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    • Product Update: Move Ins/Move Outs

    • Modified on: Mon, 16 Dec, 2024 at 1:53 PM
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    Note: This article is for the newly redesigned module. This updated module is in the process of being rolled out and may only be available to some users.


    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-level authority in Buildinglink or have a Special Permission.


    Note: Click on the images to enlarge them. 


    Table of Contents



    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 categories of occupant types--First Level and Second Level. 


    • First Level occupants are primary leaseholders (in rental properties) or owners, (in co-op and condo properties) and anyone related to them (spouses, roommates,etc.).
    • Second Level occupants are subtenants. 


    Note: 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. 



    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.



    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.



    To see a full list of available Occupant Types,  go to the Settings tab and select Occupant types.  To change the occupant types active for your building, please email BuildingLink Support.


    Primary First Level Occupant Changes


    Follow the steps below only if the primary First Level Occupant is changing. For example, an owner is selling his/her unit (for coop and condo properties), or the primary renter/leaseholder is moving out (for rental properties).


    First, move out the old primary First Level Occupant by deactivating their unit profile, which will archive all their information in your database.


    Use the Quick Search to enter the resident’s first/last name or unit number and select the unit to load the Unit Overview page.  Next, click the red Deactivate button in the top right corner. When the confirmation message appears, click Yes. Finally, you'll receive confirmation that the unit profile has been deactivated, and you will also be given the option to reactivate the old profile if needed.




     

     



    Next, click the green Create New button to create a new unit profile for the new primary First Level Occupant (owners for coop and condo properties or the leaseholder in rental properties).  On the Add New Occupant page, select the Occupant type from the dropdown menu and enter the first name and last name of the new First Level Occupant. Input their contact information in the “Contact information” section.



    Click Save occupant to add only this occupant, or click Save and add another to continue adding more occupants. Once you've added all your occupants, you'll receive a prompt to send their login information. Click the green Send button to do this now, or click Later if you want to send out login information at another time.









    Adding Occupants to a Unit Profile



    Follow the steps below if a primary First Level Occupant (an owner or primary renter) is subletting his/her unit and needs to add a Second level occupant or is adding another First Level Occupant (Spouse, Roommate, Other Family Member, etc.).


    Note: Even if the owner is offsite, he/she should still be listed as a First Level Occupant of the unit.


    Use the Quick Search to enter the resident’s first/last name or unit number and select the unit to load the Unit Overview page. Click Add Occupant.






    Next, select the Occupant type from the dropdown menu and enter the first name and last name of the new occupant. Input their contact information in the “Contact information” section.  Click Save occupant to add only this occupant, or click Save and add another to continue adding more occupants. Once you've added all your occupants, you'll receive a prompt to send their login information. Click the green Send button to do this now, or click Later if you want to send out login information at another time.

     



     





    Deactivating Occupants



    Follow the steps below if a primary First Level Occupant (an owner or primary renter) is subletting his/her unit and needs to remove a Second level occupant or is removing another First Level Occupant (Spouse, Roommate, Other Family Member, etc.).

     

    Use the Quick Search to enter the resident’s first/last name or unit number and select the unit to load the Unit Overview page. Click the three dots to the right of the occupant type of the occupant who is moving out and click Deactivate occupant. When the confirmation message appears, click Continue. You'll receive confirmation the occupant has been deactivated, and you can view or reactivate them by checking the box next to Show deactivated occupants.







    Editing Occupant Information



    Follow the steps below to edit any information associated with a specific occupant (name, contact information, etc.).


    Use the Quick Search to enter the resident’s first/last name or unit number and select the unit to load the Unit Overview page. Click the three dots to the right of the occupant type of the occupant who is moving out and click Edit occupant.


    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 occupant.




    Editing Unit Details 


    Follow the steps below to edit the details for the occupancy of a unit.  For example, you want to edit the alternate mailing address for the owner (for coop and condo properties) or edit the lease begin/ end dates for the primary leaseholder (for rental properties). The information in unit details will also be archived when the Primary First Level Occupant is moved out by deactivating their unit profile.


    Use the Quick Search to enter the resident’s first/last name or unit number, select the unit to load the Unit Overview page, and click the Edit unit details button. Once you're done editing, click Save changes. 


     


    Tracking Additional Information in Unit and Occupant Profiles


    To learn more about tracking additional information on occupants (Birthdays, preferences, etc.) or unit profile/occupancy (Storage lockers, Amenity access, etc.), please see our help section on Custom Fields. 



    To learn more about Storing Specific Documents (Waiver Forms, Lease Documents, etc.) with Unit/Occupancy and Occupant Profiles, please see our help section on Unit Documents.