Board Members Website Administration Guide


As a Board Member, you are granted administrative permissions to the website. Below is a guide on how to perform common tasks as a web administrator along with some helpful tips, best practices, & examples.

My Board Area is accessible from the Welcome Drop Down Menu. 

My Board Area is accessible only to board members and grants board members access to view special information. 
  • My Board Contact Profile - If you would like to display your contact information to residents of the community on the Board Members page, you may edit your profile here. Otherwise you may never need to use this area. 
  • Resident Directory - Allows board members to view the directory on the administrative side. This displays all contact details to board member despite the view permissions homeowners have set for their contact details
  • Manage the Board Members - Is for Property Management use only. This is where we update board members after elections. 
  • Manage Board Meetings & Tasks - Please disregard this section. Is is not meant for use for websites utilizing the synchronization method we are using for your community. 
  • Compliance - Displays compliance violations for the community as a whole
  • Architectural - Displays architectural requests for the association as a whole. 
  • Maintenance - Displays Service Requests & Work Orders for the association as a whole. New Service Requests can be submitted here as well. 
  • Delinquency - Displays delinquency account information for the association as a whole. 
  • Board Documents & Reports - Displays all Document Libraries on the website. 
My Board Area

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For a helpful video on Document Administration, Please click here

Or, follow the steps below
  1. From the Welcome Drop Down Menu, select Document Admin.
  2. If the document you would like to add belong in one of the existing document libraries, click the edit pencil for that document library and skip to step 4. 
  3. To create a NEW document library, click the +Add New Document Library button
    1.  Enter a Name and Description for the new document library
    2. Select view permissions
      1.  If you would like the content visible by the general public, choose Category: General Content and Viewable By: Public/Everyone (Anonymous).
      2. If you would like the content visible only by members of your community, choose Category: Member Related and Viewable By: Registered Users Only (Requires Login).
      3. If you would like the content visible only by the Board of Directors, choose Category: Board Related and Viewable By: Category Members Only (User must belong to this group).
    3. Do not enter and Display Start or End Date unless you want the documents to only be accessible for a specified period of time. Simply leave these fields blank.
    4. Library URL is optional. You may leave this field blank. 
  4. Click the +Add/View Documents button to access the contents of the document library.
  5. You can add subfolders using the Add new Section button. Right click the new folder to rename it or add a subfolder to that sub folder. 
  6. Upload Documents using the Add Multiple Documents Button. Even if you are adding in a single document, this is still the quickest method. The Add Single Document button allows for modification of the file name while uploading and thus takes longer. A file Select Tool will open below.
    1. Select the documents you wish to upload from your computer. Wait for the little light to turn green for each one to finish uploading then click the Save Files to Library Button.
  7. You can Drag and Drop documents using the griping dots on the far left of each row. 

Document Admin

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Document Library Configuration

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Documents Library Contents

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For a helpful video on Event Administration, Please click here

Or, follow the steps below
  1. From the Welcome Drop Down Menu, Select Site Admin.
  2. Click on Modules on the top row of tabs, then Events on the second row of tabs. You will land on an Events Mgmt sub-tab.
  3. If you are adding a single occurrence event, Click the +Add New Event button. 
    1. Choose a calendar.
    2. Enter the Event Subject
    3. Select the location or the location information can simply be entered into the Description field. 
    4. Select, or type the Start & End Date & Time. Please insure that the End date and TIME come after the start date and time. 
    5. Enter a description. The remaining fields are optional and for advanced use. There is no need for these fields for a majority of event. Please disregard. 
    6. Save Settings. The event will now appear on the calendar page and the events list on the Member Homepage. 
  4. If you are entering an event that occurs on a regular schedule, go to the Add recurring Events tab.
    1. Double Click anywhere on the calendar. fill out the fields as you would a regular calendar. See steps 3.1 - 3.6
    2. Check the box for "Recurrence" and configure the schedule for which the event will recurr. 
    3. Save. 
Adding a Single Event

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Adding Recurring Events

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For a helpful video on Email Communication Basics, Please click here

Or, follow the steps below
  1. From the welcome Drop Down Menu, Select Communication.
  2. Click the +Create New Communication button.
  3. Select a Sender.
    1. The sender's email must be an authorized sender. Please do not add your personal email in as a sender, this will almost certifiably result in your eblast being rejected as spam and the homeowners blacklisting the IP address. 
  4. Select a Distribution List. You will almost always use the All Member distribution list. The other distribution lists exist mostly for notification emails. 
  5. Enter a Subject Line
  6. Move to the Content Tab and Select a Template
    1. For a single subject email, we suggest using the E-Blast Template. 
    2. For multi-topic emails, we suggest using the Newsletter Template. 
  7. Edit the content, header, and footer to your pleasing. 
  8. Click on the Preview Communication Button to open the email in a pop-up window and double check formatting. Don't forget to test your hyperlinks!
  9. Click the Send Communication button when you are ready to blast your communication. This will open one last preview.
  10. Click the Confirm Send button to complete. 
Manage Communications
 
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The accounting details for Delinquent accounts can be viewed from My Board Area > Delinquency. 
If you'd like to view accounting on an account that is non-delinquent please go to...
  • My Board Area > Resident Directory to open the administrative side of the directory. 
  • Search for the correct account and click the edit pencil next to that household record.
  • Click the Accounting tab at the very top of the page for that household.