Overview

Normally when interacting with owners, tenants, guests, association members, and vendors, they will log into their portal to view and process their information. However, for convenience, there are also limited-functionality "loginless" functions available to you and the people you do business with. To use one of these functions, a person only has to receive an email or text message from you with a loginless link that authenticates them for a single function, without requiring a login to their portal.

When a person performs a loginless function, they electronically sign their agreement or selection by following the on-screen instructions after clicking the link. For most functions, you are provided with the digital "fingerprint" of the person completing the function. The fingerprint is a unique digital code generated from their computer. It does not tell you who was using the computer - only a login can do that.

In some cases, a loginless link can be generated by merging the appropriate field into the appropriate system message. In other cases, a loginless link is generated in its own discrete system message. And in a few cases, both options are available. More on that below.

As with all portal functions, if you have portals integrated with your HERO Website, these functions display in your website. Otherwise, they are standalone functions.

Custom Information

You can add custom information to any loginless function by updating the template for that function in Settings > Portals > Portal Options.

Functions

The following loginless functions are available when your Harmony account includes the corresponding feature. Below is a summary of how each loginless function works; more information can be found in the individual articles describing the functions.

Experience Survey

An experience survey email/text message is sent when you select the option to "Send Experience Survey" from any interaction you have with someone you do business with. The message sent is based on your configured system message template for Experience Survey. The actual experience survey questions are determined by the type of experience you're surveying. When a recipient completes the survey, the full results are available in your experience survey reports, and their satisfaction grade and direction are indicated as their Experience Rating in their profile.

Appointment Confirmation

An appointment confirmation email/text message is sent when you select the option to "Send Appointment Confirmation" from any activity, including showings, or work order. The message sent is based on your configured system message template for Appointment Confirmation. When an appointment confirmation is sent, your activity or work order will show that it's pending confirmation. The recepient can confirm, cancel, or request rescheduling with their electronic signature and digital fingerprint. Their response displays in your Updates & Alerts, and the activity or work order will display the updated status when viewing it individually or on your calendar.

Work Order Approval

A work order approval link is created when you send a work order to the account (owner/association), when the work order is set as Client Approval Pending, as long as the system message template for Work Orders: Account includes the Client Approve/Reject Link. When these conditions are met, the owner or association will have a loginless approval link in the work order email/text message. Clicking the link gives them the opportunity to approve the work as defined, including the time frame and cost limits you've set. They can also choose to make a change, including a rejection of the work or a request to modify. Their electronic signature and digital fingerprint are recorded, you receive a summary in your Updates & Alerts, and the status of the work order is changed based on their selection.

Work Order Acceptance

A Work Order Acceptance Link is created when you send a work order to the vendor, when the work order is set as either Approval Pending, Assigned, or Vendor Notified, and as long as the system message template for Work Orders: Vendor includes the Vendor Accept/Decline Link. When these conditions are met, the vendor will have a loginless acceptance link in the work order email/text message. Clicking the link gives them the opportunity to accept the work as defined, including the time frame and cost limits you've set. They can also choose to make a change, including declining the work or a requesting rescheduling. Their electronic signature and digital fingerprint are recorded, you receive a summary in your Updates & Alerts, and the status of the work order is changed based on their selection.

Work Order Completion

A Work Order Completion Link is created when you send a work order to the vendor, when the work order is neither pending nor complete, as long as the system message template for Work Orders: Vendor includes the Vendor Complete Link. When these conditions are met, the vendor will have a loginless completion link in the work order email/text message. Clicking the link gives them the opportunity to set an estimate and total if not already set, add notes, and mark the work as complete. If the work order is for cleaning and the unit is currently dirty, they also have the opportunity to certify the unit is clean, which will automatically update your unit status. Their electronic signature and digital fingerprint are recorded, you receive a summary in your Updates & Alerts, and the status of the work order is changed based on their selection.

