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🖥️ Technology Onboarding & Device Setup

Set up your computer and phone with the necessary software to meet compliance standards and ensure smooth operations. Follow these steps to get started efficiently!

↖️ Return to 👋 New Operator Welcome Letter & Onboarding Guide

Article Table of Contents

  1. ⚙️ VSL Technology Systems
  2. 🖥️ Computer Setup
  3. 📱 Phone Setup
  4. 🚗 Take a Tour of VSL Software
 

⚙️ VSL Technology Systems

Before we jump in to setting up your devices, let's explore what tech tools we use

All of your software logins will use your VSL email address. Microsoft products will require you to log in with your email and password. Other software products will need to be set up with their own unique login credentials using your Vanderburgh House email address as a username.

VSL Systems Chart (view full chart)

Overview of Microsoft Products at VSL

At VSL, we rely on a suite of Microsoft tools to support communication, collaboration, and productivity across the organization. Your Office 365 account, linked to your VSL email address, grants you the ability to log into all Microsoft services. Here’s a quick overview of the essential Microsoft products you’ll be using:

Microsoft Office 365

Office 365 is the backbone of our digital workspace, providing access to key applications like Word, Excel, PowerPoint, which are core productivity apps for creating and managing documents, spreadsheets, and presentations.

Microsoft Teams

Teams is our central communication platform, used for both internal collaboration and engagement with operators. It integrates chat, file sharing, and meeting tools to keep everything organized and accessible.

OneDrive

OneDrive ensures that all your important files are securely stored and easily accessible, whether you’re in the office or on the go. It also syncs with Teams, allowing seamless file sharing and collaboration.

Outlook

Outlook is essential for managing your VSL email account. It's integrated with Office 365 and syncs with your calendar, making it easier to keep track of meetings, deadlines, and important communications.

Accessing Microsoft products: You’ll need to download and install these Microsoft applications on your devices. Make sure to pin frequently used apps like Word, Excel, Outlook, and Teams to your taskbar for quick access. If you encounter any issues, contact the IT team for assistance.

Overview of HubSpot at VSL

HubSpot is a powerful tool we use at VSL for managing our customer relationships, marketing activities, and outreach efforts. Below is an outline of how HubSpot supports your work and how to get started.

HubSpot CRM

HubSpot's Customer Relationship Management (CRM) platform helps you manage and analyze your interactions with potential and existing customers. This includes tracking contact information, communication history, and activity logs. It’s essential for keeping track of your outreach efforts and ensuring follow-ups happen on time.

Key Features of HubSpot

  • Contact Management: Store and organize information about your referral sources, residents, and other contacts.
  • Activity Tracking: Log calls, emails, and meetings directly in HubSpot to keep a detailed record of your interactions.
  • Task Management: Set reminders and tasks to manage your follow-ups and outreach activities efficiently.
  • Marketing Tools: Access tools for email campaigns, social media management, and tracking the effectiveness of your marketing efforts.

Accessing HubSpot: You will receive an email invitation to set up your HubSpot account. Follow the instructions to log in using your VSL email address. Once logged in, take some time to explore the features and familiarize yourself with the platform.

Overview of Buildium at VSL

Buildium is a comprehensive property management software that plays a crucial role in managing the day-to-day operations of your business at VSL. It helps you track resident applications, manage current resident files, and handle accounting tasks efficiently.

Key Features of Buildium

  • Resident Management: Store and manage information on resident applicants and current residents, including files, notes, and records.
  • Accounting: Handle financial tasks such as rent collection, expense tracking, and financial reporting.
  • Task Management: Manage and track daily tasks, maintenance requests, and communication with residents.

Accessing Buildium: You will receive an email invitation to set up your Buildium account. Follow the instructions to log in using your VSL email address. Once logged in, take time to explore the dashboard and familiarize yourself with the features.

 
 
 
 

🖥️ Computer Setup

Step one is to set up your computer with the required (and recommended) software

VSL Computer Device Policy: All Chartered Operators are required to have a functional computer (desktop or laptop), suitable for use and in compliance with Device Requirements, and with all applicable software installed on the device and ready for use. Recommended Device Specifications:

  1. Memory: 8gb

  2. Hard Drive: SSD 256gb

  3. Processor: I5 or similar

  4. Windows 10 or other modern Windows operating system

Do you want to use a Mac? If so, be prepared for a longer onboarding process 😉

Device Procedure: Please identify what computer(s) you will be using to run your business. Any fairly modern computer or laptop should meet these requirements. Be prepared to bring this device with you to any in-person training that will be taking place. Once you have your device ready, please complete the steps below.

Download and install Google Chrome

We recommend using Google Chrome as your default browser.

  1. Download software from google.com/chrome/

  2. Install software

  3. Select Google Chrome as default web browser

  4. Pin icon to taskbar

Set up your Microsoft Account

By now, you will have received an email to set up your Microsoft Account. Follow the instructions to log in and set it up.

Office 365

Office 365 is the backbone of our organization. Office 365 is the service we use for email management, as well as access to a host of Microsoft services, including Microsoft Office products (Word, Excel, etc.), Microsoft Teams, task management, file sharing, etc.

