Skip to content
English
Sign in
Go to vanderburghcommunities.com
  • There are no suggestions because the search field is empty.

📁 Guest Files and Documentation: Buildium

Learn how to manage guest files and records in your Buildium account, allowing for streamlined management and proper documentation. Follow these steps to access essential features and resources, whether on desktop or mobile.

📁 Return to 🏡 Operations Category

 

Article Table of Contents

  1. Guest Files and Documentation: Overview
  2. Access and View Guest Files
  3. Auditing Guest Files
  4. Buildium's "Resident Center" for Guests
  5. Record a Move-In [after orientation]
  6. Move a Current Guest Into a Different Bed
  7. Record a Move-Out  [after discharge]

 

Guest Files and Documentation: Overview

Learn how to use Buildium to retain important documentation on your guests

Buildium Overview

We use Buildium software to manage our homes. House Mentors play a key role in our management and organization, and benefit from many of the tools Buildium offers. Buildium organizes and maintains a database of essential information and resources. You will receive an e-mail to activate your account.

Follow the link and activate your account. Download the Buildium app on your mobile device and save a shortcut to the site on a laptop or desktop computer. You have access to many
features of Buildium, but for compliance reasons, we cannot grant you
access to certain features such as adding new guests or issuing rent credits.

 

🖥️ Desktop Access 📱 Mobile Access

Desktop use of Buildium is the preferred method of accessing the software. On a desktop computer using an internet browser, open the link below and log in using your username and password provided. When we set up your account, you will receive an email invitation to finish setting up your login credentials.

https://vanderburgh.managebuilding.com/Manager/

Search for “Buildium” in your app store and download the application shown here. You will them be able to log in using your email and password provided. The mobile application has limited functions, so try to have a desktop available for most day-to-day use of Buildium.

Limitations of mobile access of Buildium:

-  Limited access to guest payment records

-  Limited access to tasks, notes, image upload

 

 

Guest Information

On this page, you should be able to access the following information:

Contact Information

 

"Lease" information

 

Original Application

 

Notes

Files

 

⬆️ Back to Top

Access and View Guest Files

Learn how to access and view guest files in Buildium

Accessing Guest Files in Buildium

There are two options for accessing guest files in Buildium:

Option 1: Search Access

  • Buildium dashboard > search for resident's name > select Lease Ledger

 

Option 2: Rentals Menu Access

  • Buildium dashboard > Rentals > Tenants > select resident name > select Lease ledger

 

Sample Guest File

 

⬆️ Back to Top

Auditing Guest Files

Learn about how to periodically audit guest files to ensure complete and accurate data

Audit Overview

Regular audits help us stay compliant and ensure that guest information is up-to-date. Audits are a proactive way to:

  • Catch missing or outdated documentation

  • Verify all required guest information is recorded

  • Ensure consistency across all files

  • Maintain compliance with operational standards

We recommend auditing each guest file monthly or when a guest is preparing to move out.

What to Check During an Audit

To perform an audit, navigate to the guest’s Lease Summary page in Buildium:

Review the following areas to ensure the guest file is complete and up to date:

  1. Basic Information: Verify full name, date of birth, and contact info are present and accurate. Correct any missing or incorrect information.
  2. Lease Ledger
    1. Review all charges and payments.
    2. Ensure the balance displayed is accurate.
    3. Look for any unexpected transactions or missing entries.
  3. Check the "Notes" section:
    1. Check that drug screens are being logged regularly and appropriately.
    2. Notes should align with VSL Standards (i.e. include date, result, and any required follow-up).
    3. Additional relevant notes (behavioral concerns, payment plans, etc.) should be present if applicable.
  4. Check the "Files" section:
    1. Confirm the Guest Agreement is shown, is clearly legible, and downloadable.

    2. Check for any other important documentation that might be missing. 

     

    ⬆️ Back to Top

    Buildium's "Resident Center" for Guests

    Learn how guests can log in to pay rent or communicate through the Buildium app

    Resident Center

    1. Verify that you have the correct email address for the resident. Often, applicants will use a case worker’s email address or that of a family member when applying. If no one updates this email address and you go to create or update their resident center access, it will give access to someone else through their email address.

    2. Reset password. This will reset the resident’s password and send them an email with instructions to reset the password and log in.

    3. Notify resident. Notify the resident that their password has been changed. Alternatively, you can contact the House Manager and ask them to notify the resident.

     

    ⬆️ Back to Top

    🖥️ Move a Guest In

    📋 Buildium Policy

    We require all Operators to _____

    - Move residents in

    - Move residents out

    - Maintain ____

    ✔️ Move a New Guest In

    If you are looking to move a former resident in, see instructions at the bottom of this page.

    Find Applicant

    For existing applicants (which is almost all cases), search for the resident’s name in the search bar; this will take you to the Application page. On this page, select “move-in tenant” and “create lease”.

    If you do not have an application on file, you will need to submit one on www.vanderburghhouse.com.

    Add Lease

    Please note: the term "lease" is used by Buildium and cannot be changed. Our residents are not tenants and do not sign leases, but this is the default terminology used in the Buildium system and cannot be changed. As such, this is how we will describe the process. 

