Caliber and Community- General Setup Instructions for Creating Board Groups

Prior to enabling the Sync between FRONTSTEPS Caliber and FRONTSTEPS Community, various settings and data will need to be checked as this update could affect the users in FRONTSTEPS Community that have Director roles and permissions, as well as the permissions of architectural committee members and invoice approvers. Without these checks there is a risk of this information being overwritten or not syncing at all if there is a mismatch. 

This article covers how to create Client Contact Groups within FRONTSTEPS Caliber, how to verify the correct email set up in Caliber and then how to set the Board Groups (Client Contacts) up within FRONTSTEPS Community.

Note: These steps will need to be completed for every community that has Board of Directors Members, Architectural Committee Members, and/or Invoice Approvers.

Creating the Client Contact (BOD) Groups in Caliber

The Contacts toolbox is accessible from the Client Dashboard. It is a place to enter and maintain Board Members and other groups associated with an individual Client.


Create the Contact Groups before adding any contacts. Select the Filter option and from the drop down choose New Contact Group.


To add an individual, select Add New Contact option at the bottom left of the Contact toolbox.


Select the type of contact you would like to add. Once you select from Owner, Occupant, or Vendor those correlating names/companies will be available for you on the drop down list on the right.


Once a name selection is made from the drop down list the corresponding information will be populated. If two owners appear you will select the appropriate name.


The Membership tab is where you will assign the contact’s title to the particular group. You will also enter in the term dates.


On the Permissions tab you will Allow Access to the Web. Also, you have the ability to use Separate Credentials (this is the login for Web Access, Not Commonly Used).


A Board Member can be signer for the Client. The Signature tab is where the digital signature is uploaded (additional Setup will be required in the AP Workflow).


There are also options in the Contacts toolbox for sending emails and printing a report.


The Filter option will allow you to select a particular group or select all groups to send an email to. The Report option allows the ability to select what groups and titles will display on the report.
 

Verify Email Address Setup within Caliber

The email address tied to the client contact is one of the keys to the Director role and architectural/invoice approval permissions syncing as expected in Community. Check the owner record in Caliber for these email configurations:

• The email address must be marked as “Primary”.

• The email being used must be assigned to the correct person. (Board Member, Architectural Committee Member, or Invoice Approver)
  Use the Person drop-down to select the correct owner.

Repeat the steps for each individual Board of Directors Member, Architectural Committee Member, and Invoice Approver.

Setup within FRONTSTEPS Community

Now that everything is set in Caliber, jump over to Community to configure the Accounting Settings that will apply the Board of Directors, Architectural Committee, and Invoice Approvers.

*The Invoices and Architectural Request settings must be enabled to see all Accounting Settings. If the Accounting Settings menu or any of the accounting settings mentioned below are missing, please contact support for assistance.

 

ARC Settings

Once in the Accounting Settings, select ACR Settings from the menu on the right-hand side.

Using the ‘Architectural Request Approvers’ drop down, select the group that is responsible for viewing and approving the community Architectural Requests.

Click Update Settings at the bottom to save.

Invoice Settings

Select Invoice Settings from the menu on the right-hand side. From the 'Invoice Approvers' drop down, select the group that includes the individuals who will be approving Invoices.

Click Update Settings at the bottom to save.


 

Director Settings

Lastly, select the 'Director Settings' from the menu on the right-hand side. Use the 'Director Setting Approvers' drop down to select the group that contains members of the Board of Directors.

Click Update Settings at the bottom to save.


 

Comparing Community and Caliber

Now that the Accounting Settings are in place, make sure the following is configured correctly on the Board of Directors/committee members’ user record within Community:

• The email address on the user record in Community must match the one listed on the client contact in Caliber.

 

• Next, under the Accounting tab of the user in Community, verify correct account is linked.

 

You will need to repeat the steps from the beginning of the article for each individual Community.