  1. Download all Microsoft Office applications and Outlook onto your computer

  2. Pin Word, Excel, Outlook, and other services as desired to your taskbar

  3. Log in to each using your VSL email address

Outlook

Outlook is used to manage your VSL email account. Your email address will be used for logging in to other software and communicating with others in our organization, so be sure to have this email address accessible easily.

  1. Install Outlook. Outlook usually installs along with the rest of the Office 365 suite of products (Word, Excel, PowerPoint). Make sure that a current version of Outlook is downloaded and installed on your device.
  2. Pin Outlook to your taskbar
  3. Add your VSL email to Outlook
  4. Add the HubSpot Sales Extension to Outlook (more on HubSpot later)
  5. Verify your email signature is working properly. We use email signature management software that should set this up automatically
  6. Access your calendar

Microsoft Teams

Teams is our platform for communication both within our office, as well as with our Operators. Teams is the backbone of our organization, and being familiar with how to navigate and use Teams is important early-on.

  1. Download Teams onto your computer - use the Work or School Version

    1. Download Teams here. This link will take to you Microsoft's site.

  2. Pin Teams to your taskbar

  3. Log in using your VSL email address

  4. Access the chat to communicate with your teammates and Operators
  5. Access files (sync them following the OneDrive instructions below)
  6. Access calendar (but we recommend using Outlook to manage calendar items)

    Additional information: Start by familiarizing yourself with Microsoft Teams. If you have little prior experience with the app, you can watch our instructional video(s) on the topic, linked below:

     

    Get started with HubSpot

    HubSpot is the backbone of our enterprise. It contains records for contacts, companies, projects, tickets, tasks, and so many other features.

    Head over to Outlook and see if you have an email invitation from HubSpot. This invitation will allow you to set up your account. All you have to do is log in to HubSpot and begin exploring.

    1. Log in to HubSpot at this link: https://app.hubspot.com/
    2. Bookmark & pin a tab: We strongly recommend that you bookmark the HubSpot login page, and "pin" a tab for HubSpot on your browser for easy access.

    3. Log in and explore the software

    4. Access your dashboard
    5. View some records

    Access and explore Buildium [if you don't have a home yet, this can be done later]

    Buildium is essential for managing your property operations, including tracking guest applications, handling guest files, and managing accounting tasks. Follow the steps below to set up Buildium on your computer.

    1. Access the Buildium Login Page: Open your web browser and go to the Buildium login page at vanderburgh.managebuilding.com/Manager.

    2. Bookmark the Page: Bookmark and pin this page to your browser for easy access.

    3. Log in to Your Buildium Account: Use the unique login credentials provided in your email invitation. Follow the instructions to set up your account if prompted.

    4. Explore Key Features: Navigate through the guest management, accounting, reports, and other sections. Familiarize yourself with the dashboard and commonly used features.

     

     

    ✔️ Computer Setup Checklist

    • Device meets recommended specifications (above)
    • Download and install Google Chrome
    • Select Google Chrome as default web browser
    • Pin Chrome icon to taskbar
    • Set up your Microsoft Account using the instructions in your email
    • Download and install Microsoft Office applications
    • Pin Word, Excel, Outlook, and other desired apps to your taskbar
    • Log in to Microsoft Office apps using your VSL email address
    • Install Outlook and add your VSL email account
    • Verify your email signature is working properly
    • Access your calendar in Outlook
    • Download and install Microsoft Teams (Work or School Version)
    • Pin Teams to your taskbar
    • Log in to Teams using your VSL email address
    • Log in to HubSpot using the invitation email
    • Bookmark and pin the HubSpot tab in your browser
    • Log in to Buildium using the invitation email
    • Bookmark and pin the Buildium tab in your browser
    • Explore Buildium features such as resident management and accounting

     

     

     

     

    📱 Phone Setup

    With your computer set up, let's move on to your smartphone

    Please identify what smartphone(s) you will be using. At a minimum, you should have one modern smartphone with access to mobile data. You do not need a separate phone, your personal phone should work fine. Be prepared to bring this device with you to any in-person training that will be taking place.

    VSL Phone Policy: All Operators are required to have a functional smartphone, suitable for use and in compliance with Device Requirements, and with all applicable software installed on the device and ready for use.

    Procedure: When prompted to do so, please follow the steps in the article to set up a smartphone. If you need assistance, please reach out to your trainer.

    Download 💻 Microsoft Teams App

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    The easiest way is to visit Microsoft's download Teams page. Alternatively, you can go to your application store and search for Microsoft Teams and download the app.

    Log in to the app using your VSL email and password - the same login can be used for all Microsoft products.

    Download 💻 OneDrive AppMicrosoft Onedrive Icon - Onedrive Logo Png, Transparent Png , Transparent Png Image - PNGitem

     

    The easiest way is to visit Microsoft's download OneDrive page. Alternatively, you can go to your application store and search for Microsoft OneDrive for Business and download the app.

    Log in to the app using your VSL email and password - the same login can be used for all Microsoft products.

    Download & Set Up OutlookMicrosoft Outlook - Wikipedia

     

    The easiest way is to visit Microsoft's download Outlook page. Alternatively, you can go to your application store and search for Outlook and download the app.

