Staff Management for Multifamily Admins

 

 

At the core of the VTS Activate for Multifamily platform, we are able to manage the staff who interact with the property. Managing staff at the property through the platform is more than just adding their contact information - we can customize the experience your staff has based on a role we assign them.

 

In this guide, you will learn how to:

• Add Staff
  • Manually Add Staff on a One-by-One Basis
  • Add New Staff Members via Bulk Upload
• Manage Staff Roles
  • Add New Staff Role
  • Edit Existing Staff Role
  • Assign New Role to Existing Staff Member
• Manage Existing Staff
  • Delete Staff
  • Edit Existing Staff Members
  • Reset Staff Member's Passwords
• Manage Super Staff
  • What is Super Staff?
• Property Managers | Administrative Credentials
  • Add new Property Managers or Admins
  • Edit Existing Property Managers or Admin Profiles
  • Delete a Property Manager or Admin Account

Adding Staff

There are two ways to add staff members to the platform. 

1. Manually on a one-by-one basis
2. Import in bulk via CSV
   

 

Manually Adding Staff on a One-by-One Basis

 

Step 1

After logging into the Admin Portal, select Operations from the navigation menu and select Staff Management.

 

 

Step 2

Select Add Staff Member from the top right corner.

 

Step 3

Enter the staff details and select Submit.

• Email -This is their login name, and also where any updates, reminders on tasks, and forgotten password links will be sent.  
  
  • Note - An email may only be used one time on the platform. If this staff member also has a user account, they will need a separate email.
    
• Password - Once the profile has been created, a password reset email will be sent to this staff member, allowing them to update to a new password. This initial password is just for account creation. 
  
• Enable Access Permissions- (If applicable) Determines the doors and spaces this staff member is able to unlock using their profile.
  
• Verification Badge - This allows you to add a verified checkmark to their staff profile for access or validation checkpoints.

 

Adding New Staff Members via Bulk Upload

 

Step 1

After logging into theAdmin Portal, select Operations from the left navigation menu and select Staff Management.

Step 2

Select More from the top right corner of the screen, then select Import via CSV.

Step 3

Download the sample CSV and add your staff members using the template. 

 

Step 4

After completing the template, select Select CSV and follow the prompts to import your staff CSV list.

 

Manage Staff Roles

Staff roles allow you to curate the specific features or modules you would like your staff to access.

 

Add New Staff Role

Step 1

Select Operations from the navigation menu and select Staff Management.

 

Step 2

Select Staff Roles from the top of the screen.

Step 3

Select Add Staff Role.

 

 

 

Step 4

Name the Staff Role, and select the Service Categories this staff role can access. Select Submit to save your changes.

 

 

• All: Gives end-user access to all of the features listed below.
• Access: If you are utilizing Access at your property, this will allow staff to swipe to unlock at Access points through hardware.
• Activity Logbook: Allows staff to utilize Daily Activity Report, they will only be able to see their own reports.
• Activity Manager: Allows staff to be able to view all Daily Activity Reports, not just their own.
• Assignments: Allows staff to view Assignments at the property and gives the ability for them to create new Assignments.
• Contacts: Allows staff to have the contact list of Residents at the property.
• Discover: This allows staff to have access to the resources you have included as Discover Links for your property.
• Forms: Gives staff access to participate in Forms that the property creates.
• Mobile Key Access: If your property has an Access Control Integration, this allows staff to store their mobile key credentials in their phone.
• Packages: If your property is utilizing our packages feature, this allows staff to scan in and manage packages.
• Parking Reservations: Allows staff to create parking passes and manage parking. 
• QR Code: This allows staff to scan their unique QR code at kiosks and booking tablets.
• Reservations: Allows staff to view and manage Reservations.
• Valet: Allows staff to view Valet requests.
• Visitors: Allows staff to view visitor passes as well as manage visitors at the property.
• Work Order Manager: Staff will have access to view all Work Orders, not just those assigned to themselves.
• Network: Allows for the possibility of using Newsfeed, Marketplace, Management posts, and Events. If this is turned off, there will be no Engagement tools on the platform. 
• Management: Allows for Management posts to appear under Newsfeed.
• Emergency: Allows staff to view Emergency Management posts.
• News: Allows staff to view Management posts.
• Polls: Allows staff to view Polls sent out by the property management team.
• Events: Allows staff to view Events at the property.
• Newsfeed: Allows for the Newsfeed section under Network.
• General: If this is turned off, it removes the Newsfeed section from the end-user.
• Marketplace: Allows end-users to engage in a property-wide Marketplace to sell items.
• Work Orders: Allows staff to see only work orders assigned to them.
• Emergency Work Order: Allows staff to view Emergency Work Orders.
• Normal Work Order: Allows staff to view Normal Work Orders.
• PM Work Orders: Allows staff to view Preventive Maintenance Work Orders.

 

 

Edit Existing Staff Role

Step 1

Select Operations from the navigation menu and select Staff Management.

 

Step 2

Select Staff Roles from the top of the screen.

