User Portal Manager Guide

This guide will address the following:

Facilities & Bookings

The Facilities section is where you can manage your users’ bookings. You can create facilities that you would like to open to your users for booking, as well as cancel their bookings.

What are the facilities in OneSpace? Facilities are resources such as a building or an area that is commonly shared with many people. This could include a Clubhouse, a boardroom, or a Tennis Court.

In the User Portal you can create your own facility, and you have the full power to dictate how and when your users can book a facility and for how long they can book one for.

  1. This is a list of current available facilities for your site.

  2. This is the maximum amount of people that can be housed in this facility.

  3. This governs how many bookings that can be created for this facility.

  4. This governs the minimum number of days a person can book a facility in advance for.

  5. This is disabled by default. If enabled, this will remove the requirement to make a booking for a specific time slot.

Manage Facilities

After you have created your facility, you will be able to set slots, days and times people can book your facility on. To do this make sure you are on the Manage Facilities page. Then select the Pen Icon for the Facility you wish to manage.

  1. This section covers the basic properties of your facility. This can be changed at any time.

  2. You can upload an Image of your facility by going to this tab. This image will be visible to your end users when they make a booking on the Connect App.

  3. You can set when this facility is available for booking by navigating to the Availability tab.

  4. You can set how long users can book a facility for by navigating to the Slots tab.

  5. If you have made any changes, you can save them by selecting the Save button.

View Bookings

You can view all current bookings by navigating to the View Bookings button under the facilities menu. You will be presented with a calendar view set to the current month. To view open bookings, you will need to do the following:

  1. Go to the View Bookings page.

  2. Select the facility that you would like to view bookings of.

  3. Select a booking to view or cancel.

  4. A new window appears, detailing all the information associated with the booking.

  5. To cancel the booking select the Cancel Booking button.

Incidents

In OneSpace User Portal you can use the Incident Management Tool to track reported incidents from your users. Users can report incidents via their OneSpace Connect Apps or by Logging into OneSpace Central on a web browser.

Manage Incidents

This is the basic view of your reported incidents:

1. This section lists all reported incidents.

2. You can look for an incident based on:

a. Incident ID. This is also viewable by the person who reported the incident.

b. Incident Category

c. Incident Priority

d. Incident Status

e. Description. This is what the reporter provided when they reported the incident.

f. External Reference. Best used in cases where an incident involves a third party. For example, a user reports a municipal water fault. As the Site Manager you may obtain a reference number. You can insert this here and your user will be able to reference the fault should they decide to follow up on the fault themselves.

3. You can sort incidents based on the time they were reported.

As the Site Manager you can leave feedback on an incident so that the person who reported the problem can view any feedback that you or your team might have. As well as closing the incident.

4. Select the edit icon to begin the process of providing feedback or closing the incident.

5. You can adjust what Category this case relates to by adjusting this value.

6. You can adjust what Priority this case has by adjusting this value.

7. You can close an incident by changing this Status.

8. If you have an External Reference, you can provide this to the reporter here.

9. Any Comments you would like to leave for the reporter can be made in this section.

10. To post a Comment select this button.

Estate Documents

Here you can make some files or documents available for your users. For example: Evacuation procedures or a printable emergency contact list.

Note: End users will not be able to have private folders.

  1. Items in this folder will be made visible to all your users via their OneSpace Connect Apps. To upload items, you will need to select the folder first by clicking on its name.

  2. Items in this folder are publicly available to anyone. Provided they have a link from you.

  3. This section will display the items that already exist in your folder.

  4. You can upload more documents by clicking on the Upload button.

  5. You can create a new folder by clicking on the New Folder button.

  6. You can go back (up) a folder level by clicking on this < back button here.

  7. If you want to delete items in this folder, select this button here.

  8. If you want to rename an item, select this button.

  9. You can generate a direct link to any item by selecting this button.

  10. You can download the file by selecting this button.

  11. If you have multiple folders with several sub folders, you can view where you are in the folder structure here.

    Note: you can select the folder you want to navigate up to from here as well.

Estate Memberships

Clubs

This feature introduces basic Membership tracking. Features include:

  • Club Creation.

  • Club Member Management.

  • Capturing Club Fee Structure.

  • Capturing Club Membership duration.

To create a club, do the following:

  1. Navigate to the Clubs menu, under Estate Memberships.

  2. This view will display created Clubs.

  3. You can filter based on Estate (If you are a Manager for multiple sites)

  4. Club Name

  5. Club Location

  6. Club Membership Duration; you can sort this column from smallest to largest or vice versa by selecting the column heading.

  7. Club Fee Structure. You can sort this column from smallest to largest or vice versa by selecting the column heading.

  8. Select New to create a new club.

  9. Fill in the relevant information for each section.

  10. When ready, select Create to create a new club.

Membership

To link users to clubs, you will need to navigate to the Membership menu under the Estate Membership menu.

  1. Go to the Membership menu.

  2. Here is a list of current club members and the clubs they subscribe to.

  3. Note you can sort Membership Start dates by date. Ascending or Descending.

  4. You can edit an individual membership by selecting the pen icon.

  5. You can revoke memberships by selecting the delete icon.

  6. To create a new membership, select the + New button.

  7. Provide the relevant information in each field within this section.

    • Note should you provide a start date, the system will revoke the individual’s membership at the end of that clubs Membership Term.

  8. Select Create, to finalize the membership record.

Events

Event View

As a Site Manager you have control over the creation of Events on the User Portal. All events are visible to your users using OneSpace Connect. Users can also use the app to RSVP for events that require it.

  1. Navigate to the Estate Events menu to view all created events laid out in a calendar view. By default, the system will display the current calendar month.

