Collaborative Operations Software Implementation Plan Overview

            Transitioning to new software can be an overwhelming process. Thankfully, getting started with Common Areas is quick and easy. This step-by-step implementation procedure is designed to quickly configure the Common Areas’ software for small businesses and startups.

            The seven steps for implementation include:
            1. Creating an Account
            2. Adding Locations
            3. Adding Users
            4. Creating Groups
            5. Adding Contacts
            6. Creating Action Items
            7. Sharing Action Items


            Step 1: Creating an Account

            Overview
            Common Areas currently has 2 different membership plans — Base and Company.

            Base Membership is a FREE plan that comes with all of the basic features needed to manage your maintenance and repair work, including unlimited action items, locations, and contacts. The Base Membership.

            also comes with our Mobile Management App so members can cut on-site inspection time and quickly create and assign action items on the spot with any web enabled smartphone or tablet. Base members receive 2GB of storage capacity and access to nearly all of the current functionalities except for creating groups, customized themes and sending SMS text messages. Follow the steps below to create a free Base Membership account:

            1. Navigate to the Common Areas website and select the Sign Up Free button in the top navigation
            2. Enter all mandatory fields (First Name, Last Name, Email)
            3. Choose a secure Password (a minimum of 7 characters and have at least one lowercase letter and one uppercase letter and one number)
            4. Verify your registration by clicking the link included in the verification email

            That's it! You're done. Enjoy your new Common Areas’ account immediately on any device of your choice!


            Company Membership has all of the functionality of the Base Membership and is designed to be used within organizations. Multiple Company level members can work together under a Company account that can be administrated to allow specific access and permission levels at the individual member level. All data associated with a Company membership is owned by the company and not by the individual member (as in the Base Membership). Therefore, Company members can be added and removed from Company accounts while keeping the data intact and secure. Company Memberships come with 25GB of storage capacity for each member. Company members have the ability to purchase additional storage, create a personalized URL, and have access to future functionalities that will not be available to Base members. Follow the steps below to create a Company Membership account:
            1. Navigate to the Common Areas website and select Pricing in the top navigation
            2. Click the Buy Now button associated with the Company Membership package
            3. Select the number of users 
            4. Enter all account, billing and payment information
            5. Choose a secure Password (a minimum of 7 characters and have at least one lowercase letter and one uppercase letter and one number)
            6. Verify your registration by clicking the link included in the verification email


            Step 2: Adding Locations

            Overview
            At the heart of Common Areas’ software is the idea of managing maintenance and repair teams across one or more locations. A location can be any geographic area that you choose. For example, you can create a location for a property or facility that you manage, a job site that your team is working at, a business that you own, or even a city that you govern. Follow the steps below to create a new Location:

            1. Login to your account from either your desktop computer or mobile devise
            2. Select Locations from the drop-down on the right-hand corner of the screen
            3. Next, simply browse around the map, click and briefly hold on the spot you would like to mark as your Location. Click the add button. Handy Hint: If the Location pin is not in the right place based on the search results, you can drag it to the precise Location prior to clicking the add button
            4. You may also create a new location from your home screen by selecting the green + button and select New Location
            5. Enter the address or name of the Location, and select the correct address from the options below
            6. Once the pin is in the correct Location, select the details tab. This is where you can edit the Location information, assign a Location type, and add it to groups
            7. Enter the name of your location and verify the address
            8. Click the Select a Location Type box to reveal a preset list of Location types. Handy Hint: Assigning a Location type will help you categorize and label your Locations for hassle-free searches down the road
            Click the Add to Group(s) box to assign the Location to one or more groups. Handy Hint: A group represent a collection of users that have permission to view, create, assign, or reassign action items associated with a Location. Groups are only available for users who subscribe of the Company Membership. See Creating Groups for detailed instructions

            1. Drag-and-drop an image file on the specified area to set the Location’s photo, or click the box to locate a file on your computer
            2. Click the Accept button to save the location. Congratulations, you just created your first Location!


