Welcome to the Help pages


User help


These pages cover the basic operations that you can undertake using the web site.
If you need extra help, you can always click the button at the bottom of the page


Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Normal procedure

If you are registered as a Mutual Heights web site user you will have chosen your own password and you are identified by your principal email address that is on file in the office. The log on proceeds in the usual way:

  1. Enter your email address
  2. Enter your chosen password
  3. Click the "Log in" button
  4. If your log in details are not recognised you can try again, but if you suspect that you never registered as a web site user (you have to do this yourself, it is not done automatically) then click the long button at the bottom.
  5. If all fails, or if you change your mind, you can cancel the operation and go back to the Public Home Page.

Notes

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Normal procedure

If you are NOT registered as a Mutual Heights web site user and you are NOT known to the office, you can request to join the community:

  1. Enter your principal email address
  2. Enter your first and family names - note thar the family name comes first. For your first name, you can enter just an initial if you wish.
  3. Enter a valid South African ID number or an International. passport number, and indicate the type below. If you do not have one, you can click the third option but this might delay your request.
  4. Enter a working cell or mobile number.
  5. Choose the section (apartment number) that you are involved with.  If none, then choose section '0'.  You also need to indicate the role that you have, the 'Kind of involvement'; if none apply to you then choose 'Other' and explain in the notes.
  6. You can add any notes that will help the office to understand your interest and involvement in the building.
  7. Finally, click the 'Submit' button to send in your request

Notes

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Normal procedure

If you are known to the office, and you know the email address that they have on file for you, you can request to register as a Mutual Heights web site user:

  1. Enter your principal email address - the same one that the office has on file.
  2. Choose a password, at least six characters long, and enter it carefully twice.
  3. Click the submit button, and you will be logged on automatically. .

Notes

As with other pages, note that any errors detected will be listed in red at the top of the page:

In this case the email address was not known, and the user was invited to join the community as a new member.

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

The User Menu

When you log on, a 'User Menu' is constructed that provides you with all the facilities that you need.

The example here, in the upper right hand corner, is the simplest form of the menu, and it provides the following options:

The menu options provide a number of choices in the sub-menus:

 

Notes

These details may change from time to time - but above you see two options for 'Return' (to the public home page or to the user home page), and three for 'User input' (submitting maintenance requests, community reports and advertisements).

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Nominated representatives

The levy system works with the idea of 'Entities' to allow for sections owned by a company or a family trust.  The system allows for each entity to have one nominated representative, who is the person who has the ultimate authority, as the 'Owning Entity', to say how the section (apartment) will be used.  

Where an owner authorises an agent to manage a section, then the agent is recorded as an entity, that has its own nominated representative;  this person is given authority, as the 'Managing Entity', working with the permission and authority of the Owning Entity

In the example here, John Smith is the owner, and he is recorded as the representative of the owning entity JOHN AND JANE SMITH, and so his meny options include access to the data relating to the three sections that he owns: 997, 998 and 999,

Involved as owner or agent

A nominated representative can determine who is involved with an apartment, as co-owner, family member, short stay visitor, tenant or in some other role. When they appoint further individuals (not already the nominated represntative) to act as owner or agent, then they also gain access to section-related data and can manage it.  In the example below, John Smith has granted his wife an involvement as 'Owner', and she gets a slightly different arrangement of features in her User Menu:

The next help page explains how people who are involved with a section can be added and managed.

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Managing involved persons

This summary view of the data about people involved in a section lets the user add more involvements (the green button), edit the existing involvements, and delete those that are of no more interest.

  1. Note that there are two tabs that provide the two principal views of section data: the list of involvements (the default view) and the static section data (see the help page that follows).
  2. Click the green button to add a new involvement (see the help below for the details of that procedure).
  3. Click the blue button of any person whose involvement you want to review and update. In the image below, John Smith has has clicked the blue 'Edit' button to review (and update, if necessary) the data about his wife Jane Smith.
  4. If you have many involvements (some apartments used for short term rental are approaching 100 visitors, each one an involvement in the system) you can view only the past, only the present, or only the future involvements;  the default is to see the present and future involvements.
  5. Equally, you can search a long list for any string that might bring them out for your review.

