User Guide - Smartwebs Communications 

Communications application allows the management team to communicate with Homeowners either via mass communications or on an individual basis using mail, email, phone(voice), and text.  This application must be activated by SmartWebs.  There are additional fees for this functionality.  This functionality is within the Owner/Unit module to allow all Homeowner information to be accessed in one location.    

The following functionality only appears after the Communications module is activated by SmartWebs Support.  

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Communications Functionality 

Configuration 

1.  SmartWebs Activation 

             a. Email Support@smartwebs.net to request this functionality.  

             b. Individual opt-out for each Homeowner  

                  i. Checkboxes in Edit Owner/Unit  

                      1.  Paper 

                      2. Email 

                      3. Text 

                      4. Voice 

 

  

2.       Accessing functionality via Icons in Owner/Unit Management  

Ability to send Mass Communications to all Homeowners on the current list or send Individual Communications to a specific Homeowner.  

                a. Mass Communications – when you are in the communication module you will see the list of homeowners,   

               you can select all or select a group of individuals that you need to reach out to. You can communicate with 

               them via: 

                   i.         Mail 

                  ii.        Email 

                  iii.      Text 

                  iv.      Voice 

                  v.        Portal/App (To use this feature the homeowner/resident would have created their account, through the      

                  portal invitation) 

                 vi.      Urgent  

   

         b.  Individual Communication – Select the individual that you need to reach out to, you can communicate with this 

         individual via: 

              i.   Mail 

              ii.  Email  

              iii. Text 

              iv. Voice 

              v.  Portal/App (To use this feature the homeowner/resident would have created their account, through the  

             portal invitation) 

              vi. Urgent  

Note: (in case you are unable to read the message from orange box:
 Select, the resident that you want to reach out to. You will notice if this resident has the necessary information in their  homeowner/resident's profile, phone, and email to communicate with them.  

You can see the options of Mail, Email, Text, Voice, Portal/App, Urgent have 1 on the icon because one person was selected.)


  

Functionality 

Functionality is the same for Mail, Email, Text, Voice, Portal/App, or Urgent and for both Mass Communication and Individual Communication.  For the purposes of this document, we will be using Email communication for the Individual.  

1.       Click on Email Icon  

2.       Email Template Pop-up displays  

          a. Template  

              i. Dropdown list of Available Templates  

             ii. Select the appropriate Template.  

                 1. Dropdown List  

                2. Fields populate based on the template setup.  

                   a. From: is a field that is not editable. 

                   b. To: 

                  c. CC: You can add an additional email if needed. 

                 d. BCC: You can add an additional email if needed. 

                 e. Subject: The title of the template will auto-populate, or you can change it to what you need to be.  

                 f. Add an Attachment (if any) 

3. Email Message  

               a. The template that you selected will generate. (if you selected none, then you can write the message that you want to send out) 

4. Send 

5. Press the x to Cancel the message email. 

Note:  Mass Communication email will not show all email addresses in the form because they are treated as a blind copy address, the “To” field will be blank.     

Communication History

•  You can check all communication that you have shared with the homeowners.   

• You can also select view the communication history by choosing the E-communication tab in a homeowner’s profile.
  
  

i.   Contains Communication History  

1. Created Date  
2. CreatedBy  
3. Type  
4. Detail  
   1. Name of the Template Used in the Communication  

ii.  When selecting a row will open the detail of the Communication  

1. Resend  
2. Forward 
3. Edit  
4. Options 
   1. Save draft 
   2. Add template 
   3. Edit template  
      

 iii.  Resend  

1. Will resend email with no edits  
2. Edit  
   1. All fields are editable, with the exception of the From: field. 
   2. Actions  
      1. Send  
      2. Cancel  
      3. Attachment