If your property’s accounting system is not integrated with VTS Activate for Multifamily, you can add, delete, or update resident information from the Resident Management feature. If you are integrating an accounting or access control system with Activate Multifamily, please work with your VTS contact for specific instructions.
In this article, you will learn how to:
- Add a Resident
- Delete or Deactivate a Resident
- Reset a Resident's Password
- Create and Manage Resident Types
- Change Resident Types
- Approve or Reject App Registrations
- Resend the Welcome Email
Adding a Resident
Step 1
After logging into the Admin Portal, select Operations from the left navigation menu, then select Resident Management. In the drop-down menu that appears, select Residents.
Step 2
Select Add Resident from the top of the resident list. Input all resident contact information and select Submit.
- First Name: Enter the first name of the Resident.
- Middle (optional) & Last Name: The Resident's middle name is optional, but their last name is required.
- Unit: Enter the Unit the Resident resides in.
- Email: Must be a valid email to ensure all email notifications, including welcome email, are received by the Resident.
- Note: An email can only be used one time within the portal. If this user has a Staff login and Resident login, they will need to use two different emails.
- Phone Number: Must be a valid phone number for the Visitor Kiosk to call the Resident upon the arrival of an unexpected visitor.
- Alternate Contact: Provide additional contact if applicable.
- Password: The platform will require the Resident to create a new password upon logging in.
- Assign a Type: Select the Resident Type. This signifies the features the Resident will have access to.
- Assign Tags: Can assign tags to a Resident.
- Enable Access Permissions: Allows Property Admins to select relevant Access Permissions
- Make Resident Admin: Allows the Resident to add and manage additional profiles to their unit, view all visitors, reservations, and add work orders for the unit. For example, the Parent would be the admin, the minor child would not.
- Do you want to show this Resident on kiosk?: If this checkbox is selected, the Resident will appear in the Kiosk directory, allowing visitors to select them by name.
- Audio call when a visitor is logged-in via Rise Kiosk?: If this checkbox is selected, the Resident can receive an audio call when a visitor arrives.
- Video call when a visitor is logged-in via Rise Kiosk?: If this checkbox is selected, the Resident can receive a video call when a visitor arrives.
- Verification Badge: This allows for a badge to be placed on the Resident's account which can be used for a variety of purposes.
| Need a unique email address that is not already being used for an Activate Multifamily account but has to receive a real email? Google's Gmail allows “+” addressing. For example, if someone needs to have a real login as jane.doe@vts.com to access Activate Multifamily but already is using that email for another account, set the resident login as jane.doe+resident@vts.com. This will tell Gmail to deliver an email to jane.doe@vts.com using the “+” tag of resident. This only works with non-integrated properties and with Gmail accounts. |
Delete or Deactivate Resident
Deactivating a Resident will disable the user's credentials but maintain their profile on the admin portal and they can be reactivated at a later date.
Deleting a Resident will disable the user's credentials and delete their profile on the admin portal. If they come back, a new profile will need to be created.
Step 1
Select Operations from the left navigation menu, then select Resident Management. In the drop-down menu that appears, select Residents.
Step 2
Search for the Resident by name or unit in the search box. Select the Three Action Dots next to the resident's name and select Details.
Step 3
Open the Select Action drop-down menu, located at the bottom of the screen. Select the desired action and select Apply.
Reset a Resident's Password
Step 1
Select Operations from the left navigation menu, then select Resident Management. In the drop-down menu that appears, select Residents.
Step 2
Search for the Resident by name or unit in the search box, and select the three action dots to the right of the resident's name, and select Details.
Step 3
Select More from the top corner of the Resident's Profile and select Reset Password.
Step 4
Enter a new password and select Submit.
Create and Manage Resident Types
Step 1
After logging into the portal, select Operations from the left navigation menu and then Resident Management. From the drop-down menu, select Resident. Along the top of the screen, select the Resident Types tab.
Step 2
Create or edit existing types.
-
Create: Select Add Resident Type from the top corner.
- Title: Name the type (E.G. Resident, Owner) and select services you would like to credential for this type.
- Edit: Select the details box of the resident type you would like to edit credentials.
| For more information on what specific features Resident Types control, check out this article! |
Changing Resident Types
There are two ways to change Resident types in the Admin Portal: with the select action button (allowing you to change one or more at a time) and by editing the individual Resident.
Changing Resident Types in Bulk with Select Action
Step 1
Under the list of Residents at your property, select the check box next to the name(s) of the Resident(s) you would like to change the Resident Type.
Step 2
A Select Action drop-down will appear. From this drop-down, select Change Resident Type.
Step 3
Next to the Select Action, an additional drop-down will appear allowing you to select the type you are changing the resident(s) to.
Step 4
Select Submit to save the change. A pop-up will appear confirming you want to make the change.
Changing Resident Type by Individually Editing Resident
Step 1
Under the list of Residents at your property, select the three action dots next to the Resident you would like to change the Resident Type. Select Edit.
Step 2
Under Assign a Type select the Resident Type you are changing the Resident to.
Step 3
Select Save Changes in the bottom corner.
Approve or Reject App Registrations
Step 1
Select Operations from the left navigation menu and select Resident Management. From the drop-down menu, select Residents. Along the top of the screen, select the App Registrations tab.
Step 2
Approve or Reject any pending registrations:
- Approve: Select Activate.
- Reject: Select Delete.
- Bulk Approve Registrations: Select the box next to the name(s) of those you want to approve. Use the Select Action drop-down box at the top of the screen and select Activate and select Apply.
- Bulk Reject Registrations: Select the box next to the name(s) you would like to reject. Use the Select Action drop-down box and the top of the screen and select Delete.
- Select Apply.
Once approved the resident will be granted access to both the app and portal and their contact information will be moved into the Resident List.
Resending the Welcome Email
There are two ways to resend the Welcome Email to your Residents. You can individually select the Resident you would like to receive the Welcome Email or choose to send the Welcome Email to all Residents not yet logged into the platform.
Resending the Welcome Email to Individual Residents
Step 1
Select Operations from the left navigation menu and select Resident Management. From the drop-down menu, select Residents.
Step 2
Select the checkbox next to the name of the Resident you would like to resend the Welcome Email.
Step 3
Use the Select Action drop-down box at the top of the resident list to select Send Welcome Email and select Submit.
- You will be asked to confirm you would like to resend the Welcome Email. Select Yes to confirm.
Resending the Welcome Email to all Residents not yet Logged into the Platform
Step 1
Select Operations from the left navigation menu and select Resident Management. Next, select Residents from the drop-down menu.
Step 2
Select Resend Welcome Email from the More drop-down menu at the top of the resident list.
You will be asked to confirm you would like to resend the Welcome Email to all Residents who are not yet logged in. Select Yes to confirm.