Step 3

Select the Three Actions Dots to the right of the staff role you wish to edit, and select Edit.

 

 

Step 4

Make necessary edits and select Submit to save changes.

 

Assign New Role to Existing Staff Member

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

Step 2

Select the Three Action Dots to the right of the staff member you would like to update and select Edit.

 

 

 

Step 3

Locate the Staff Role drop-down box, and select the new role you wish to assign this staff member. Select Save Changes when complete.

 

Managing Existing Staff

Deleting Staff

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

Step 2

Select the check box next to the name of the Staff Member you would like to delete or deactivate.

 

 

Step 3

Use the Select Action drop-down box at the bottom of the staff list to select Delete or Deactivate and select Submit.

 

 

• Delete - removes the Staff Member's credentials and deletes them from your platform. If the staff member returns you would need to re-create their staff profile. 
  
• Deactivate - removes the Staff Member's credentials and leaves them on the platform. This is useful if the staff member is taking a leave of absence. When they come back you can simply select Reactivate.

 

 

Edit Existing Staff Members

 

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

 

Step 2

Select the Three Action Dots to the right of the staff member you would like to update and select Edit.

 

 

 

Step 3

Make required changes and select Save Changes to complete the changes.

 

 

Reset Staff Member's Passwords

 

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

 

Step 2

Select the Three Action Dots to the right of the Staff Member you would like to reset the password for and select Details.

 

 

Step 3

Select More from the staff profile's top right corner, and select Reset Password.

 

 

 

 

Step 4

Enter and confirm the new password and select Submit.

 

 

Manage Super Staff

 

What is Super Staff?

 

Super Staff allows staff that works at multiple properties, using the Activate Multifamily platform to manage their work and have their profile assigned to all of those properties. This allows the staff members to have one login name and password and select which property they are currently working at.

 

 

Note: Please ensure Super Staff is set up during your Implementation first. If you are looking to add this to your platform, please work with your Account Manager to have this enabled on the backend or you will not see any properties listed.

 

 

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

Step 2

Select Super Staff from the top menu.

 

 

 

 

Step 3

Select the Three Action Dots to the right of the staff member you would like to add additional properties to their login profile and select Edit.

 

 

 

 

Step 4

Select the Accessible Properties and Default Property for this Staff Role.

 

 

• Accessible Properties - if there are none listed, please contact your Account Manager to have this feature enabled.
  
• Default Property - The staff member's home property. This will be the property they see initially whenever they log in.

 

Property Managers | Administrative Credentials

Property Managers allow users to have full access to the property's platform. This allows them to view, edit, and delete all user and service details.

 

Add new Property Managers

 

Step 1

Select Operations from the left navigation menu and select Staff Management.

 

 

 

 

Step 2

Select Property Managers from the top menu.

 

 

Step 3

Select Add New Property Manager from the top right corner.

Step 4

If you want the new Property Admin to have full access to the Admin Portal, meaning they will be able to engage with every feature on your platform, then select the box next to Property Admin at the top of the screen. This will enable all permissions for the Property Admin.

 

If you do not want the new Property Admin to have full admin access to the Admin Portal, then you will NOT select the box at the top. To select which features the Property Admin will be able to engage with, scroll down to the bottom of the screen and select which features you want to turn on for the Property Admin.

 

Property Managers that have selected permissions will only receive emails based on the permissions they have enabled. The categories include Access, Operations, Engagement, Advanced, and Settings.

Note: Select the Expand button in the top right of each box to further narrow down what the Property Admin will have access to on the Admin Portal.

 

 

 

Step 5

Enter the Property Manager Profile details and select Submit. A welcome email will be sent to the email listed in the profile to prompt them to reset their password and log in.

Need a unique email address that is not already being used for an activate Multifamily account but has to receive a real email?  Google Gmail allows something called “+” addressing. For example, if someone needs to have a real login as jane.doe@vts.com to access Activate Multifamily but also needs a real login for the Admin portal, you can set up the Admin login as jane.doe+admin@vts.com. This will tell Gmail to deliver an email to jane.doe@vts.com.

 

Edit Existing Property Managers

 

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

 

Step 2

Select Property Managers from the top menu.

 

 

 

Step 3

Select the Three Action Dots to the right of the Property Manager you wish to edit and select Edit.

 

 

Step 4

Make all necessary changes and select Save Changes to complete the update. 

 

 

Delete a Property Manager

 

Step 1

Select Operations from the navigation menu and select Staff Management.

 

 

 

 

Step 2

Select Property Managers from the top menu.

 

 

 

Step 3

Select the checkbox next to the name of the Property Manager account you would like to delete or deactivate and then use the top Select Action drop-down to make the desired action.

 

 

• Delete - removes the Staff Member's credentials and deletes them from your platform. If the Staff Member returns you would need to re-create their staff profile. 
  
• Deactivate - removes the Staff Member's credentials and leaves them on the platform. This is useful if the Staff Member is taking a leave of absence. When they come back you can simply select Reactivate.

 

Step 4

Select Submit to complete the action.