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      Tenant Authentication

      Share Job

      You can share a job with any contact so they can follow along. There are two ways to share a job.

      Public Link

      This is the first way to share a job. Each job has a unique public link. Anyone who gets this URL can see basic information about the job, like the brief description, its current status, and the name of the property involved. They cannot see detailed information like contact information or addresses.

      To get a job’s public link, do the following:

      1. Go to the job

      2. Click the share button

      3. Choose “Limited Information”

      4. Copy the link displayed to your clipboard

      5. You can now send this link to anyone who wants to follow along with the job.

      Detailed Share

      Detailed sharing a job gives a contact permission to view the private details of that job. The contact does not have permission to edit anything or interact with other parts of Fyxt, but they can still see useful information.

      To detailed share a job, you need to do the following:

      1. Have one or more tenant contacts you want to share the job with

      2. Have an email and/or phone number for each tenant contact.

      3. Click the share job button within a specific job.

      4. Choose to share detailed information.

      5. Choose one or more contacts to invite as viewers

      What do I do if my tenant contact loses the invite to view the job?

      Anyone who has been invited to view a job can access it again from that job’s public link. You do not need to invite them again through Detailed Share, you just need to help them get the public link of the job.

      To help a contact with detailed share permissions to find a job they lost, do the following:

      1. Go to the job

      2. Click the share button

      3. Choose “Limited Information”

      4. Copy the link displayed to your clipboard

      5. Paste the link in a message you personally send to the tenant

       

      Once you share a job

      Tenant contacts who have a job shared with them will be sent a URL to view the job. When they click on it, they don’t need to log in, but can only see public information, like the description of the job, the status, and the property name the job is at.

      If the tenant wants to see more information, they will have to authenticate using a process called “Soft Authentication.”

      Soft Authentication

      You do NOT have to make a tenant contact a user for this feature. Simply adding the contact to the job’s detailed share list will allow them to see the detailed information of a specific job. When a tenant contact is viewing a job link, they can click “login to see more” to get the private details of the job you shared with them.

      When they click “login to see more,” they are asked to confirm their email or phone number that they were invited with. If they input the correct information, they are given a temporary access code via that email/phone number. Inputting that temporary access code logs them in and gives them permission to see private job details, like the names of manager contacts or the address of properties.

      If the tenant contact logs out, or forgets how to access the job, they can easily redo the “soft authentication” process from that job’s public link. Learn how to get a jobs public link.

      Auto Share Job via External Requests

      When a tenant contact submits a service request via the external form, their email and/or phone is subscribed to notifications about that job. Admin users on your Fyxt account can also choose to have that job auto-shared with them so they can soft authenticate to see more details even though you haven’t invited them as a user. However they identified themselves on the external service request form (email or phone number) can be used to get the one-time code in the soft authentication process.

      Invite User (Hard Authentication)

      Inviting a tenant to become a user is not necessary to let them see jobs they have submitted through the external form. Soft Authentication through the share job feature is enough. Only use this feature if you need more robust features for a tenant. Tenants invited to be full users (called “hard authentication) can be given the following permissions:

      • Ability to see lists of vendor companies

      • Ability to request service from directly within Fyxt

      • Ability to approve/review appointment schedules for engineers and vendors on a specific job

      • Ability to suggest/create appointment schedules for engineers and vendors on a specific job

      • Ability to update status/information on tickets that are tenant responsible according to the lease abstract

      • Ability to view lease abstracts and uploaded documents

      • Lastly, the ability to use the above functionality with all units their company has leases for or only a specific sub-set of those units.

      How to invite a tenant user

      Do the following:

      1. Create a tenant company in the companies module

      2. Create a lease for that company in the leases module

      3. Add one or more contacts to that tenant company. Each must have an email.

      4. Go to the tenant company’s profile page in the companies module.

      5. Click the “users” tab.

      6. Click the invite users button.

      7. Select a contact.

      8. Decide what permissions and units they can access (limited user) or invite them as an admin user with all permissions.

      9. Click Invite User.

       

      Inviting Multiple Users Simultaneously

      When you invite multiple users for the same company at the same time, they must all have the same user permissions. If you want different users to have different permissions, you must complete the invite process multiple times.

      Helping a Confused Tenant User

      Never logged in before: If a tenant user never logged in after being invited, you can resend the invite email that will allow them to register. Do the following:

      1. Go to their user entry in the users tab of their company

      2. Click the three dot menu on the far right side of their row

      3. Click “resend invite.”

      Forgot how to log in: If a tenant user has logged in at least once, and then contacts you and says they do not know how to log in anymore, do the following:

      1. Look up their contact profile to confirm what email they were invited with.

      2. Send them a message with the following:

        1. Their email address they were invited with

        2. the URL of your Fyxt account (if you log in at managerco.fyxt.com, the tenant will too!)

      3. Once the tenant knows their user email and the correct URL, they can log in again or even reset their password.

      Updating Users

      Once a user has been invited, you can update their permissions or revoke their user invitation by clicking the three dot menu on the far right side of the user’s row on the user table.

      Special Case: Jobs assigned directly to Tenant for completion

      There are scenarios where you want a tenant to be the one completing a job, rather than yourself, your engineers, and/or your vendors. The ability to assign a job directly to a tenant is a functionality that is still being developed, but does have one scenario currently supported:

      Tenant Planned Services

      When you create a service in the service planner, you can decide the tenant is the one who must oversee it and verify it is complete.

      To make a tenant-responsible planned service, do the following:

      • Have a tenant company with one or more leases for a property

      • Have one or more contacts and/or users for that company

      • Create a service plan for that property and assign it to a contact and/or user of that company

      Tenants who are only contacts and not users will have service plan jobs shared with them, and they can get robust access via soft authentication. Tenants who are invited as users will see the jobs when they log into Fyxt.

      Assigned to Me Jobs

      When a job is assigned directly to a tenant contact and/or user, they will get a notification and the job will show up in a section called “assigned to me.” Currently, only jobs from the service planner can appear in this area. Tenants who soft authenticate or log in as users will have the following capabilities on their assigned jobs:

      • Ability to see and complete checklists assigned to the job

      • Ability upload files to the job and see other already uploaded files

      Example Screens of what the tenant sees:

      Invitation email

      Sign Up Page

      Home Page After Login

      The user will only see jobs for units they are assigned to.

      Vendors Page

      User will only see vendors if given permission, and will only see vendors assigned to properties that contain the users assigned units.

      This page is for reference only so the tenant can contact your approved vendors.

      Leases Page

      Users will only see this page if they are given permission to see leases. They will only see leases attached to units they are assigned to. They can click on each lease to see more detail.

      Service Request Form