- Navigation
- Bulk Invites to Residents
- Linking Units to New Users
- Searching for Residents
- Linking Units to Existing Users
- Viewing the Link/Activity Status for a Resident User
- Resident Notes
- Usage Statistics of the Resident Portal
- Signup Statistics for the Resident Portal
- Various Methods to Create an Account Within the Resident Portal
- Creating a Resident Account on Their Behalf
- Resident Portal UI for homeowners, with an explanation of all features
- Sample Resident Invitation Email
1. Navigation
To Manage the Residential Portal, there are two routes you can take.
You can select the icon on the left-hand side and select List. This will take you to the
Owner Unit Management.
You can also select on the top right of the screen and select Manage - Units - List. It will
also take you to the Owner Unit Management.
At the top of the screen in the Unit Management Page there is a tab for Resident Portal.
2. Bulk Invites
You can send a mass Invitation to your owners; under User Ownership you can get some stats on how many of the users have logged in recently.
When you select Send Invitation, it will upload owners who HAVE NOT been sent an invite yet.
You can Select All to check all the Units who you want to send the invite to.
Once you have selected the units, on the Right of the screen select Email to pop up the email
that is going to be sent out. The last step is to hit Send and your owners will get the invite.
3. Individual Units
To add an individual Unit to the Resident Portal, click on the unit then select Resident Portal and click Create User
When Creating a User, you just need: First Name, Last Name, Username, Email and set the role to RESIDENT. You can also create a password for the user. Hit SAVE once the profile is complete.
Once the User is created select AUTHORIZE and the Resident will be authorized. This will allow
homeowners to skip the Verification Process.
4. Looking Up Resident Users
5. Linking Existing User
If a homeowner does have an existing account, you can easily link the homeowner. To Link an
Existing User, select Link Existing User, search the user up by last name or user name. Once you have found the user, select the LINK icon to link the user.
5. Checking Resident Status
There is a column in the Unit Management Page labeled RESIDENT This will show you which owners have logged in or who aren't currently linked:
6. Resident Notes
When selecting a unit, there is an option for Resident Notes. This allows you to communicate
with the homeowner and leave comments.
6. Resident Portal: Usage Statistics
Under Resident Portal -> Usage Statistics, you can view a list of homeowners who:
• Never signed up for Resident Portal
• Have logged in to Resident Portal in the past 30 Days
• Have never logged in to Resident Portal
• Homeowners who have not been verified
Clicking on sections of the Pie Chart, will pull up a list of residents under the section filter you
selected. This is a great graph to track how many residents are using the Resident Portal.
7. Resident Portal Reports: Signup Dashboard
Under Resident Portal -> User Ownership -> Signup Dashboard, you can view a list of homeowners whose accounts are:
• Verified & Logged in
• No User Account
• Account not Verified
• Account Verified
Clicking on sections of the Pie Chart, will pull up a list of residents under the section filter you selected. This is a great graph for seeing how many residents have signed up to use the Resident Portal.
8. Resident Portal Reports: Usage Dashboard
Under Resident Portal -> User Ownership -> Usage Dashboard, you can view how many visitors/visits to the Resident Portal you receive each month. You can adjust the layout of the Bar Graph as well as the filters and dates located on the right-hand side. This is a great graph for seeing average numbers of visits (how many times the Resident Portal is used), in relation to number of visitors (individual residents that use the Resident Portal).
9. Homeowner Account Setup
This section will discuss how homeowners create an account, as well as how to navigate the Resident Portal. Homeowners will first need to create an account with their own unique username and password. Homeowners can create an account three different ways:
• Invitation link sent by Management
• Management creates the homeowner’s account in Unit Management
• Homeowner Signs up under the Resident Login page
10. Sending Invitations
Homeowners will receive an email prompting them to create their account. When they click on
the CREATE MY ACCOUNT link, they’ll be taken to a Registration page
From the Registration page, homeowners will be asked to verify their account by clicking SEND CODE. Homeowners will receive another email with a verification code.
Homeowners will enter the verification code and click LINK UNIT. If the homeowner did not
receive a verification code, or the code expired, they can click on the Resend button to receive a new verification code.
11. Creating a Homeowner Account
You can create the homeowner’s Resident Portal account under the homeowner’s unit profile in Owner Management. You’ll click on , and a New User Profile screen will pop up. You can customize the username, password, role, etc. The information is pulled from the unit
profile into the resident’s profile.
The few things you’ll need to do in the profile are:
• Create a unique Username
• Enter in the homeowner’s email address
• Select the Resident Role
• Create a Password
Once that’s completed, hit SAVE at the top right corner of the screen.
The homeowner will receive an email with their Username and Password. They’ll be prompted
to click LOGIN TO MY ACCOUNT, and they’ll be taken to the Resident Login page.
After entering in their Username and Password in the Resident Login, the homeowner will be
taken to a Verification of Ownership page. The homeowner will need to click on VERIFY for their home address.
After verifying their address, the homeowner will be sent a Verification Code to their email.
The homeowner will enter in the Verification Code, and click LINK UNIT. The homeowner will be able to access the Resident Portal. The homeowner will also be sent an email detailing their Username and Password.
12. Resident Login Sign Up
If a homeowner already has an email in their unit profile, a homeowner can create their own
account, by going to https://resident.smartwebs.net/#/login and clicking SIGN UP.
