Royal Oaks Community Owners Association - …rorcoa.com/wp-content/uploads/2012/10/Visitor-Management-2.pdf · Royal Oaks Residential Community Owners Association Visitor Management

Royal Oaks Residential Community Owners Association

Visitor Management Users Guide

Please note – When a Guest is added to this system, Security will not call you prior to

allowing entry.

Table of Contents

Page• Introduction 3• YouTube Tutorials 4• Registration 5

– Login Page 6• Account Settings 8

– Edit User 10– Add User 12

• Home Screen 13– Types of Guest 15– Adding Guests 17– Adding or Editing a Party 18– Restricting a Guest 20– Guest History 21

• Request Account Changes 22• Mobile Apps 23

Royal Oaks DwellingLIVE Guide

Please note – When a Guest is added to this system,

Security will not call you prior to allowing entry.

Introduction

Your Board and Security Committee have implemented a new, cutting edge Visitor Management Solution called DwellingLIVE. After familiarizing yourself with this new technology, you’ll notice that it’s quite easy to use and helps to accelerate and enhance the entry process for both your visitors and the security staff.

This guide provides residents with instructions to access and set up their accounts and preferences within their DwellingLIVE profile. Additional YouTube Tutorials are listed on the next slide of this presentation that provides insight on Account Overview, Guest List Management, and The Smart Phone App.

* Note: Not all fields found on the DwellingLIVE site are required. Some items such as “Uploading a Photo” within the User Details Screen or typing in a “Company Name” when adding a guest to your account is optional.


YouTube Tutorials

DwellingLIVE YouTube Tutorials can be found via the following links. Feel free to view them if you prefer to watch videos instead of reading through the following presentation. You may also choose to utilize them as supplemental references which we believe is the ideal way for Royal Oaks Residents to begin using the new DwellingLIVE system.


Account Overview ‐ https://www.youtube.com/watch?v=cvzDJ2R77Yk

Managing Your Guest List ‐ https://www.youtube.com/watch?v=4wbQYTtU5Bo

Smart Phone App ‐ https://www.youtube.com/watch?v=nT‐yKtOGbWg

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Registration

• Navigate to your favorite web browser to access the login page at https://community.dwellinglive.com/royaloaks.aspx

• You may also want to save this link to your Favorites List for convenience when accessing the system in the future.


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Registration ‐ Login Page• To access the system for the first time, click on the “I have a one‐time use Registration

Code”


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• The logon section will then change allowing you to enter your registration code, e‐mail address and password.

Continued on Next Page

Registration – Login Page (continued)

• Enter the Registration Code provided in the DwellingLIVE Resident Welcome Letter from Royal Oaks RCOA Management

• Enter and confirm your Email Address

• Create a Password (minimum of 6 characters) to log into the system

• Once complete, click on Register


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Account Settings


• Data was loaded onto the system from multiple databases and may need to be edited. When you first log in, please proceed to the My Account screen at the top right of the Home screen to edit your personal account settings.

• Click on the Edit option on the right of your screen in order to bring up the User Details window. Some accounts have more than one user.

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Account Settings (continued)


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• Alternate Address can be used if you receive your mail at a different address or have a tenant in your home.

• Verbal Confirmation Code can be used to create a passcode allowing security to confirm your identity on the telephone.

• Property Status is where you can put your home in “Not‐Occupied” mode when you’re out of town. If security attempts to issue a pass to one of your visitors, they will be alerted that you are out of town.

• Add Vehicle information Add Petinformation (optional)

• Always Save Account Informationprior to exiting

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Account Settings – Edit User


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• Review and Edit User Details including First/Last Name, Relation to Owner, Email Address, and Password (if needed)

• Upload a Photo of yourself so that security can easily put a “name to the face” (this field is optional)

• Here you can Add, Edit, or Delete Phone Numbers that will be used by the security staff to contact you

• Click on Call Priority to prioritize phone numbers to be contacted by the security staff (please be sure to review this information carefully and Edit it if necessary)

• Here you can have the system send an Emailor Text when a Guest Pass is Issued/Denied, or when a Guest has been successfully Registered. If requesting a Text, don’t forget to select a phone number and a cell provider.

• Don’t forget to Save your settings!

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Account Settings – Edit User (continued)


• Be sure to Edit your Call Priority list (if needed) as this will be the order that the security staff will use when contacting you

• Don’t forget to Saveprior to exiting!