John Smith edits the data about his wife Jane Smith:

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Managing the static Section data

The static data is that which generally does not change over time (unlike the involvement data, that can change frequently).

  1. This data is presented in the second of the two tabs.
  2. First there is the 'static data' that is maintained by the office, showing the section number, the owning and managing entities (there is no managing entity in this case) and the size of the apartment. This is important for voting, the 'weight' of an owner's vote is adjusted according to the size of the apartment.  Any store rooms or parking bays associated with the section are identified.

  3. Then there is the static data that can be changed by the owner: the status
    - Owner occupied
    - Tenanted
    - Owner managed
    - Agent managed
    - Refurbishing
    - Vacant or

    - Not known.
    and any description and notes that are appropriate.

 

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Adding visitors, family members, tenants and others

The process to directly add people who are invovled with an apartment can be undertaken by anyone with the authority.  It is a simple four stage process - a little daunting at first but easy enough when it becomes familiar; using this option does not involve the office, and there is no delay in recording the data making it immediately available to security and to the building management.

The process

Step 1 - Choose to add an involvement

The green button takes you to the first stage of data entry.  We have to find out if we already 'know' the person, using the email address.

Step 2 - Check the email address

The system scans for anyone with that email address, that we already know

Step 3 - Identify the person

In this case the system finds that we have already recorded Sam Jones and we have to decide:  do we actually want to add an involvement for him, or do we want to use his email address when adding someone else? This is useful to do if you have someone who does not have email, and you are willing to use your own address as a proxy. 

Here we choose that we really want to involve Sam, and we choose the first option.

Step 4 - Enter the required data

Generally when entering data, fields that are incomplete or in error are coloured; while the system has extracted all the data that we know about Sam (at the left) it does not yet know the details of the involvement (at the right). Sam is to be appointed as an agent, with effect from the beginning of the year, for one whole year.

  1. Check the extracted data at the left. You can change any data that you know needs updating.
  2. Choose the type of involvement at the right.
  3. Choose the start and end dates. Note that vsitors must have an end date, but for other involvements the end date is optional.
  4. Click the button to apply all the updates, including any new personal information that you have added.

Sam is now listed as an agent.  In this case we chose to 'Edit' his details because he could not take up the role until the next month, and so he is now listed in black;  any entries in red are current; any in black are future or past.  Use the range selection buttons to choose which involvements you wish to see.

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Adding visitors to be processed by the office

This approach is a simpler one-step approach, available to anyone with owner or agent involvement with a section. However, the data will generally only be processed on the next working day.

John Smith has involved his wife Jane as 'Owner' and so she gets access to the 'Visitor' facility:

The process

  1. The visitor's (or other person's) details are entered first: Email address, Family name, First name, ID and Cell or Mobile number.
  2. The section is chosen from a list that ONLY includes those sections owned by or being managed by the user - usually there will only be one.
  3. The kind of involvement and dates are entered, remembering that for a visitor there must be an end date as well as a start date.

Any notes can be added that will help the office process the request. The person involved will receive a courtesy email indicating that the process has started.

Notes

In this process the user does not have to be concerned about whether the person is already known, the office will take care of that.

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

Under the 'Personal data' option there are two facilities:  to manage your own profile data and to change your password.

Your personal data

As well as the basic 'Core data' that you see for visitors, all personal records have additional fields for alternative email addresses, telephone numbers, address and tag (remote) numbers.  At the top of the page there is a summary of your involvement(s), at the entity and ordinary working levels. John Smith has no involvements, he is just the nominated representative for the entity JOHN AND JANE SMITH.

Note that the numbered notes below correspond to the numbers on the figure - hover over the figure to see the full-sized version

The three input forms are similar, only the 'Community report' form is illustrated here

Requesting maintenance

We need to know who you are (that will not be shown publically), what needs to be done, and where.

Community report

These reports are important, they are our principal 'Quality management' indicator. Both good and bad reports can be submitted; here Jane seems to have a bad night but all was well in the end.  Again, your details will NOT be made public.

Community advertisement

If you have something to sell or you, are looking for something to buy, then you can load a community advertisement.




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Last updated:
14 January 2019
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of the Mutual Heights Body Corporate