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    • Product Update: Building Directory

    • Modified on: Thu, 22 May, 2025 at 4:40 PM
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    Note: This article is for the newly re-designed module. This updated module is in the process of being rolled out and may only be available to some users.


    Overview



    The 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).


    Note: Click on the images to enlarge them.



    Table of Contents


    Viewing, Exporting, or Printing Your Building Directory




    The Building Directory can be viewed by going to the Communicate tab and selecting Building directory.  Residents can view any Contact or Message Links that you’ve set to be visible to their authority level when they log into BuildingLink. 


    To print or export the directory, select Print or Export at the top of the Building Directory page.



     

     

    Editing Your Building’s General Contact Information



     At the top of the Building Directory, 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 the management company. To edit this information, click the pencil icon in the upper right corner of each section.




    On the following page, click on the field you want to edit and update the information. Note: Depending on your building's setup options, some info fields may be restricted from being edited. To update restricted fields, have a Security Officer email a request to support@buildinglink.com. After making changes, click Save changes.



    Adding a Contact to the Building Directory



    To add a specific contact to your Building Directory, click the Communicate tab and select Building directory. In the Contacts section, click Add contact.


     

    Next, 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, use the checkbox next to "Show on resident portal." If you select this checkbox, residents can see that contact in the Building Directory. If you do not select this checkbox, 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 Add contact to save all contact information.





    The Message Links section allows you to create shortcuts or buttons to allow residents/staff to email specific groups of people. You can choose who can view and access these shortcuts, and you can also choose to hide the recipients' email addresses. (For example, 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.) 

     

    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.

     

    To add a Message Link, click the Communicate tab and select Building directory. Next, scroll down to the Message links section, and click Add message link.

     



    The following page 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 Add message link when finished. 


    Editing/Changing the Building Directory



    To edit any contacts or Message Links, click the pencil icon in the upper-right corner of the section or message link you wish to change.




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