Owner and Committee Portals with STRATA Communicator

STRATA Communicator delivers the ability to offer branded Owner & Committee portals via the internet to your client base. Owner and Committee Portals with STRATA Communicator replace the previous mystrataplan website - simplifying the installation process and allowing you to differentiate your service at no additional cost. 

Owners and Committees can have the ability to:

  • View contact details for their properties (Additional contact details are optional)
  • View agent and tenant contact details (Additional contact details are optional)
  • View the distribution method for levies, meetings and correspondence
  • Contact the agency to update their details
  • View levy paid to dates
  • View general financial details for their properties
  • Retrieve their username and password
  • View Held and Scheduled Meetings (optional)
  • View Documents (optional)
  • View Document Descriptions (optional)
  • View Committee Contact Details (Committee only)
  • Show building images 
  • Show manager image and contact details
  • View Repairs and Maintenance – Subject Only
  • View Repairs and Maintenance – Details
  • View Repairs and Maintenance – Images


You must complete the installation of STRATA Communicator using the Installation Guide before using this guide to setup Owner and Committee Portals.

STRATA Communicator Configuration 

The STRATA Communicator Configuration screen allows you to configure and customise access to your Owner and Committee Portals. The STRATA Communicator Configuration screen can be accessed from any workstation with STRATA Master. Each time the configuration screen is used STRATA Master will check for updates via the internet. If a newer version is found you will be prompted and the installation will launch automatically.

Branding

The branding section in the STRATA Communicator Configuration screen allows you to customise your portal webpage with your agency’s branding to provide a seamless transition from your agency website to your Owner and Committtee Portals. You can set custom header and footer banners linked to a website of your choice, and also to set an accent colour for the buttons on your portals.
To access the branding page, select Configure > Communicator Configuration > Branding. The Owner & Committee Setup Branding setup screen will be displayed. 

Banners & Login Screen Text

The Header and Banner are displayed on all pages of the portal, so ensure you take the time get them right. The Login Screen Text is displayed underneath the Header Banner on your Owner and Committee Portals and can be used to display a slogan or agency tagline.

To edit the Login Screen Text:

  1. Click in the Login Screen Text field.
  2. Enter the text you would like to display under your banner on your Owner & Committee Portal webpage.

 
To set your Custom Header Banner:

  1. Create your banner with the following specifications;

Height: 120 pixels
Width: 852 pixels
File Format: JPEG or PNG
File Size: Recommend size is 100KB, not exceeding 900KB

  1. Select the ellipses button
  2. Browse for and select your banner file.
  3. Click Open; your banner will display in the branding section.
  4. Click Save Changes.

To set your Custom Footer Banner:

  1. Create your banner with the following specifications:

Height: 80 pixels
Width: 852 pixels
File Format: JPEG, PNG or GIF
File Size: Recommend size is 100KB, not exceeding 900KB

  1. Select the ellipses button
  2. Browse for and select your footer banner file. 
  3. Click Open; your selected footer banner will display in the banding section. 
  4. Enter a Hyperlink that can be accessed when your banner is clicked, for example your footer banner could be an advertisement of additional services you offer, with a hyperlink to your agency’s services on your website. 
  5. Click Save Changes. 

 Accent Colours 

The accent colours section allows you to set a custom colour for all buttons displayed on your portals. 

To set Button Accent Colours: 

  1. Select a colour for your website buttons from the drop down list. 
  2. Select Black or White for the colour of the text on your website buttons. 
  3. Click Save Changes.

 Owner and Committee Portal URL 

The Portal URL section displays the internet address that needs to be used to access the Owner and Committee Portals. 

To integrate the portals onto your own web page, copy the address and paste it as a link into your website. Alternatively you can issue these addresses directly to your Owners and Committees to give them access to your branded portals.  You will also require your Portal URL address when notifying your Owners and Committees that they can view their property details online.

Customisation of Owner and Committee Portals

The Customisation tab of the STRATA Communicator Configuration tool allows you to configure some of the settings required for your portals.

Setting a Portal Contact Form Email Address

The Portals Customisation section allows you to set an email address for contact received via the portals. All contact sent via your Owner or Committee  portals will be delivered to the email address specified here.

To set a Contact Form Email Address: 

  1. On the Customisation tab, click in the Portal Contact Form Email Address field.
  2. Enter the email address that will receive all contact received via the portals.
  3. Click Save Changes.