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Account Settings – Add User

• Click on My Account at the top right of the Home screen to edit your personal account settings

• If a user is not already listed, you can Add Users such as a Spouse or Child

• Add or Edit your Verbal Confirmation Code which will allow security to confirm they are speaking to a resident


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Continued on Next Slide

Home Screen

• Set a Verbal Confirmation Code to allow security to confirm they are speaking to the resident

• Set Call Restrictions to limit when security will contact you regarding an arriving guest (i.e. 10pm to 6am)

• Set Call Priority to establish the order in which security will call each phone number provided by the resident

• Manage your guests (additional detail on the next pages)

– Add Guests or a Party– Restrict unwanted visitors – Track guest history

• Remember to Save Preferences after you’ve edited them!


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Please note – When a Guest is added to this system, Security will not call you prior to

allowing entry.

DwellingLIVE Home Screen (Continued)

• Click on Directions for Guests in order to enter the directions to your place of residence from both visitor entrances to make it more convenient for guests or vendors to visit or service your property

• Enter the Directions from all four (this includes Unmanaged Lanes and Managed Lanes at both entrances.

• Don’t forget to click on Save before closing the window.


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Types of Guests• Our system is configured to have Temporary and Permanent Guests:

– Temporary Guests expire on a certain data and are removed from the system on that date.– Permanent Guests remain on the system indefinitely.

• Our System has five pass types:– 1 Day Guests – Receive a bar code and can access the community until midnight that day.

Best used for a friend who is coming over for a visit.– 1 Day Vendor – Receive a bar code and can access the community until 7pm that day. Pass is

not valid on Sunday. Best used for a contractor or repair person coming for one day.– 15 Day Guest – Can receive a bar code good for up to 15 days. Allows access until midnight

each day. Best used for a family member who comes to visit for several days.– 15 Day Vendor ‐ Can receive a bar code good for up to 15 days. Allows access until 7pm each

day. Pass is not valid on Sunday. Best used for a contractor who will be working on a home for several days.

– Authorized Guests – Do not receive a bar code and must check in with security each day. This is the same authorized guest list currently in place.

Please do not place contractors on your guest lists for times and days that violate community rules. Suspension of account may occur if the system is abused.

Preferred Guest and Preferred Vendor decals will continue to be sold. These decals allow entry into the neighborhood without having to be processed by security. Please contact us at 713‐329‐7100 for additional information.


Types of Guests (continued)

Guests with passes that have valid bar codes will be able to enter our community at the main gate or West Park gate through either the managed or unmanaged lanes. When using the managed lane, simply show the pass with a bar code to security and they can scan the pass. When using the unmanaged lane, the bar code can be used with the scanners which have been installed.

If a pass has expired, the guest will have to be on the guest list and have a valid drivers license to obtain a new pass.


Adding Guests• From the home screen, click on Add Guest

• Designate guests as Temporary, Permanent, or Party Attendee. Party Attendees are discussed on the next pages.

• Select the Pass Type

• Please provide the name of your guest. If the name is not known, you can enter a company. You can also provide notes for our security personnel.

The e‐mail address is not necessary. This section may be used with future software upgrades.

• If a Temporary Pass, set the dates the pass should be used. If a Permanent Pass, set the days permitted.

• Click Save when finished editing


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Once saved, the guest can be edited from the home screen by clicking “edit” next to the guests name.

Adding or Editing A Party

From the Home Srceen, click on Add Party

• Enter a Party Name so that it can be accessed at a later date if needed

• Set the Date of the party to specify the day (or days) when party guests are allowed to enter the community

• Select New Party, Import List from File, or Use Previous Party List to add party guests

• Add, Remove or Edit party guests as needed

• Don’t forget to Save before exiting


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Adding or Editing A Party (continued)

• Select Import List from File

• Download the Import Template (Excel Format)

• Open the file and Enter Guests into the First Name/Last Name Fields, Save and Close the program

• Click on Browse to find the file named “Party Guests”

• Import the file


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Restricting a Guest

Some times it is necessary to communicate to our Security when you do not want to allow someone into the community. To do this, from the home screen select Restrict Guest.• Enter the restricted guests name and if possible notes for our security

personnel. If you have a license plate, that assists the guards also but is optional.

• Don’t forget to click on Save before closing the window.


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Guest History

• From the home screen you can review your guest history.


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Request Account Changes

• There are certain settings that can be changed by the system administrator. These include:– Changing the primary user on the account.– Changing or removing the name shown on the guest passes.

– Arranging for preferred guest access and decals.

Please contact [email protected] or 713‐329‐7100to requests a modification to the system.


Mobile App

Download the DwellingLIVE app to access your account on the go. It’s available for both Apple and Android devices and it’s FREE!


DwellingLIVE app icon

Documents

Royal Oaks Community Owners Association - …rorcoa.com/wp-content/uploads/2012/10/Visitor-Management-2.pdf · Royal Oaks Residential Community Owners Association Visitor Management