            Step 3: Adding Users

            Overview

            Before people on your team can sign in and access Common Areas, they need a user account. The easiest way to add user accounts is to add them individually in your Admin Console. In order to add users, you will need a Company Membership with vacant seats available. If you do not have any vacant seats, you can add more by following the procedure outlined here. Follow the steps below to create a new User:

            1. Login using your administrator account
            2. Click your profile image, navigate to the Admin Console and select Add User 
            3. Fill in the information for the new User. The most important information is the Username, Email address, and Password because it is used to identify the User, and to gain access to Common Areas. Handy Hint: When choosing the Password, be sure it meets the required standards. The password must be a minimum of 7 characters and have at least one lowercase letter and one uppercase letter and one number
            4. Click Save. You'll be taken to the User Details page in the Admin Console 

            After you've created a new User in the Admin Console you can edit user information, manage permissions, add user to groups, and reset their password. See How Do I Edit Users for detailed instructions.



            Step 4: Creating Groups

            Overview

            Creating a group is a good way to filter and organize users, locations and contacts. They allow admins to assign access rights of personnel and trusted vendors by location, exposing them only to action items and features that apply to them. Groups make it easy to link together all correlating buildings, equipment, managers, employees, service providers, tenants and residents that may be associated with a location. Follow the steps below to create a new Group:
            1. Login using your administrator account
            2. Click your profile image, navigate to the Admin Console and select Add New Group
            3. Type in the the group name and click the Save button. You'll be taken to the group's page in the Admin Console
            After you've created a group in the Admin Console you can edit it to change a group's name, and add or remove members, locations, and contacts. See How Do I Edit Groups for detailed instructions.


            Step 5: Adding Contacts

            Overview

            Common Areas allows you to work with anyone you choose so long as the other person has an email address. In order to request work from someone, they must first be entered into the system and sent a connection request. Once the contact is added you can assign them action items — even if they haven’t accepted your connection request. Follow the steps below to add a new Contact:

            1. Login to your account from either your desktop computer or mobile device
            2. From your home screen select the green + button and select New Contact. You'll be taken to a New Contact Setup form
            3. Enter the contact’s information and click the send button to save the contact and send a connection request

            New Contacts can also be added during the action item set up process. See Creating Action Items for detailed instructions.



            Step 6: Creating Action Items

            Overview

            Action Items are a powerful online communications tool used to request work to be performed at a location. Anyone can create and assign action items to request and authorize work, define the scope, choose who will perform the work, establish timelines and expectations, and share project-related documents and files. They can be received by a company from a customer or client or created internally within the organization. If you have a Company Membership, you will also be able to send SMS text messages to the person assigned to the action item. There are two ways to create a new action item —  either through the green + Button or the Map View. Follow the steps below to create a new Action Item:
             
            Adding Action Items Using the + Button

            1. Login to your account from either your desktop computer or mobile device

            2. From your home screen select the green + button and select New Action Item

            3. Once you click the New Action Item button, you'll be taken to the New Action Item Details page.

            4. Click the Name of Action Item field and enter the name of the action item

            5. Click the Select a Priority dropdown and select Low, Normal or High to indicate the priority level of the work being requested

            6. Click the Wanted Date field to reveal the calendar. Select the date you want the work completed by. Helpful Hint: The arrows to the left and right of the month/year will allow you to scroll through alternate calendar months

            7. Click the Select a Location dropdown to reveal your list of location’s. Select the location name where you want the work performed. If the location you are looking for is not listed, you must enter it into the system by selecting the green + button next to the Location dropdown.

            8. Click the Assign This Action Item dropdown to reveal your list of contacts. Click the name of the person that will be managing the work or select your name to do it yourself. If the person you are looking for is not listed, you must enter him/her into the system as a Contact or as a User. To add a new contact, simply select the green + button next to the contact the Assigned To dropdown. To add a new user, see Adding Users for detailed instructions

            9. Select a Next Steps to indicate what action is to be taken next

            10. Select the Instructions field to type special instructions

            11. Click the Send SMS check box to send a text message to the person assigned to the action item. The message will be sent once the action item has been saved.

            12. Click the Save button to activate the Action Item and notify the person assigned and all Shared Users associated with the Action Item.

