HOAs, contractors and commercial sites
Take requests from business customers, confirm them, and put their units under their sites.
Commercial sites, contractors, HOAs and property managers are client accounts. They don't book and pay like a homeowner. They send a request, you quote them, and they get a portal with the test records for their sites.
An account has sites. A site's units are ordinary households in Customers, put under that site.
Owners and office staff (Admin role) can use this screen. Testers can't.
How to start taking business requests
- Go to Settings → Company → Booking page.
- Set a Booking address if you haven't yet.
- Under Who you take, turn on each kind you work with: Commercial, Contractors, HOAs, Property managers.
- Under Request forms, click Copy link or Copy embed code for each kind. Put the link or the form on your website.
Each kind has its own form at /accounts/<your booking address>?kind=…. The form asks the
questions that matter for that kind, for example the type of property, how many assemblies, or
the due date on a district notice. No payment is taken. See
The client portal for what the customer sees.
You get an email for each request: New <Kind> request — <name>.
How to confirm or decline a request
- Open HOAs & contractors in the sidebar.
- Click the account. A new request shows the badge Unconfirmed.
- Read What they told us, Notes and Sites.
- Check that the customer is who they say they are. Anyone can type "Meadowbrook HOA".
- Click Confirm, or click Decline.
- To decline, you can write a reason in a sentence they will read, then click Decline and tell them. They get an email, and their portal closes.
Their portal is open from the moment they send the form, but it shows only the site they typed. Until you confirm the account, you can't put any household under its sites. That is what keeps another customer's test records private.
Older applications show Waiting for approval and an Approve button. Approving one opens a portal for the contact and emails them the way in.
Account badges
| Badge | Meaning |
|---|---|
| Unconfirmed | Sent from a request form. Portal open, only their site. |
| Waiting for approval | An older application, not decided yet. |
| Active | Confirmed. Their units' tests show in their portal. |
| Declined | You declined it. No portal. |
| Closed | You closed it. The people on it can no longer sign in. |
How to add a site
- Open the account.
- Under Sites, click Add a site.
- Enter the site name, street address, city, state and ZIP.
- Click Add site.
How to put a household under a site
- Open Customers and open the household.
- Find HOA or contractor site and click Set (or Change).
- Pick the site. Type the unit if you know it, for example "Unit 12, Bldg C".
- Click Save.
Pick None to take a household out of a site. The account must be confirmed first.
How to give someone else portal access
The account must be Active.
- Open the account.
- Under People with portal access, click Add a person.
- Enter their name and email, then click Add and email them.
Click Remove next to a person to take their access away. A portal user can't add colleagues themselves.
Their documents
Their documents lists what the customer uploaded in their portal, such as district notices and old reports. Click Open to read one. The office can read these documents but can't upload, edit or delete them.
How to close an account
Under Account, click Close account. Click Reopen account to open it again.
Not available yet
- Editing a site, or an account's name, contact or notes, after it is made.
- Searching or filtering the list of accounts.