
Staff members can view the staff-facing or resident-facing Building Directory by clicking the Preview Staff "Building Directory" Page or Preview Resident "Communicat" Page buttons.
The selected preview will display in a new tab.
To print or export the directory, select Print/Export on the preview of the staff-facing Building Directory page.
