This article will cover our recommended best practice for managing, differentiating between, and effectively utilizing both Property and User Groups. Property and User Groups are an effective way to manage and distribute maintenance options. They are also useful for managing permissions and notifications. These tools are essential for executing Melds in an efficient manner for organizations with departments. The main objective is to create a practice that is easy to follow and replicate any time you need to determine which type of group is better suited for your current needs.
Property Groups allow you to segment your portfolio by limiting the permissions (i.e. who can manage and view Properties/Units within the group) and notifications for a user on a per property basis. Refer to Understanding and Using Property Groups for more information about Property Groups.
User Groups allow you to enable notifications for a specified group of users on a per Meld basis. Refer to Create a User Group for detailed instructions outlining how to create a User Group, and Meld Notifications for User Groups to learn how to implement them.
What's the difference between a Property Group and User Group?
Property Groups are constantly filtering the information you can access, as well as the notifications that you receive. In order to access Melds for a particular Property or Unit, you must be a member of the associated Property Group.
Examples of how a portfolio could be split via Property Groups:
- By Region
- Eastern Properties
- Western Properties
- By Type
- Apartment Complex
- Housing Development
- By Property Manager
- Jill Johnson
- John Smith
User Groups function on a per Meld basis. When a User assigns personnel to a Meld, they are also prompted to enable notifications about this particular Meld for a User Group.
Examples of different User Groups that could be useful on a per Meld basis:
Let's say there are two Property Managers, each managing their own respective properties within the same organization. By default, both Property Managers will be able to manage all of the Units, and will receive notifications for all of the melds from each property. In this case, creating separate Property Groups for the two Properties would limit the permissions and notifications of each Property Manager to their respective Properties.
Now, let's say a Meld comes through for one of the Units. The Property Manager would then assign the Meld to a Vendor, but also would like a few other specific individuals to receive notifications about this particular Meld. In this case, the Property Manager could create a User Group consisting of the before-mentioned individuals. All of these Users would then be notified of any and all updates regarding this particular Meld, and the User Group you created will automatically be saved for later use in case a similar situation arises.
If you're looking to limit notifications or permissions for a User to select properties, consider using Property Groups.
If you're looking to keep select Users up to date regarding a specific Meld, consider implementing User Groups.