WELCOME TO BELLBUOY S CLIENT PORTAL

Transcription

1 WELCOME TO BELLBUOY S CLIENT PORTAL This manual provides a broad overview of how to make the best use of your secure access to the portal, which gives owners 24 hour access to the following current information: levy schedule, budget and notes annual and special general meeting notice and minutes management accounts audited financials insurance policy rules PAIA Manual Any current circulars (placed at the request of the trustees) In addition, owners can view their up to date statement at any time to easily establish their financial position!* CONTENTS: Page 1: Page 2: Page 3: Page 4: Page 5: Page 6: The Login Screen and Homepage The Statement Tab (How to access and print your statement) The Correspond with Us Tab (Logging Incidents) The Correspond with Us Tab (Accessing your Incident History) The Update Tab (Amending your contact details and password) The Documents Tab (Accessing your scheme documentation) *In cases of debt or legal collection it is best to contact your financial administrator to ensure that all the applicable fees of information is detailed to you

2 Your Account Reference Your Password Clicking this will reset your password automatically. If your preferred means of correspondence is via , the new password will automatically be sent to you. If your preferred means of correspondence is not , you will have to contact the Gateway Administrator to reallocate the password. If you have any issues logging in please contact the office on , and we will assist in any way we can! You will navigate around the site by utilising these tabs. The front page offers a brief description on what information is available on each tab, as well as how to access this information. Please familiarise yourself with this important information. There are also a few valuable scheme management forms available for printing and forwarding onto Bellbuoy. 1

3 This STATEMENT tab gives you the opportunity to view and/or print a statement related to you property. Please select the required date range and SUBMIT. The statement as shown will now appear! Just click PRINT if you would like a hard copy. 2

4 Clicking on the LOG INCIDENT dropdown will allow you to log an incident related to your property. Complete any contact details here (if they do not already appear) A - Choose the Incident Type that best matches your query. B Choose a reference and subject outline C Describe the incident and then click LOG INCIDENT This incident is never deleted, and when an owner logs on to the portal they can see any commentary or progress related to it. The logging of incidents may prove useful in keeping a record of specific incidents occurring at the scheme (eg, insurance damage claims) as they can be referenced should the information be required. Please note: this does not mean that the normal channels of or telephoning should not be utilised. Rather, this offers an opportunity to ensure important incidents or dates related to the property and scheme are easily accessible and are able to be referenced at all times. 3

5 The procedure to access your Incident History is easy! First, clear the date range (unless you know the exact date or period related to your query) Then check all the Status boxes Then merely click SUBMIT! You will be taken to a page reflecting all your incidents (which can be identified by either the reference or outline / heading that you assigned to it when the incident was logged). 4

6 Utilising the UPDATE tab and the CLIENT DETAILS drop down, will allow you to amend your contact details. The contact and address details on this screen will reflect what we have on record for you. You will be able to amend all the fields bracketed below as required. After you have made your desired changes click SAVE. Our Gateway Administrator will receive notification of your amendments, and will authorise the changes. Note: The Administrator will not change the name that the property is registered in (ie the account name) until the owner provides proof that amendment has been registered at the Deeds Office. Also, if there are any amendments to your preferred means of correspondence (ie the Postal Fields) the Financial Administrator will contact you to confirm this. The UPDATE tab can also be utilised to change your password by using the PASSWORDS dropdown. Type the old password into the Current Password section, and then type in your preferred password in the New Password section. Then confirm your selection in the section below. Click the CHANGE PASSWORD button and the password is immediately reset. 5

7 Clicking on the CONTACT DETAILS tab will upload another page. Just click on the highlighted link and you will be shown the relevant contact details for your Property Portfolio Manager or Financial Administrator. Clicking on the DOCUMENTS Tab will lead you to this page. Just click on SUBMIT and a list of the documentation available for your scheme will appear. Click on the document that you want to see. A hyperlink to the pdf document will appear which you will then have to click on to download and view or save. 6