Managing Users

Key Steps

1. Accessing User Information

• Navigate to the Users tab on the All page.
• Here you will find:
• • User's name
  • Email
  • Role
  • Type
  • Associated building
  • Unit
  • Status (New or Active)

2. Understanding User Status

• New: Welcome email sent, user has not logged in.
• Active: Welcome email sent, user is currently logged in.

3. Deleting a User

• Locate the user you wish to delete.
• Click on the three dots next to the user's name.
• Select 'Delete User' from the options.

4. User Status After Deletion

• Deleted users will have their status changed to 'Archived'.
• Archived users' information remains visible in the system but they no longer have access to the app.

5. Reactivating a User

• Find the archived user information in the Users tab.
• Click on the three dots next to the user's name.
• Select 'Reactivate'.
• Assign the user to the new unit they are moving into.

Cautionary Notes

• Ensure that you have the correct user selected before deleting or reactivating to avoid errors.

Tips for Efficiency

• Regularly review user statuses to keep the system updated.
• Use filters in the Users tab to quickly find specific users.

Key Steps

Step 1: Navigate to Users Tab

• Open the application.
• Click on the Users tab.
• Select Add New.

Step 2: Select User Type

• Choose the type of user to add:
• • Guest (on behalf of a resident)
  • Resident
  • Co-resident
  • Vendor
  • Building Manager
• For this example, select Resident.

Step 3: Populate User Information

• Fill in the following details:
• • First Name
  • Last Name
  • Email
  • Phone Number
• Choose the user type as either Resident or Co-resident.

Step 4: Ensure Primary Resident Exists

• Confirm that a primary resident is already assigned to the unit before adding any co-residents.

Step 5: Select Organization and Building

• Choose the appropriate Organization.
• Select the Building where the user will reside. 

Step 6: Input Unit Number and Dates

• Navigate to the Unit Number field.
• Enter the Move-In Date.
• Enter the Move-Out Date.
• Please note that Move-Out Date will dictate when this user will be automatically removed from the Grata system. You can change this date at any point.

Step 7: Send/Schedule Welcome Email

• Decide when to send the welcome email:
• • Instantly if immediate access is needed.
  • Schedule for a later date if the move-in date is in the future.

Step 8: Confirm Information

• Review all entered information on the confirmation page.
• Ensure accuracy before proceeding.

Step 9: Add User and Send Email

• Click Add to finalize the addition of the user.
• The welcome email will be sent automatically or sent at the scheduled date and time.

Cautionary Notes

• Ensure that all required fields are filled out accurately to avoid errors.
• Double-check that a primary resident is assigned before adding co-residents.
• Two users cannot share the same email. If trying to add a user and an error message appears this could be the cause.
• Please reach out to our support team if any assistance is needed.

Key Steps

Step 1: Access the Users Tab

• Navigate to the Users tab in the Grata Admin Portal.
• Click on Add New.

Step 2: Select Vendor Type

• Choose Vendor from the options presented.
• Click Next to proceed.

Step 3: Input Vendor Information

• Fill in the required fields:
• • Vendor Name
  • Last Name
  • Email
  • Phone Number
  • Organization
  • Building
• Decide when to send the welcome email (instantly or schedule for later).

Step 4: Set Access Control

• On the access control page, select the access level for the vendor:
• • All Units: Grants access to all doors in the building.
  • Specific Floors/Units: Select specific floors or units for limited access.
• Click Next.

Step 5: Review Information

• Review all entered information for accuracy.
• Click Add to finalize the vendor addition.

Step 6: Confirm Vendor Addition

• The vendor is now added to the system.
• Note that the welcome email will be sent either Instantly or on the scheduled date.

Step 7: Edit Vendor Access

• To edit a vendor's access, go to the vendor's profile and click Edit.
• Adjust access settings as needed.
• Click Next and then Update to save changes.

Step 8: Remove a Vendor

• To remove a vendor, select the vendor and click Delete.
• Confirm that the vendor no longer has access to the building or the Grata app.

Cautionary Notes

• Ensure all vendor information is accurate before finalizing the addition.
• Double-check access levels to prevent unauthorized access.

Tips for Efficiency

• Use the scheduling feature for welcome emails to assist with time management.
• Regularly review vendor access to ensure it remains appropriate.