Admin Guide - Manage Unit
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Introduction
To get new accounts up and running, every Admin is equipped with a Guide to Setup Neighbourhood’s Account as reference. One of the key steps mentioned there is setup of the neighbourhood’s Blocks/ Streets and Unit Number configured at Manage Unit. After adding Unit owner’s details, you can then invite them to activate their account. While the information in that guide is concise and to the point, on this page, we will expand a little on the process and explore features that are available.

First thing to note, this module is available on both the web application and mobile app. However, Admin can only add, edit or remove residents’ details by using the web application so that’s the focus here. The feature in mobile app is mainly used for Admin to view each unit’s information.
General Information
1. Overall there are 4 steps, in the following order:

a  Admin to setup the neighbourhood’s Blocks/Streets and Unit Number at Manage Unit tab.
b  Subsequently, invite owners to join by adding or importing details for the unit owners- System will send account activation emails to the respective unit owners.
c Admin to monitor the account activation status at Resident Listing tab (or at Manage Unit tab)- Resend the activation email if necessary
d Additionally, at Resident Listing, Admins can:
i.  Add a resident for a specific unit on behalf of the Unit Owner
ii.  Select whether to enable the settings for an ‘Approval’ option – By default, this setting is disabled. Once you choose to enable, approval will be required from the Management each time Unit Owners add a new resident. The Administrators will receive an alert if there is a pending approval resident, and can proceed with the Approve or Reject action.


Please refer to below for a guide on how Admins can configure these steps.
A. Setup of Neighbourhood’s Blocks/Streets and Unit Number
1. Login to Admin account > go to Neighbourhood > Manage Unit > Manage Unit tab > Click ‘Add Block’ or ‘Add Street’.
Note:
a. The display on this screen will show either ‘Add Block’, ‘Add Street’ or ‘Add Block/Street’ depending on the type of residence configured in your neighbourhood Profile (High-rise/ Landed/ High-rise and Landed)
Highrise Residence
Landed Residence
Highrise and Landed Residence
2. Enter the relevant information for each field > Next.
a  Block/ Street Name (e.g. Block A)
b  The initials of the unit number at the Prefix field. For example, unit number A-01-01. ‘A’ is the prefix. (E.g. A)
c The total number of levels (Only applicable for ‘Add Block’ option) (e.g. 10)
d The total number of units available per Level/ Street (e.g. 4)




3. Based on the previous field settings, system will auto-generate a list of units for the block. You may edit the level numbers (only applicable to high rise property) and unit numbers accordingly. You can also delete a unit, for instance if there are only 2 units on the top floor, compared to 4 units on other levels. When you are ready > Save.

The Edit options available are:

a The level number (Maximum characters is 3)




b The ‘unit number’ of each unit (Maximum characters is 4)


c Delete a selected unit
B. Invite Owners to Join
1. After you have created a block or a street, you can start inviting unit owners to join > Click ‘Add Owners to Units’ > Select either Add or Import.


