✔️ Buildium Fundamentals

We use Buildium, a cloud-based property management program. Buildium offers a comprehensive system combining applicant management, resident files and payment ledger, and a full accounting system. Buildium has applications for mobile devices as well as computer web browsers. Visit www.Buildium.com for information.

 

Buildium Articles

• ✔️ Manage Resident Files in Buildium

  • Brief description

• Add remaining Buildium articles

 

Buildium Updates

Operators are responsible for keeping 💻 Buildium Software updated at all times. Operators must promptly record, in Buildium, each time a new resident moves in or a resident moves out. We rely on accurate information in Buildium to arrange for resident intakes.

 

Common Ongoing Buildium Tasks

• ✔️ Move a Resident In on Buildium

  • If you miss this, we may double-book their bed thinking that it's empty!

• ✔️ Move a Resident Out on Buildium

  • If you miss this, we won't see that you have the bed available and not schedule an intake

• ✔️ Manage Resident Files in Buildium

  • Review notes and keep current on your compliance requirements, and make sure all residents have access to their Resident Center to pay rent online

• ✔️ Resident Lease Ledger in Buildium

  • Monitor resident payment ledgers in Buildium, recording collected rents, double-checking that online payments posted, and monitoring outstanding balances

• ✔️ Record a Payment in Buildium

  • Make sure any payments or bank account activity of any sort have been properly logged in Buildium on an ongoing basis

 

 

 

 

Administrator: Access to all features and controls

Operator: Access to most features

House Mentor: Access to resident files and notes

 

Accessing Buildium

An administrator must create an account for you. Your username will be your @VanderburghHouse.com e-mail address, and your password will be created by you when you receive your account creation email. To log in as an Operator visit https://vanderburgh.managebuilding.com/Manager/ and enter your e-mail and password. Keep your password safe, and if you lose it, someone in the office will be able to reset it for you.

 

House Mentors. House Mentors have access to Buildium for access to resident information and to help track data to better run their homes. Some key elements are as follows:

1. House Mentors should add notes to resident files when incidents occur

2. House Mentors can review rent payment history and balances owed by residents

 

Buildium Features

Home Page

Dashboard. The Buildium home page features a dashboard and menu of Buildium features. The dashboard can be customized to show outstanding rent balances, incoming applications, vacant beds, recent activity and other data.

Menu. The menu bar is an easy way to navigate to different areas of the site. Details on each section are below.

Shortcuts. The three dots icon (…) is a shortcuts menu where you can quickly access frequently used features of the site.

Files. The Files section to the right of the menu bar is an easy place to access documents and forms.

Reports. The Reports menu, to the far right, allows you to pull reports on financials, activity, and other data.

Search. Perhaps the most useful of the Buildium site navigation tools is the search bar. You can search for residents, applicants, vendors, staff, or other information contained throughout Buildium. A simple search can get to where you need to go in a few seconds.

 

Rentals Menu

The Rentals menu, top left of the menu bar, displays a set of rental-related information, including

1. A list of all properties that an Operator is leading.

2. A list of current residents with contact information.

3. Outstanding balances. A list of balances owed by each resident.

 

Resident Files. Buildium has many tools available for you to keep track of residents. The resident’s page contains notes, payment history, contact information, and uploaded files relating to the resident. The resident’s page can be found either in the rent roll or tenants menu, or by navigating to the search bar and searching for the resident’s full name.

Resident Notes. Contained in the resident file above is a “notes” section, which is very important to mention. Any time there is an issue worth noting, add it as a new note in the “notes” section. This will timestamp the comment and it will be immediately available for all staff to view as soon as it is posted. All disciplinary measures, grievances, late payment negotiations, and all other important resident interactions should be noted by the House Mentor.

Payments. By selecting the Lease Ledger on the right of the screen, you can view the resident’s payment account. Each rent charge, move-in fee, credit, etc. will all be posted and organized by date. This is important to have on hand to show to a resident if they fall behind on rent, or to show if rent is prepaid.

 

Leasing Menu

The Leasing menu displays your current applicants. See more information in the Intake Duties section.

 

Accounting Menu

The Accounting menu displays

1. Display financial statements for each property, including income and expenses.

2. Access bank accounts to make deposits and payments and reconcile activity.

3. Access bills to be paid, paid bills, or recurring bills; make payments.

 

Maintenance

Access vendor information and files.

 

Files

The Files menu accesses all template files used by an Operator. More details below.

 

 

This article is a sub-article in the Buildium category.

This article addresses Buildium user types and the permissions that each user type has in the software. New Buildium users are created for Vanderburgh House staff, Operators, and House Mentors. Only Vanderburgh House Staff are able to create new users in the Buildium system.

Logging In

All users, except for residents, can visit this link to log in: https://vanderburgh.managebuilding.com/Manager/

Residents can log in using the resident login URL: https://vanderburgh.managebuilding.com/Resident/

 

Vanderburgh House Staff users have access to all areas of the Buildium system, including adding users, access to all properties, adding or modifying properties, etc.

 

Operator users are created for each Operator, both Chartered Operators and Earn-In Operators. This user type has permissions to view only their assigned home(s), bank account (as applicable), and ability to manage residents and resident accounts for those affiliated with their assigned home(s).

Related articles:

• Onboarding a New Chartered Operator (this article addresses instructions for new Chartered Operators to add their bank account information, etc.)

 

House Mentor users are created for each House Mentor and have access only to their assigned home. They can view resident files and payment ledgers, and add notes to resident files.

Related articles:

• Buildium for House Mentors

 

Residents also have access to Buildium through their resident portal. Through this portal, they can view their ledger and make online payments.

Related articles:

• Moving residents in and out in Buildium

• View and modify resident files in Buildium

 

 

• What to do where?

• Short description of each section in Buildium - I think we have this somewhere already?

 

• List out all of our support articles based on section