    You are now on the Add Lease page. On this page:

    1. You should set up the move-in for the new resident for the projected move-in date ahead of time, either the day before or the morning of *this can be easily cancelled if the resident does not show up*

      1. Go to the resident’s application and hit “move in” button

      2. At the top, click the “unsigned” button (this automatically defaults to signed right now. Can we change this?)

      3. Set up the information at the top of the screen:

        1. Assure the correct property

        2. Assure the correct room/unit assignment (only one resident per room/unit)

        3. Lease type is “at-will” (it defaults to this)

        4. Start date should be the MOVE-IN DATE for the resident (not today’s date unless it is being sent out on the day of move-in)

        5. Leasing agent can be left blank.

      4. In the “tenants and co-signers” section, click on the 3 dots on the right of the tenant and hit the EDIT button:

        1. Assure that the resident’s email is set to the email of the person who will be doing the intake (House Manager, Operator, Senior Resident). This is important to assure the e-sign is done correctly. The email will have to be changed back to the resident’s later. This email can still be found in the application or asked about to the resident during intake

        2. Assure that the Date of Birth is present.

        3. You may add additional comments if you wish, but this is not necessary.

        4. You may add an emergency contact, but also not necessary as they will be asked on the Resident Agreement e-sign Form.

      5. Set up the rent, move in fee, and pro-rated rent:

        1. Rent cycle: monthly or weekly payments

        2. Amount: the rental payment, charged either monthly or weekly

        3. Next due date

        4. If weekly: the Friday after they move in (if they move in on a Friday, use move-in date)

        5. If monthly: the first of the next month

        6. Skip “security deposit”

        7. Select “Add one-time charge” to add “Move-In Fee Income” / date of move-in / fee amount.

        8. Select “Add one-time charge” to add prorated rent (if they move in on a day other than Friday) “Rent Income” account, date of move in. Calculate by taking weekly rent divided by 7, multiplied by the days until next Friday

      6. Do NOT send the Resident Center Welcome Email as this will now be directed to whomever is doing the intake.

      7. Hit the green “Save and prepare eSignature” button.

      8. On the next screen change the “Name” section to say this:

        1. Resident Agreement – Resident Name *this should be their full name*

      9. Select the template “Resident Agreement” from the drop down menu below Name

      10. Click Next. On this screen you will see a header “Request Signatures.” Assure that the names of the people present and the emails presented are correct. If not, go back to the previous page and fix them.

        1. If the wrong “Staff Member” is present (not the Operator of the house) then this can be easily changed. Click on the gray “x” to the right of the staff member, then click the “Add Signer” button. This will bring up a menu in which you will click “Staff Member.” Then you will select the appropriate person.

      11. Click Next. On this screen you will see a header “Prepare Document.” There is some information here that needs to be changed and verified.

        1. The resident name and DOB will autofill.

        2. The “Term Begins” fills with the "Lease Start Date." Assure this matches with their move-in date.

        3. Make sure that the "Deposit" section is filled to $200. It will autofill with the Rent.

          1. You may, as an Operator, have waived a deposit depending on the situation. We do not recommend this.

        4. The “Rent Due" will autofill with the rent. Change this to the pro-rated amount that was told to you by the Intake Coordinator.

          1. This amount will be stated in the "move-in" task that was assigned to you on Buildium by the intake coordinator in the notes.

        5. The "Total Due" will autofill with the rent. Change this to the "Deposit" plus "Rent Due."

        6. The Operator will fill in the "Total Received" with the actual amount that the Resident brought. This may be different than the "Total Due."

        7. The "Rental Rate" fills with the rent that was entered in a previous screen.

        8. The section “Operator” at the bottom of the form autofills with Vanderburgh House, LLC. Change this to the name of your LLC.

          1. This is important. Your LLC exists to protect you.

      12. Click the blue button that says “Send” in the upper right corner of the document.

    2. The person doing the move-in (House Manager, Operator, Senior Resident) will receive an email prompting them to e-sign their documents from the address noreply@mail.hellosign.com

      1. The Resident will select the bubble for “Weekly” or “Monthly” as an option. Their rent is automatically set to weekly, but they may change this to monthly. We don’t push for this for a number of reasons.

        1. We also recommend that this is not changed during intake and is started during the next coming month. Monthly rent should be charged and paid on the 1st.

      2. They will e-sign at the bottom of the form.

    3. Once the resident has signed, this will be sent back to the Operator to review and sign. The Operator needs to know the exact amount received to complete the form. This should be entered accurately on the form before being signed by the Operator.

    Review Ledger

    You are now on the Lease page. On this page:

    1. Look at their Lease Ledger and verify all charges and payments are accurate.

    2. Select Recurring Transactions from the Lease Ledger page and verify they will be charged the correct amount weekly on Fridays with the next due date being correct

    3. Collect Tenant Payment if you have collected the first payment from the resident.

      1. ✔️ Record Collected Rent in Buildium

    4. Record a bank deposit if you have done so

      1. ✔️ Record Bank Deposit in Buildium

    For more information on resident lease ledgers, visit ✔️ Resident Lease Ledger in Buildium

    Move a Former Guest In

    This can be used for moving a former resident in if you want to keep their information, or if you are moving a resident from one property to another.

    1. Navigate to Properties > desired home > desired unit

    2. Select “add lease”

    3. When adding the lease, follow the instructions above, except when selecting “add tenants” select the “add former tenant”

    4. Follow remaining instructions for creating the lease in Buildium

    ⬆️ Back to Top

    Move a Current Guest Into a Different Bed

    Follow these instructions to move a guest into a different bed in the same home

    1. Navigate to Rentals > Rent Roll > Select current lease for the tenant (or search for the resident’s name)

    2. Add a “Note” to the file indicating the resident’s change to a different bed

    3. On the Summary Page, you should see “Edit” at the top of the page where the Tenant’s name is listed

    4. Click “Edit” and change the Unit to the right bed type and the Start Date to the day they moved

    5. Visit the resident’s Lease Ledger to ensure charges and payments are correct

    6. Visit the “Rent” tab and edit the recurring rent transaction to the new rent

    This will keep all previous information but will not show that the resident was previously associated with a different bed type. Don’t forget to Add a Note and update the rent payment on the lease ledger.

    ⬆️ Back to Top

    Record a Move-Out After Discharge

    ⬆️ Back to Top