How to set up Apartments

This article covers how to set up the Apartments feature in Dalux.

Apartments is designed to be used when a building is still in the construction phase, but some owners have started to move in. The main goal of the feature is to allow good communication between new residents, the project owners, and the subcontractors.

You can read more about how a an apartment resident can use Apartments in this article: How to use Apartments.

How to activate Apartments

To activate go to Settings Field Add features 'Apartments' Activate:

How to set up Apartments

General set up

You can set a dashboard image, which will show for all residents. This is done in:

Settings Field Apartments 'Dashboard image'.

Zones

Each apartment unit should be one zone.

To set up the zones, you can read this article: Zones and zone layers.

You can select which zone layer to use for Apartments in:

Settings Field Apartments 'Zone layer' Choose the proper zone layer to use:

Create Apartments units

To create units, go to Apartments Units Add unit.

Units can be automatically generated from the different zones on your selected zone layer for Apartments by selecting 'Create from zones'. If your zone layer is set up correctly, this makes the process very fast and easy.

Units can also be created manually. Name the unit, add a description if relevant, and add a zone.

If needed, you can give the new residents the possibility to raise issues. To do so, tick the 'Enabled' box, and choose a start and a finishing date for the homeowners to submit their issues.

Add residents

To add residents, you can invite them via their email addresses. To do so, select their unit, and click Add under 'Residents'.

When adding residents, you can enter more information, such as name, phone number, and a custom invitation message. Note that when a resident signs up, they enter their own name, which will overwrite the name you have added.

Meeting types

Meeting types help you categorize your meetings with or for residents. You can create different meeting types, by going to:

Settings Field Apartments 'Meeting types' Add.

How to use Apartments as an administrator

Enable issues and set deadlines

You can allow your resident to create issues directly in Dalux. Issues need to be activate for each unit and a submission start and deadline needs to be set. To enable issues select one or more units, and click Edit. Then enable issues, and set a start and end date.

If you update the dates, you can choose to notify the residents via email.

See and deal with issues sent by residents

To deal with issues sent by residents, go to All issues. This inbox contains both new, ongoing, and closed issues.

The issues are shown in a list view, and you can learn more about searching and using filters in this article: Search and filters in Field.

Open an issue by double clicking or selecting an issue and clicking Show.

• Close - Close the task with a message to the resident. Either for when an issue has been resolved or if it is not relevant. Closed issues will be moved to Closed.
• Answer - Send a message to the resident, such as an update that the issue is being handled or if you need more information. Answered issues will be moved to Ongoing.
• Link to - Link the issue to a new Field task. This is explained in detail below

You can link an apartment issue to a new task. This will create a new tasks in Field according to the workflow set up. You can only do this for task types and to responsibles that you would normally have permissions for.

Then choose the responsible contractor (you can also add a deadline, attachments and add to the description):

The linked task will be shown at the top of the issue, and can be easily opened. You can also see the status of the linked task. When the tasks has been resolved, the issue can be closed.

Share documents with residents

To share documents with the residents, go to:

Apartments Files Upload.

Once the documents are on the platform, do not forget to click on Share with units, and select which units should have access to each document:

Send announcements to the residents

To send information to residents, go to:

Apartment Announcements New announcement.

Then select the units that should receive the information, write a title and a message, and set if there should be a visibility period. Then send the announcement by clicking 'Send'.

The residents will receive an email notification with your message. The announcement is also show in Dalux.

Create meetings

You can invite residents to meetings. Each meeting can only be for one unit. To create a meeting go to:

Apartments Calendar New meeting

From here you choose the following:

• Meeting type
• Unit
• Location
• Description
• Time - To find a time, you can propose multiple options instead of just one. To do so click on Add alternative time. You can add up to 3 options.
• Attendee(s) - You can invite more attendees by clicking Add attendee
• Related issue