After clicking SIGN UP, homeowners will need to enter in their HOA name and HOA zip code in the Association Search page. The homeowner will be taken to a Search Results page, and will be able to SELECT the correct HOA.
The homeowner will Find their Unit, by typing in their Last Name and Address and clicking SEARCH. Homeowners can just do the first three digits of their Address, or their entire street
name. Homeowners will see their name and address listed, and click SELECT.
The homeowner will go through the Verification Process, and be sent a Verification Code to
their email.
The homeowner will enter in the Verification Code, and click LINK UNIT. The homeowner will then be allowed to create their own Resident Profile on the Registration page, and click SIGN UP.
13. Resident Portal Navigation
Homeowners will be able to access the Resident Portal with their Username and Password, and
clicking LOGIN.
Below is the Resident Portal Page. The homeowner can:
• Send messages to Management and their Association
• Access different Associations they’re linked to *If homeowners have multiple properties across different associations, they can easily view them from the Association Dropdown menu.
• Send in ARC requests
• Leave comments and view Statuses of:
o ARC Projects
o Violations
o Work Orders
• View Association Documents *You can create Association Documents or Links by going to Manage -> Association -> Documents
14. Sending Messages
Homeowners can send messages directly to the Management. The homeowner will click on the +NEW MESSAGE link at the top right corner of the Resident Portal Dashboard. Homeowners will be able to type out a message, and pick a category that their question or comment applies to.
You can view homeowner messages in the Unit Profile under Unit Management. When you
reply to a homeowner, the homeowner will be able to see all Recent Messages at the top of the
Resident Portal page. Homeowners can easily reply back to the thread!
Homeowners can view History of their comments and replies by clicking the HISTORY link next to + NEW MESSAGE at the top right corner of the Resident Portal Dashboard.
15. Violations
Homeowners will be able to see their outstanding violations under the Violation tab.
Homeowners can:
• See and leave notes on the violation
• Upload documents
• View the violation letter, and details
16. Architectural
Homeowners can view statuses of their ARC projects easily under the ARC tab.
Homeowners can:
• Leave and view messages from board members
• View the status of their projects
• Upload documents
16. Submitting an Arc Request
Homeowners can easily submit their ARC Project Request in the Resident Portal, by going to
Quick Actions.
After selecting the ARC Online Form under Quick Actions, the homeowner will be taken to the
form to fill out and submit.
16. Work Orders
Homeowners can view the status of their work order
17. Go Live Notification to Residents - Email Template
Use the email template below as an example or guide for an email to send out to residents before sending out the resident portal invitations to your associations. This email outlines what the Smartwebs portal is and what the residents can do in their portal, as well as build excitement so that the residents will look forward to when you will send the resident portal invitations.
**The items in [paramaters] will need to be filled in with association specific information**
Dear [Resident's Name],
Exciting Changes Await You with Smartwebs - Your New HOA Management Software!
We hope this letter finds you well and that you are enjoying life in our wonderful community. We are writing to share some exciting news and introduce you to a fantastic tool that will make your life as an HOA member easier and more convenient.
At [Your HOA Name], we are dedicated to enhancing your experience as a resident. To achieve this goal, we are thrilled to announce that we have implemented a state-of-the-art HOA management software called Smartwebs. Smartwebs is designed to provide you with seamless access to various community management services, all from the comfort of your home or wherever you may be.
Smartwebs offers a wide range of features that will revolutionize how you interact with the HOA and improve your overall experience:
Easily Manage Your Properties: SmartPortals, a part of the Smartwebs suite, empowers you to manage your properties effortlessly. You can access it online, 24/7, from anywhere, allowing you to take care of various tasks without leaving your home.
With Smartwebs, you can:
- Pay HOA Fees: Say goodbye to writing checks or making in-person payments. Smartwebs allows you to pay your HOA fees online, securely and conveniently. (**Only include this if you are utilizing our Accounting Module, and have it setup for your residents to pay via the Resident Portal**)
- Online Architectural Form Submittal: Submit architectural forms digitally, streamlining the approval process for home improvement projects.
- View Violations Letters and Photos: Stay informed about any violations and view associated photos, making it easier to address and resolve issues.
- Send Messages and Reply: Communicate with the HOA board with ease, ensuring that your voice is heard.
- View HOA Reports: Access important HOA reports and documents whenever you need them.
- Explore: Discover more features and tools within Smartwebs that will make your life in the community more enjoyable.
To grant you access to these incredible tools and features, we will be sending out Smartwebs Resident Portal invitations to all residents on [DATE] These invitations will include a link that will be valid for 48 hours. It is crucial that you click on the invitation link and complete the process of creating your personalized login credentials once you receive them. This will ensure that you can make the most of Smartwebs and enjoy the convenience it offers.
We are confident that this upgrade to our management system will greatly benefit our community, making it easier for you to stay informed, manage your properties, and engage with your Management, Board, and Committee.
Should you have any questions or need assistance with the setup process, please do not hesitate to contact our dedicated support team at [Support Email] or [Support Phone Number].
Thank you for your cooperation, and we look forward to embarking on this exciting journey toward a more connected and efficient community with you.
Sincerely,
[Your HOA]