    Log in to the app using your VSL email and password - the same login can be used for all Microsoft products.

    Search for your application store for Buildium and download the application pictured above.

    Once downloaded, you should log in to your Buildium account.

     

     

    🚗 Take a Tour of VSL Software

    Now that we have your devices set up, we will take a tour of what you'll be using

    Now that you've set up your devices, it's important that you take this opportunity to explore some of the tools we will be using. Please read through this brief page and follow the steps to become familiar with how we work, what we use, and where things are located.

    This article gives guidelines on how to explore the core communications systems that we use at Vanderburgh Sober Living.

    • 💻 Microsoft Teams: Microsoft Teams is our primary means of communication next to Outlook. We will also use it for task assignment and management.

    • 💻 Office 365: This is Microsoft's software package that contains Outlook, Word, Excel, and others as well as giving access to Teams and OneDrive in addition to other non-requisite (but useful) Microsoft tools.

    • 💻 Buildium: Buildium is a cloud-based property management software that you will use in your Operation of your home.

    • 💻 HubSpot: HubSpot is a cloud-based contact management, marketing, and outreach software. It is incredibly helpful in logging, tracking, and planning your Outreach efforts.

    Explore 💻 Microsoft Teams

    We recommend that you start by exploring Teams on your phone and computer. Teams is the backbone of our organization.

    1. Read more about 💻 Microsoft Teams and explore features 

    2. Explore your 💻 OneDrive files, which should be synced to your computer

    3. Head over to that Chat area, try sending a message to your Operations Manager

    Explore 💻 Office 365

    Try exploring some of the features in Office 365. Read through the article accessible through the link above. With Office, you have access to all of the Microsoft Office tools available through Office 365, including Word, Excel, PowerPoint, and other software.

    Explore 💻 Buildium

    It is time to look through Buildium and see what options are present there. The goal here is only to look, not to change anything yet. There are many sections of Buildium to explore.

    1. Dashboard - Gives you a customize-able and broad overview of information that will be helpful to view at a glance while running your business.

    2. Rentals - Contains several sub-menu items. These allow you to note and manage the tracking of guests and their payment ledgers.

      1. Properties - Shows information about your home(s).

      2. Rent roll - Shows a list of guests and the rent that they get charged.

      3. Tenants - Shows a list of your guests. @resident

        1. Buildium refers to them as tenants due to the original nature of the software. However, we call them "guests" per the legal standing of our type of housing.

      4. Rental Owners - This will show information that has been saved in Buildium about your LLC, which is the lessee, or owner of the rental.

      5. Outstanding balances - This will give you a list of Residents that owe you rent or other charges. It does not list all Residents (unless they all owe balances).

    3. Leasing - Contains several sub-menu items. These allow you to view and manage applicants and e-signature items.

      1. Applicants - This will list all current and past applicants. There are several options to change which applicants can be viewed and how to sort them.

      2. Draft leases - This is generally used specifically in the case of e-signature. It is the area where you view the status of and manage the sending of e-signature requests.

      3. Lease renewals - This menu item is visible but will not be used as Residents are living with us on an At-will basis.

    4. Accounting - Contains several sub-menu items. This section of Buildium is very important and will help you keep your finances in order. Buidlium contains a fully functional accounting system within it's software that can do much more than log rent payments by your Residents.

      1. Financials - Will show you information concerning the financials of your home or LLC.

      2. General Ledger - This will display, based on the criteria you set, all of the financial information about your house(s) or company.

      3. Banking - Here you can find your account(s) and record some different revenue & expense transactions.

      4. Bills - This is where you can record and log that you've paid your bills.

      5. Recurring transactions - This is where you can log things like recurring bills or automatically recurring payments that you receive, should they be in regular intervals and amounts.

      6. EFT approvals - This is where electronic fund transfers (EFTs) are displayed. Buildium allows it's users to initiate bill payments as EFTs through their interface for a fee.

      7. 1099 tax filings - Here you can prepare, e-file, and share your 1099s.

    5. Maintenance - This contains only on sub-menu item, Vendors. This will allow you to look at, edit, and add new Vendors.

    6. Files - This is where some files are kept for ease of access by House Managers and, in some cases, Residents.

    7. Reports - This will allow you to run many types of reports. Running reports wont make any modifications to existing information in Buildium, it will only compile that information into lists to be viewed or analyzed. Feel free to explore the various reporting functions available to you!

    8. Shortcuts - A customize-able menu with editable sub-menu items that can easily lead you to your most used portions of Buildium.

    Explore 💻 HubSpot

    HubSpot can be far more useful than it is typically used for within Vanderburgh House. It has a massive amount of features and capabilities. Generally, all that we use in Vanderburgh exists in the Contacts menu, and under the items Contacts and Companies. Feel free to look through these.

    Functions: We are still developing this portion of Operator Training. In the meantime, we will offer you one-on-one training in the functions of this important software including the following:

    1. Dashboards: what are dashboards, and how do they function?
    2. Records: what are the different types of Records in HubSpot, and how do they function?
    3. Views: what are views, and how are they used?