Board Members and Managers – Architectural Change Requests (FS Suite)

Background

FRONTSTEPS has built out the architectural change requests experience as part of our best-in-class integration between FRONTSTEPS Community and FRONTSTEPS Caliber Desktop. To ensure the process is efficient, FRONTSTEPS is enabling Homeowners to submit Architectural Requests, Board Members to view and approve architectural requests, and Managers to customize the experience. 

Notes

• The feature is available to all users as follows:
  • Board Members/Directors:  Board Members/Directors can view all architectural requests and details for the Community. Board Members with approval rights may approve or reject architectural requests.
  • Managers:  Managers can view all architectural requests. 
  • Homeowners (Residents): can submit architectural requests and follow the progress. Homeowners with approval rights (directors/board members) may approve or reject architectural requests.
• This feature is available to communities integrated with the FRONTSTEPS Caliber accounting system. It is not available with other Accounting integrations.

Features
The following functionality is provided:

• Manager Settings – This feature allows Managers to customize the instructions that Homeowners see when submitting the architectural requests. These also allow Managers to show/hide details and set notification settings.
• Homeowner Creation of Architectural Requests – Homeowners can complete and submit architectural requests on the FRONTSTEPS Community Web portal and update architectural requests from the Community Mobile App. 
• Approvals – Board Members and Homeowners who are approvers can approve or reject architectural requests on the FRONTSTEPS Community portal and update architectural requests  from the Community Mobile App. 

Manager Settings for an Architectural Request on the FRONTSTEPS Community Portal
On the Manager Dashboard>select the cog gears  


 

• Select the Accounting Settings from the dropdown. These settings are only available for FRONTSTEPS Caliber integrated communities.

• Architectural Request Approvers:

Select the group that includes the Architectural Request Approvers. This may be the Board Group, an Architectural Change Committee, or another group. The groups that display here match the groups that are set up and flagged as 'Architectural Committee(s)' in Caliber. A group must be selected to use the online approval functionality.

• Intro Text:

This text serves as an introduction to the Architectural Request process and provides Managers the ability to write out instructions to the Homeowner. This is a free text field and is completely customizable. Enter the text in the textbox and then select Update Settings to save the changes.

• Request Details:

The Request Details box is a free-text field for Managers.  This provides a space to request information from the Homeowner. This text (typically questions or requests for information) will display on the form. Enter your request for information in the Request Details box and then select Update Settings to save the changes. 

• Form/File Instructions:

This is a free-text field that allows Managers to write instructions for Forms and Files.  Like the other fields, it is completely customizable.  To add those instructions, type them in the Form/File Instructions box and select Update Settings to save the changes.
 

• Add Files:

Managers can upload files that will be available for download and completion by the Homeowner during the submission process. Managers can drag and drop files as well as upload files. Files may also be downloaded using Download.  Files may be deleted using Delete.  Note:  Files will be deleted immediately without choosing the Update Settings button.

• Additional Settings:

Managers may select from the following Additional Settings:

• Require at least one document to be uploaded for submission.
• Allow Homeowners to view the actions processed.  This allows Managers to hide or show the details of the process to the Homeowner.
• Allow the Homeowner to make notes.
• Allow notifications to be sent to Managers when the architectural request is updated by Homeowners.  Further, Managers may select which managers will be notified. Use the Toggle to turn on/off the desired features and select the Update Settings button to save your changes. This button is utilized to save all settings on this page.  As noted, files will be deleted immediately without choosing the Update Settings button

Homeowner Creation of an Architectural Request on the FRONTSTEPS Community Portal

To Create an Architectural Request
From the Dashboard, select My Reservations and Requests>My Architectural Requests.
 

• Select the +New Architectural Request button. This button is only available for Caliber integrated communities.

• Select the Property/Unit.
• Select the Request Type.
• Select Continue.

 

• Enter the Request Details in the box. The Request Details box allows space to provide information requested by the Management Company.  The use of this field is optional.  It may include items such as expected project start and end dates, or contractor information for instance.
• Download the required forms using the download arrow.

 

• Select Continue.  You may also save the Architectural Request as a draft and return to it later.  Use the Save as Draft button to use this feature.  A Draft will display on the Architectural Requests landing page with the Draft status. Or you may delete the request using the Delete Request button. 
• Upload the required file(s) by dragging and dropping or by using the Browse Your Files link.
• Select Continue.

 

• The Request details display, along with the accompanying documents that were uploaded.  The request can be saved as a draft, deleted, or submitted.  Use the respective button.  The Submit button will submit the request immediately.

• A message displays indicating the request was successfully submitted, and the details of the request display on the Architectural Request page.

To Add Notes and Documents

Homeowners can add notes and documents after the Architectural Request has been submitted.



 

1. Go to My Reservations and Requests>My Architectural Requests.
2. Select the View button next to the Architectural Request.
3. In the Notes section, add any comments, then select Add Notes.
4. To upload documents, choose the Select File button.
5. Select Add Document.