Note: If no email address is recorded Portal Contact Forms will be forwarded to the email address recorded in your agency configuration in STRATA Master.

To enforce owners and Committee members to record a Reply to email address:

  1. On the Customisation tab, tick the checkbox called Enforce Reply to Email address
  2. Click Save Changes

Customisation of the Meetings tab on the portals

To display the Meetings tab on your Owner and Committee portals, you must first activate this feature on the Portals Customisation screen. 

To set the Meetings tab to display on the portals:

  1. On the Customisation tab, in the Portal Configuration field, select the checkbox next to Show Meetings on Portals.
  2. Click Save Changes.

Images and Manager contact details on the Portals

The Portals Customisation section allows you to choose if you want to display images from STRATA Master, for your plans as well as the manager image and contact details.

To show the photo attached to a plan in STRATA Master:

  1. On the Customisation tab, Check the Active box to the right of Show Property Photo
  2. Click Save Changes.

To show the manager name and photo configured for a manager in STRATA Master:

  1. On the Customisation tab, Check the Active box to the right of Show Manager Name and Photo
  2. Click Save Changes.

To show the manager email address recorded against a manager in STRATA Master:

  1. On the Customisation tab, Check the Active box to the right of Show Manager Email
  2. Click Save Changes.

Show Repairs & Maintenance on the Portals

The Portals Customisation section allows you to choose if you want to show Repairs & Maintenance (quotes and work orders) directly from STRATA Master. You may choose to show subject only, details or details with images.

The options can be configured differently for Owners and committee members.

To show the subject of R&M (quotes and work orders):

  1. To display to owners, on the Customisation tab, Check the Active box to the right of Show Maintenance Page – Owner 
  2. Click Save Changes.
  3. To display to the Committee, on the Customisation tab, Check the Active box to the right of Show Maintenance Page – Executive. 
  4. Click Save Changes.

To show the detail of R&M (quotes and work orders):

  1. To display to owners, on the Customisation tab, Check the Active box to the right of Show Maintenance Details – Owner 
  2. Click Save Changes.
  3. To display to Committee, on the Customisation tab, Check the Active box to the right of Show Maintenance Details – Executive. 
  4. Click Save Changes.

To show the images with the detail of R&M (quotes and work orders):

  1. On the Customisation tab, Check the Active box to the right of Show Maintenance Images 
  2. Click Save Changes.

Enforce a Reply to email address

If you want to set a Reply to email address as a mandatory field when owners and Committees communicate with your agency through the portal:


  1. On the Customisation tab, Check the Active box to the right of Mandatory reply to Email Address
  2. Click Save Changes.

Documents on Portal Activation

STRATA Master 5.5 introduced the ability to upload documents to your portals using STRATA Communicator and fileSMART Archive. This enhancement enables you to:

  • Set any document in fileSMART to be visible on the Portals. 
  • Set documents to show on the portals when archiving directly from STRATA Master

Pre-requisites for using Documents on Portals  

You must complete the Installation of STRATA Communicator before using this guide to set up Documents on Portals. 

Minimum Product Versions: 

  • STRATA Master Version 5.5 or later together with fileSMART Version 4.7 or later must be installed to use Documents on Portals
  • fileSMART V6.5 or later must be installed to activate the Document description option.

MEETING Master

MEETING Master enables you to hold meetings outside of the office by syncing the entire meeting from STRATA Master to a mobile device. 

Pre-requisites for using MEETING Master  

You must complete the Installation of STRATA Communicator before using this guide to setup Documents on Portals.
Click on the Installation button under the System menu and ensure your services are running. Click on the  button for Setup and Use documentation. STRATA Master Version 6.0 or later must be installed.

Activating MEETING Master in STRATA Communicator

MEETING Master must be activated in STRATA Communicator by a user with the required security level. When you have completed the next two steps you will be able to sync your meetings with STRATA Master.

To activate your STRATA Master database for syncing with MEETING Master:

  1. Click Configure > Communicator Configuration. 
  2. Click the Portal button under Services. The activation page displays your STRATA Database. 
  3. Check the Active checkbox against your STRATA database. 
  4. Click the MEETING Master button under Services. The activation page displays your STRATA Database. 
  5. Check the Active checkbox against your STRATA database. 



For more information on MEETING Master visit - http://rockend.com.au/meetingmaster
 

28/06/2018 4:22 pm AEST

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