Occupant Management for Commercial Property Admins

Occupant Management for Commercial Property Admins

Occupant Management

If your property’s accounting system is not integrated with VTS Rise, you can add, delete, or update occupant information from the Occupant Management feature. If you are integrating an accounting or access control system with VTS Rise, please work with your VTS Rise contact for specific instructions. In this article, you will learn:
  1. Adding an Occupant
  2. Delete or Deactivate an Occupant
  3. Create and Manage Occupant Types
  4. Change Occupant Types
  5. Approve or Reject App Registrations
  6. Resending the Welcome Email
  7. Assigning Admin Privileges to an Occupant

Adding an Occupant

Step 1
After logging into the Admin Portal, select Operations from the left navigation menu, then select Occupant Management. In the drop-down menu that appears, select Occupants.



Step 2
Select Add Occupant from the top of the occupant list. Input all occupant contact information and select Submit.

  • Occupant Type: Signifies the features credentialed for this occupant type
    • If you do not have types already created or you would like to change accessible features, please reference the Manage Occupant Type subcategory in this article.
  • Phone Number: Must be a valid phone number for the Visitor Kiosk to call occupant upon the arrival of an unexpected visitor.
  • Email: Must be a valid email to ensure all email notifications, including welcome email, are received by the occupant.
    • Note: An email can only be used one time within the portal. If this user has a staff login and occupant login, they will need to use two different emails. 
Need a unique email address that is not already being used for a VTS Rise account but has to receive a real email?  Google Gmail allows something called “+” addressing. So for example, if someone needs to have a real login as jane.doe@vts.com to access Rise Office but also needs a real login for a different Rise account? Simple. Set up the occupant login as jane.doe+occupant@vts.com. This will tell Gmail to deliver an email to jane.doe@vts.com using the “+” tag of occupant.



Delete or Deactivate an Occupant

Step 1
After logging into the portal, select Operations from the left navigation menu, then Occupant Management. From the drop-down menu, select Occupants. 



Step 2
Search for occupants by name or tenant in the search box. Select the box next to the desired occupant.




Step 3
Open the Select Action drop-down menu, located at the bottom of the screen. Select the desired action and select Apply.




Create and Manage Occupant Types

Step 1
After logging into the portal, select Operations from the left navigation menu and then Occupant Management. From the drop-down menu, select Occupants. Along the top of the screen, select the Occupant Types tab.


      

Step 2
Create or edit existing types.
  1. Create: Select Add Occupant Type from the top right corner.


Title: Name the type (E.G. Occupant, Tenant Main Contact) and select services you would like to credential for this occupant type.
Edit: Select the details box of the occupant type you would like to edit credentials.


For more information on what specific features under Occupant Types control, check out this article!

Changing Occupant Types

There are two ways to change Occupant 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 Occupant.

Changing Occupant Types in Bulk with Select Action

Step 1
Under the list of Occupants at your property, select the check box next to the name(s) of the Occupant(s) you would like to change the Occupant Type.



Step 2
A Select Action drop-down will appear. From this drop-down, select Change Occupant Type.



Step 3 
Next to the Select Action, an additional drop-down will appear allowing you to select the type you are changing the Occupant(s) to.



Step 4 
Select Submit to the right side to save the change. A pop-up will appear confirming you want to make the change.



Changing Occupant Type by Individually Editing Occupant

Step 1
Under the list of Occupants at your property, select the three action dots next to the Occupant you would like to change the Occupant Type. Select Edit.



Step 2
Under Assign a Type select the Occupant Type you are changing the Occupant to.


Step 3
Select Save Changes in the bottom right corner.

Approve or Reject App Registrations

Step 1
After logging into the portal select Operations from the left navigation menu and select Occupant Management. From the drop-down menu, select Occupants. Along the top of the screen, select the App Registrations tab.

   
  

Step 2
Approve or Reject any pending registrations.
  1. Approve: Select Activate.
  2. Bulk Approve Registrations: Select the box next to the names of those you want to approve. Use the Select Action drop down box at the bottom of the screen and select Delete and select Apply.
  3. Reject: Select the box next to the registration you would like to reject. Use the Select Action drop down box and the bottom of the screen and select Delete.
  4. Select Apply.
Once approved the occupant will be granted access to both the app and portal and their contact information will be moved into the occupant list.

Resending the Welcome Email

There are two ways to resend the Welcome Email to your occupants. You can individually select the occupant you would like to receive the Welcome Email or choose to send the Welcome Email to all occupants not yet logged into the platform.

Resending the Welcome Email to Individual Occupants

Step  1
After logging into the portal, select Operations from the left navigation menu and select Occupant Management. From the drop-down menu, select Occupants.




Step  2
Select the white check box next to the name of the occupant you would like to resend the Welcome Email.



Step  3
Use the Select Action drop-down box at the bottom of the occupant 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 Occupants not yet Logged into the Platform

Option 1

Step  1
Select Operations from the left navigation menu and select Occupant Management. Next, select Occupants from the drop-down menu.
 


Step  2
Select Resend Welcome Email from the More drop-down menu at the top of the occupant list.




  • You will be asked to confirm you would like to resend the Welcome Email to all occupants who are not yet logged in. Select Yes to confirm. 


      


Option 2

Welcome emails can also be sent out in bulk similar to how they are sent on an individual basis. Welcome emails sent via this method will only be sent to occupants that have not previously signed in to the platform.
 
Step 1
Select Operations from the left navigation menu and select Occupant Management. Next, select Occupants from the drop-down menu.
 


Step 2 
Select the checkbox in the row with the data fields. This will select all users on this page. Selecting the checkbox will open a drop-down menu from which you will select Send Welcome Email. Select Submit.
If you need to select more than 25 users, increase the Items per page at the bottom of the screen.



Step 3
A pop-up will appear asking to confirm you are ready to send the welcome email as well as listing how many occupants the email will be sent to. The welcome email will only be sent to those who have yet to log in to the platform. Select Yes to send the email.



Assigning Admin Privileges to an Occupant

Step 1
After logging into the portal, select Operations and then Occupant Management. From the drop-down menu, select Occupants.



Step 2
Search for occupant you would like to make an occupant admin and select Details on the far-right side of the occupant’s name.




Step 3
Select Make Occupant Admin located in the More drop-down menu at the top of the screen.  The occupant is now granted admin privileges such as:
  1. Manage My Employees: Add new employees (if not integrating accounting system)
  2. Manage Visitors for Tenant: View and credential visitors for entire tenant population.
  3. Manage Packages: View and sign off on pending packages for the tenant.



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