            Adding Action Items From the Map View

            1. Login to your account from either your desktop computer or mobile devise

            2. Click the spot on the map where the issue exists to reveal the Add Action Item dialogue box

            3. Once you click add, you'll be taken to the Action Item Details page

            4. Click the Name of Action Item field and enter the name of the action item

            5. Click the Select a Priority dropdown and select Low, Normal or High to indicate the priority level of the work being requested

            6. Click the Wanted Date field to reveal the calendar. Select the date you want the work completed by. Helpful Hint: The arrows to the left and right of the month/year will allow you to scroll through alternate calendar months

            7. Click the Select a Location dropdown to reveal your list of location’s. Select the location name where you want the work performed. If the location you are looking for is not listed, you must enter it into the system by selecting the green + button next to the Location dropdown.

            8. Click the Assign This Action Item dropdown to reveal your list of contacts. Click the name of the person that will be managing the work or select your name to do it yourself. If the person you are looking for is not listed, you must enter him/her into the system as a Contact or as a User. To add a new contact, simply select the green + button next to the contact the Assigned To dropdown. To add a new user, see Adding Users for detailed instructions

            9. Select a Next Steps to indicate what action is to be taken next                    

            10. Select the Instructions field to type special instructions

            11. Click the Send button to activate the Action Item and notify the person assigned and all Shared Users associated with the Action Item.

            After you've created an Action Item you can edit it to change project details, add comments, share documents, share with additional contacts, and more. See How Do I Edit an Action Item for detailed instructions.


            Adding Action Items From the Map View

            1. Login to your account from either your desktop computer or mobile devise

            2. Click the spot on the map where the issue exists to reveal the Add Action Item dialogue box

            3. Once you click add, you'll be taken to the Action Item Details page

            4. Click the Name of Action Item field and enter the name of the action item

            5. Click the Select a Priority dropdown and select Low, Normal or High to indicate the priority level of the work being requested

            6. Click the Wanted Date field to reveal the calendar. Select the date you want the work completed by. Helpful Hint: The arrows to the left and right of the month/year will allow you to scroll through alternate calendar months

            7. Click the Select a Location dropdown to reveal your list of location’s. Select the location name where you want the work performed. If the location you are looking for is not listed, you must enter it into the system by selecting the green + button next to the Location dropdown.

            8. Click the Assign This Action Item dropdown to reveal your list of contacts. Click the name of the person that will be managing the work or select your name to do it yourself. If the person you are looking for is not listed, you must enter him/her into the system as a Contact or as a User. To add a new contact, simply select the green + button next to the contact the Assigned To dropdown. To add a new user, see Adding Users for detailed instructions

            9. Select a Next Steps to indicate what action is to be taken next                    

            10. Select the Instructions field to type special instructions

            11. Click the Send button to activate the Action Item and notify the person assigned and all Shared Users associated with the Action Item.

            After you've created an Action Item you can edit it to change project details, add comments, share documents, share with additional contacts, and more. See How Do I Edit an Action Item for detailed instructions.



            Step 7: Sharing Action Items

            Overview

            Sharing an action item is the fastest way to assign work and keep project stakeholders informed of status updates. Adding shared user(s) is similar to copying someone on an email — it lets the individual(s) follow the status of the action item and contribute project details. Note: Once an action item is shared with someone, that person cannot be removed from the action item by you or anyone else. 
             
            There are two ways to add shared user(s) to an action item. The first way is to add the shared user(s) at the time the action item is created. The second way is to add the shared user(s) to an existing action item. Follow the steps below to share an action item with a shared user:


            Add Shared User During the Creation of an Action Item

            1. Login to your account from either your desktop computer or mobile device

            2. From your home screen select the green + button and select the New Action Item button

            3. Once you click the New Action Item button, you'll be taken to the New Action Item Details page

            4. Click the Contributors tab in the Action Items Details page

            5. Click on the Add Contributor text box to reveal your list of contacts 

            7. Select the name of the person that you wish to share the Action Item with. If the person you are looking for is not listed, you must enter him/her into the system.

            8. Click the New Contact button to reveal the New Contact Setup form

            9. Complete the New Contact Setup form and click the Send button

            10. Once the Send button is clicked the new contact will be added to the Select a Contact field

            11. Click Save to include the contact to the action item as a shared contact

            12. Click Details button to return to the New Action Item Details page

            13. Fill out the New Action Item Details page and click Save. See Creating Action Items for detailed instructions

            14. Click the Send button to activate the action item and notify the person assigned and all Shared Users associated with the action item.







            Updated: 10 Jul 2018 12:31 PM
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