  2. Select either arrow to skip ahead to the next month or jump back to the previous month.

  3. Select Today to jump back to the current month.

  4. This section displays the current month or week you are viewing.

  5. You can view events based on a week or month view, by selecting either Month or Week button.

  6. This changes the view from Calendar to a List view.

  7. To create a New event, select this button.

Event Creation

When creating the event a window will appear with a form that will need to be completed with your event information. Please note once this event is created it will be visible for all users on OneSpace Connect.

  1. Provide a Title for your event here.

  2. You can set the appropriate event Category here.

    • Note: you will be able to create custom Categories by going to the Event Categories menu.

  3. If the event lasts All Day, make sure that this button is turned on. By default the system will leave this off (greyed out).

  4. Select the intended date and time that this event will take place.

  5. Insert the events Location here.

  6. Should you want your Connect App users to RSVP for the event, make sure this button is turned on. RSVP is disabled (greyed out) by default.

  7. If you want your Connect App users to contact someone other than yourself regarding this event. Select this button and provide the Event Co-Ordinator’s details. This will appear on your users Connect App as the contact person for this event.

  8. Insert Details about your event here.

  9. Select this button to upload a picture for your event.

  10. If you need to provide a URL to your event attendees, insert it here.

Event RSVPs

To look up RSVP status for your events, you will need to go to the Event RSVPs page on Central.

  1. Navigate to the Event RSVPs page.

  2. Make sure you are viewing the correct month that your event is scheduled for.

  3. Select the event you want to look up off the list in this section.

  4. Here is the current list of RSVPs. Note: only your approved Connect users will be able to RSVP for events.

Announcements

Announcements are one-way communication tool to your OneSpace Connect users. All announcements appear on the OneSpace Connect app messages menu as well as the 1iD Portal.

Creating Announcements

To create an announcement, do the following:

  1. If you have any announcements that you have previously saved as drafts, you can create an announcement based on that draft.

  2. Should you require this announcement to appear as if it was sent by someone else, you can enter someone else’s name here.

  3. This will be the Title of your announcement.

  4. Sending Method: This will select how the OneSpace Cloud will send the announcement. This can be done in 4 ways:

    • Default Sending Method: The default method follows the following route: Connect Push notification, falling back to email notification.

    • Send asConnect App Push Notification Only: This will only be sent to the users of OneSpace Connect Apps.

    • Send as  Email Newsletter Only: This will only be sent to the user emails.

    • Send as Both Push Notification & Email: This will send the announcement to just the user emails and their Connect App.

  5. This is a web link to the announcement.

  6. The Advanced Editor will give you more control over formatting your announcements. This is useful for announcements going over email or require a form of beautification.

  7. You can save contents of an announcement if you use the Advanced Editor. This is unavailable for the default editor.

  8. You can load a Template by selecting from the list of previously saved ones. Once a saved template is selected the body of your announcement will update automatically.

  9. Select the announcement Category. The category is essentially a user list. For example; you can create an announcement category labeled Block G and only include Connect Users that reside in Block G.

  10. You can save the configuration of your announcement as a draft for later use.

  11. Hit Send to publish your announcement.

Selecting Recipients

This function is only available with the Property Management System (sold separately).

You can define who will receive your announcement by defining the recipients by setting send rules.

Key Definitions and Considerations:

  • Contacts are your OneSpace Users linked to your site.

  • Categories are either Properties on your OneSpace system or Contacts.

  • Announcement Recipients are based on either a Property or a Contact

  • OneSpace Users can be tied to Subscriptions Groups.

  • Announcements can be made to users directly or Subscriptions Groups.

  1. Select the Recipients Tab

  2. Select the first filter Category. Is your announcement mainly focused on people in a certain area or are you trying to find specific kinds of users. Select Properties if your announcement is targeting a certain area.

  3. You can drill down further based on what was selected in the Filter Category. For example: If you selected Contacts as your first Category then Selected Subscription Groups instead of street. Then your announcement will be sent to the designated Subscription Group.

  4. Select who will be receiving the announcement here.

  5. If you want to adjust who will be receiving the announcement even further, you can include more criteria by selecting the add rule button here.

  6. Once the recipients’ rules look correct to you. Can save this as a draft for future announcements or hit Send.

Member Stats

You can view how your announcement is being received on the Member Stats page.

  1. Navigate to Member Stats.

  2. Selecting the filter Icon will allow you to filter the data on this page.

  3. You can filter based on Member Name.

  4. Select the member you wish to view.

  5. You can also filter data on this page by selecting the filter icon.

  6. This is the date that the announcement was sent. Selecting the heading will prompt the page to sort the data by date.

  7. The Announcement Title can also be used as a filter.

  8. The time that member initially read the announcement.

  9. Total times they opened and read the announcement.

Manage Categories

The way announcements work in OneSpace is that announcements are posted to Category Groups that consist of your OneSpace Connect and 1iD users. Next, we will go over the creation and management of these Announcement Category Groups.

  1. Go to the Manage Categories section.

  2. You can create a New category here.

  3. Editing a category will only allow you to change its name.

  4. To manage which users are available in your announcement category you will need to select the view icon.

Manage Subscriptions

  1. Select the Add Members button.

  2. You will see your available Categories to your left. Select a category.

  3. To your right will be the Manage Members section.

  4. Not Subscribed: This box contains 1iD or Connect Users that are NOT associated with this category.

  5. Subscribed: This box contains 1iD or Connect users that are associated with this category.

  6. Use these arrows to move users from one side to another.

  7. Use this box to Filter for users by name.

  8. Once the box on the right looks correct. Select Update.

Note: This page can also be accessed via the Manage Subscriptions page. Just below the Manage Categories button.