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Site administration

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Use this guide to prepare sites and properties for installation. A site is called a portfolio on some screens.

Start work​

Administrators create sites and properties. Property managers manage assigned sites and their documents. IT administrators perform technical setup.

Sign in with your work account before each procedure. Complete the passkey check when requested. Administrators start on Dashboard. Property managers start on the sites list.

Administrators also have a Dashboard. Its status totals cover all properties. Tenancy Changes - Next 7 Days shows scheduled move-ins and move-outs.

Manage administrator access​

  1. From the home screen, select User Management.
  2. Select Add Admin.
  3. Enter the person's Email Address.
  4. Select Send Invitation.

Existing users receive administrator access immediately. New users receive an invitation email. For role removal, open User Management from the home screen. Use the remove control under Administrators. You cannot remove your own administrator role. Role removal does not delete the account or its other roles.

Create a site​

  1. From the home screen, select Sites.
  2. Select Create Site.
  3. Enter the site name in Portfolio Name.
  4. Enter the description, if required.
  5. Enter the housebuilder, if required.
  6. Select Create.
  7. Open the new site.

Prepare members, the site map and floor plans before you create properties.

Assign property managers and installers​

  1. From the home screen, select Sites.
  2. Select the site.
  3. Open Members.
  4. Select Add Property Manager.
  5. Enter the manager's User Email.
  6. Select Add.

The manager receives access to every property in this site. A new user receives an invitation email. For access removal, select Sites from the home screen. Select the site, then Members. Use the manager's remove control to remove site access. This does not remove the manager's assignments at other sites. Complete the responsible-manager procedure below for affected properties before removing site access.

For an individual property's responsible manager:

  1. From the home screen, select Sites if you have administrator access.
  2. Select the site from the sites list.
  3. Open Properties.
  4. Select the property.
  5. Open Details.
  6. Select Assigned Property Manager.
  7. Select a manager from the list.

The selection saves immediately. Site membership determines access; this selection identifies the responsible manager.

For default installers:

  1. From the home screen, select Sites.
  2. Select the site.
  3. Open Settings.
  4. Enter an installer email under Default Installers.
  5. Select Add.
  6. Repeat for each installer.
  7. Select Add to all current properties when existing properties need these installers.
  8. Confirm the action.
  9. Check the result for failures.

Removing a default installer does not remove existing property access. Ask support to clear the final default installer if it reappears.

Configure the site map​

  1. From the home screen, select Sites.
  2. Select the site.
  3. Open Site Map.
  4. Select Configure Site Map.
  5. Select the site map image.
  6. Enter the site's latitude.
  7. Enter the site's longitude.
  8. Select Continue to Configure.
  9. Drag each coloured corner to align the image with the satellite map.
  10. Adjust Opacity to check alignment.
  11. Select Save.

Check the coordinates before upload. The initial values are examples. For an existing map, select Sites from home. Select the site, then Site Map, then Edit Site Map.

[SCREENSHOT]

ID: SITE-MAP-01

Alt text: Site map corner handles aligned with roads and buildings.

Capture: Show all four coloured handles and the satellite landmarks used for alignment.

Markers are alignment aids saved in your browser. Other users do not receive these markers.

Prepare a floor plan​

  1. From the home screen, select Sites.
  2. Select the site.
  3. Open Floor Plans.
  4. Select a file under Upload New Floor Plan.
  5. Enter a distinct Floor Plan Name.
  6. Select Upload Floor Plan.
  7. Wait for the plan to appear.
  8. Select Create Layout.
  9. Select Analyze with AI or Fill Out Manually.
  10. Check each floor and room against the plan.
  11. Check each device selection against the installation specification.
  12. Give each device a unique name.
  13. Check each device's fixing selection.
  14. Select Save Layout.

If AI analysis fails, complete the layout manually in the open editor. Check AI results before saving.

To crop a floor image:

  1. From the home screen, select Sites.
  2. Select the site.
  3. Open Floor Plans.
  4. Select Edit beside the saved layout.
  5. Select Crop beside the floor, or its page button for an existing crop.
  6. Select the page containing that floor.
  7. Drag the image to position the floor inside the crop area.
  8. Scroll to adjust the zoom.
  9. Select Apply Crop.
  10. Select Save Layout.

[SCREENSHOT]

ID: FLOOR-PLAN-01

Alt text: Floor plan crop area around one complete floor.

Capture: Show the selected page, crop rectangle and controls for one floor.

Layout changes affect future imports. They do not change devices already added to properties.

Create properties​

One property​

Current limitation: Add Property cannot complete creation reliably. Follow the Bulk Upload procedure below with one row until support confirms a correction.

The Add Property wizard contains four steps: property basics, floor plan selection, map location and summary. Its default manager is the first site manager.

Bulk Upload​

Prepare the CSV before starting:

  • Required columns: address, unit, bedrooms, house_type, floor_plan, assigned_pm.
  • Optional columns: notes, property_completion_date.
  • Completion date format: YYYY-MM-DD.
  • Each floor_plan value: the name of a saved site layout.
  • Each assigned_pm value: a site manager's email.
  1. From the home screen, select Sites.
  2. Select the site.
  3. Open Properties.
  4. Select Bulk Upload.
  5. Select the CSV file.
  6. Correct each highlighted error.
  7. Select Set in a property's Location column.
  8. Select the property's position on the map.
  9. Select Confirm Location.
  10. Repeat for each property.
  11. Check every row before upload.
  12. Select Upload [number] Properties.
  13. Check the created records in the site's Properties tab.
  14. Open each property to check its Floor Plan & Devices tab.

To apply default installers after import:

  1. From the home screen, select Sites.
  2. Select the imported properties' site.
  3. Open Settings.
  4. Check Default Installers.
  5. Select Add to all current properties.
  6. Confirm the action.
  7. Check the result for failures.

Locations must be within the UK. The CSV does not supply map positions. Draft rows remain in the current browser only.

Check bedroom counts and assigned managers in the bulk upload grid. Blank or invalid bedroom values become zero. A blank manager value selects the first site manager.

Each address must be unique within the site. A different plot number alone does not make the address unique.

If upload fails, select Sites from home. Select the site, then Properties, to check existing records before another attempt. Some properties may already exist.

New properties start in Setup. Continue with IT handover.

Maintain shared documents and guides​

The site's Documents tab contains site-specific files. The main Document Library covers all sites.

For a site-specific document:

  1. From the home screen, select Sites if you have administrator access.
  2. Select the site from the sites list.
  3. Open Documents.
  4. Select Upload Document.
  5. Enter Document Name.
  6. Select Category.
  7. Clear Make visible to tenants for internal documents.
  8. Select the file.
  9. Select Upload.
  10. Check the document preview.

For an all-sites document, select Document Library from home. Select Upload Document, then complete the document fields. Tenant visibility is selected initially.

For a site document update, select Sites from home if you have administrator access. Select the site, then Documents. For an all-sites update, select Document Library from home. Select the document's Version History. Select Upload New Version. This retains its history.

For installation guides, select Device Guides from home. Select Add Guide. Specify the title, device type, manufacturer, model and guide file in Add Device Guide. Select Create.

Supplier credentials​

From home, select Credentials to find supplier account records and check their validity. On that page, use Add Credentials only when the IT team needs additional account records. Creating credentials does not complete supplier registration or property setup. Do not delete credentials used by an active property. Use the IT guide for account changes and password handover.

Correct existing records​

Ask support to correct addresses, plot numbers or bedroom counts. These fields are read-only. Notes and Save Changes do not currently save edits.

Use IT handover for additional devices, technical corrections or property deletion.