Add Guests

A Guest Add Link is added to a reservation form, reservation addendum, or reservation notice when the template includes the Add Guest(s) Link. The recipient will be able to add guest names to their reservation, up to the total sleeping capacity of all the units on the reservation. The guest electronically signs their understanding that added guests are subject to the checks and terms of their reservation. You receive a summary in your Updates & Alerts for each added person, and the reservation occupant list is updated with the added names. If you choose to add these people as responsible guests on the reservation, you may do so by creating profiles for these guests and adding them to the reservation.

Guest Arrival Confirmation

A Guest Arrival Confirmation link is added to a reservation form, reservation addendum, or reservation notice when the template includes the Guest Arrival Link. Additionally or alternatively, an arrival confirmation email/text message can be queued for the anticipated arrival time when you select the option to "Queue Arrival Confirmation" when creating a reservation. You must have a system message template for Arrival Confirmation: Occupant, and it must include the Guest Arrival Link. A queued arrival confirmation will be automatically deleted when you manually check the guest in, or cancel their reservation. You can also manually cancel a queued message from their messages list. The recipient will be able to confirm their arrival when they arrive at the unit, as long as it is not before the permitted check-in (or authorized early check-in) time and the unit is Clean. The arrival instructions are displayed prior to arrival confirmation. The guest has the opportunity to note any issues they have with the unit upon arrival. Upon successful arrival confirmation, the unit access information (key code, gate code, WiFi code, etc) is displayed, and if there are fewer guests than the unit will accommodate, an option to add guests is presented. The guest's GPS location is recorded with their digital fingerprint, along with their actual arrival time, if they are not already checked-in. You receive a summary in your Updates & Alerts, including any notes on issues with the unit. If you have waited for the guest arrival confirmation before checking them in, their reservation will show the animated icon indicating the guest has arrived but is not yet checked in.

Guest Departure Confirmation

A Guest Departure Confirmation Link is added to a reservation form, reservation addendum, or reservation notice when the template includes the Guest Departure Link. Additionally or alternatively, a departure confirmation email/text message can be queued for the anticipated departure time when you select the option to "Queue Departure Confirmation" when checking in a reservation. You must have a system message template for Departure Confirmation: Occupant, and it must include the Guest Departure Link. A queued departure confirmation will be automatically deleted when you manually check the guest out, or terminate their reservation. You can also manually cancel a queued message from their messages list. The recipient will be able to confirm their departure when they leave the unit. If it is after the permitted check-out (or authorized late check-out) time, this will be displayed to them, and they will still be able to confirm departure. The departure instructions are displayed prior to departure confirmation. The guest has the opportunity to note any issues they had with the unit during their reservation. The guest's GPS location is recorded with their digital fingerprint, along with their actual departure time, if they are not already checked-out. You receive a summary in your Updates & Alerts, including any notes on issues with the unit. If you have waited for the guest departure confirmation before checking them out, their reservation will show the animated icon indicating the guest has departed but is not yet checked out.

Insurance Acceptance

An Insurance Acceptance Link is added to a reservation or lease form, addendum, or notice when the template includes the Insurance Accept/Decline Link and insurance was offered and quoted on the agreement. When these conditions are met, the recipient will be able to accept or decline the insurance according to the terms you provided them, or to request contact from you with more information. The recipient electronically signs their understanding of the insurance offer and their authorization to make a decision. You receive a summary in your Updates & Alerts, and the agreement is updated with their selection. When you receive this, you will follow your procedure to add the policy and corresponding charge to their agreement.

Damage Protection Acceptance

A Damage Protection Acceptance Link is added to a reservation or lease form, addendum, or notice when the template includes the Damage Protection Accept/Decline link and damage protection was offered and quoted on the agreement. When these conditions are met, the recipient will be able to accept or decline the damage protection according to the terms you provided them, or to request contact from you with more information. If the recipient selects the Decline option, a message is displayed including the agreement security deposit, if applicable, and refers the person to consult their agreement for their obligations in securing the agreement. The recipient electronically signs their understanding of the damage protection offer and their authorization to make a decision. You receive a summary in your Updates & Alerts, and the agreement is updated with their selection. When you receive this, you will follow your procedure to add the policy and corresponding charge to their agreement.