2. Click the ‘Add’ option if you prefer to fill in details for each unit manually (Note: Skip this and refer to step 4 if you prefer to import details in bulk). In the popup, select the relevant level and unit.
3. Fill in details as appropriate for all the relevant units > Choose whether to send login credentials (activation email) now or later > Submit. Please ensure that you have added valid email addresses, as the system will send account activation emails there.
Note:
a. Lot No., Account Code, Mobile No. and Home Tel. No. are optional fields. Account Code is only required if you are subscribed to the Payment Gateway module.
b. Occupancy Status:
Owner (O)  Unit Owner is living in the unit
Rental (R)   Tenant is living in the unit
Vacant (V)  Unit Owner is not living in the unit and it is not rented
Non-Member (NM)  Unit Owner is not subscribed to i-Neighbour
Unsold  No registered Unit Owner
4. To save setup time, another option is to Import unit owner details in bulk using the Excel template provided. Click ‘View/download sample here’ to download file.
5. Complete the Excel file by filling up the information > Click Browse to select your file, then press Import > Recheck details uploaded from the file > Click Next > Choose whether to send login credentials (activation email) now or later > Import. Please ensure that you have added valid email addresses, as the system will send account activation emails there.
Note:
a. Please do not edit the header of each column in the Excel file.
b. Lot No., Account Code, Mobile No. and Home Tel. No. are optional fields. Account Code is only required if you are subscribed to the Payment Gateway module.
c. Occupancy Status (Please key in the initial only, e.g. O/R/V/NM)
Owner (O)  Unit Owner is living in the unit
Rental (R)   Tenant is living in the unit
Vacant (V)  Unit Owner is not living in the unit and it is not rented
Non-Member (NM)  Unit Owner is not subscribed to i-Neighbour
d. The template provided by system will list all the units that have no records so far in your account. If you only want to add details for certain units, you can just leave the rest of the rows blank. The units with no details will then remain as Unsold status.
6. As mentioned, when adding or importing details, Admin can choose to either send the login credential (via email) Now or Later to the unit owners. If chosen Later, Admin can proceed to Manage Unit > Pending Activation and determine login credential has been sent for which unit(s). Tick on the unit(s) to send or resend the login credential if necessary.
7. Based on your setting, system will send account activation emails to the respective unit owners. Please inform the unit owners to activate their accounts via i-Neighbour Mobile App, with the activation code provided in the mailer. Otherwise, they also have the option to activate account through web browser, by clicking on a link in the same email.
C. Monitor Account Activation Status at Resident Listing & Manage Unit
1. Now that you have sent invitations to Unit Owners, you need to monitor the progress of their activation status. After activation, Unit Owners will also be able to add in residents for their own unit.

To facilitate monitoring, there is a Resident Listing page that will centralise all residents’ records so you can see the full list of residents added within the neighbourhood. All the resident roles will be displayed, such as Unit Owner, Family Members and Tenant.

To view the listing, go to Manage Unit > Resident Listing (second tab).



2. Refer to the Status column to see which Unit Owners have already activated their account. For those with Pending Activation status, you can click on the Email icon to resend activation email. You can use the filter options to retrieve required information.
Note:
a. As Admin, once you have added a Unit Owner, you will not be able to easily change their profile details. Thus, if there is an error in their email address, please refer to step 4 right below on how you can use ‘Change Unit Owner’ option to overwrite the profile.
b. Similarly, to control updating of details, only the Residents are allowed to update their own profiles. This means, Unit Owner shall update the Unit Owner account profile whereas the respective residents (e.g. Family, Tenants) shall also be responsible for updating their own details. For instance, if anyone changes telephone number, they can directly update that themselves in their account’s profile.
c. As a result, for Admin, when you click Edit here, you can only update the Role field.
d. There is also no Delete function available. To remove Unit Owner’s access, use the ‘Change Unit Owner’ option mentioned above. By submitting that, all the profiles (Unit owner, Tenant and Family) in the unit will be removed from your neighbourhood. They can no longer login to your neighbourhood as a resident.
e. To remove access for a particular resident, only the Unit Owner can perform that in their account.
Resend Activation
Filter Options
Resident Login > My Account > Profile > Edit
3. Alternatively, there is another listing where you can monitor Unit Owner activation status (does not include other residents such as Family Members or Tenants) > Go to Manage Unit (first tab) > Click ‘Pending Activation’. You can select an owner and click on ‘Send Login Credential’ to resend activation email.

4. As a side note, back at Manage Unit, when you select an individual block, you can see the overall status represented visually in a table. Units pending activation are highlighted in yellow. If necessary, you can click on a unit to Change Unit Owner.

D. Resident Listing – Additional Features
At the Resident Listing, besides monitoring progress of account activation and resending activation links, there are these features:

i. Admin can add a resident for a specific unit on behalf of the Unit Owner

ii. Admin can select whether to enable the settings for an ‘Approval’ option – By default, this setting is disabled. Once you choose to enable, approval will be required from the Management each time Unit Owners add a new resident, before the invitation link is shared. The Administrators will receive an alert if there is a pending approval resident, and can proceed with the Approve or Reject action.
D1. Add a Resident on Behalf of the Unit Owner

1. Go to Resident Listing > Click Add.
2. Fill in the details > Click ‘Save and Send Login Credentials’. Note that the resident will receive the login credential through email for account activation. You can monitor their status at the Resident Listing.
D2. Approval Function for Adding Resident

1. Go to Resident Listing > Click Settings.
2. The ‘Resident Approval Rules’ setting was disabled by default. Click Enable if you wish to use this feature. Please note that once enabled, Unit Owners are not allowed to share invitation link immediately after adding a resident, until the request has been approved by Admin.
Note:
a. You can click on the same Settings icon to Disable this feature later.
b. All Admins with rights to Edit the ‘Manage Unit’ module is allowed to Approve or Reject the request to add residents.
Status: Disabled- Click to Enable
Status: Enabled- Click to Disable
3. After enabling the option, you will see a new Approval icon on the Resident Listing (Note: Icon is only displayed if currently there is a pending request; hidden when there is none). Click to view and monitor the resident’s Pending Approval request. Select the resident > Choose Approve or Reject action.
Note:
a. We expect a high volume of requests with this function so to optimise performance and server speed, alert Notifications (in-app system Notification window) will not be sent to Admin. Instead, Admin will receive an alert Mailer (Sent daily), to summarise the total pending request.
b. All the approved residents will be removed from this Pending Approval listing and transferred to the Resident Listing.
4. Following that, the Unit Owner will receive a Notification that their request to add resident has been approved/rejected by the Management.
Unit Owner Login- Notification of Resident Approved

Unit Owner Login- Notification of Resident Rejected

5. Now, the Unit Owner is allowed to send invitation link to the resident. To do so, they can go to My Account > Unit. My Unit listing will show all the added residents along with the status: Activated, Pending Activation or Pending Approval.

To send the link, they can click on the approved resident (e.g. Sally Jones) which now shows ‘Pending Activation’ status > Click copy link in the details popup > Send to resident via the preferred social app, e.g. Message or Email.


Unit Owner Login > My Account > Unit > Add Resident

Unit Owner Login- Notification of Resident Approved

My Unit > Click Approved Resident

Copy Link > Send to Resident

Admin FAQ
1. What is Manage Unit?

The Manage Unit module is a key part of system setup and user management. This is where Admins can add Blocks/ Streets, setup residential Units and invite Residents to join the neighbourhood. This is also where you can remove residents' access to the i-Neighbour account, for instance after a unit is sold to another owner.

2. Is this module available on both the web application and mobile app?

Yes, but the editing functions are only available on the web application while the mobile app is mainly for viewing information only.

3. Who can add the Blocks/ Streets, setup Units and add residents' information into the system?

All Admins with rights to Edit the ‘Manage Unit’ module is allowed to add Blocks/ Streets, setup Units and add residents’ information into the system.

4. As Admin, I know I can add Unit Owners to the system and send them invitations. Can I add the other residents (Family, Tenant) from each unit too?

Yes, usually you need to add Unit Owners and in turn they are expected to invite Residents from their own unit. However, we have a function for Admin to add a resident for a specific unit on behalf of the Unit Owner.

5. How do I see who has activated their account?

You can view the account activation status on the Resident Listing. The Resident Listing page provides a full list of residents added within the neighbourhood, including the Unit Owners invited by Admin and all the other residents such as Family Members and Tenants invited by Unit Owners themselves.

6. Can I update Unit Owners’ and other residents’ profile details, such as their contact numbers?

As Admin, you are not allowed to easily change profile details of residents. The entry or updating of profile needs to be done by residents themselves through their own account. Should it be necessary, you can use ‘Change Unit Owner’ option to completely overwrite the profile. However, that will remove all the profiles (Unit owner, Tenant and Family) in the unit and they can no longer login to your neighbourhood as a resident.

7. How can I remove access of residents, e.g. after resident moves away or sold their unit to another owner?

To remove Unit Owner’s access, use the ‘Change Unit Owner’ option. By submitting that, all the profiles (Unit owner, Tenant and Family) in the unit will be removed from your neighbourhood. They can no longer login to your neighbourhood as a resident. To remove access for a particular resident, only the Unit Owner can perform that (delete the resident) in their account.

8. How many times can I resend the activation email?

Unlimited times so you can send it as many times as necessary. Each time you resend the email, the activation code (mobile app) and link (web browser) in the emails will be the same.

9. Is there a time limit or expiry for the activation code (mobile app) or activation link (web browser) contained in the activation email?

No, there is no time limit or expiry for the activation code or activation link. Even if you resend the email, the code and link in both first and second email is the same.

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@i-neighbour.com, we will update it as soon as possible.