ConciergeDeck admin account

Step 1 of 4

1. 1PlanOn Overview, check the plan, sites and devices.

   Current plan shows the plan and the date it runs to. Sites and Devices show how many are in use out of the plan’s limit. Then tap ‘Billing’ at the bottom.

2. 2BillingCheck the subscription, then tap ‘Sites’.

   ‘Manage billing’ opens the secure billing portal for payment details, invoices, cancellation and renewal settings.

3. 3SitesAdd a building, or find its site ID.

   Each building’s card shows its site ID, here ALDERWAY-HOUSE. To add a building, type its Site name and Postcode, then tap ‘Create site login’. The site ID and password are shown once, so note them for reception. Then tap ‘Overview’.

4. 4ReadyCheck the launch checklist.

   Scroll down on Overview. Each line gets a tick when it’s done: the plan is active, a site login is ready and the site’s reception phone is signed in.

Step 1 of 5

1. 1SitesIn ‘Sites’, tap the gear on the site’s card.

   The gear is the bottom of the three buttons on the right of the card. It opens Site settings for that building.

2. 2SwitchSwitch on ‘Resident email notices’.

   Leave ‘Site app access’ on so reception can sign in. On plans without resident notices this switch can’t be turned on.

3. 3SaveTap ‘Save site settings’.

   Nothing changes for the site until you save.

4. 4CheckResident email is now available for this site. Tap ‘Devices’.

   ‘Site settings saved.’ appears above the card, which now shows ‘Email notices on’. Staff connect the site’s email in the site login, under Settings. The guides below show how for Gmail, Microsoft 365 or Outlook, and other providers.

5. 5DevicesCheck that the reception phone is signed in.

   The site’s reception phone is listed with its site and status. Tap it to see its platform and last activity.

Step 1 of 8

1. 1Google accountTurn on 2-Step Verification.

   On a computer, sign in to the site’s Google account and turn it on. Choose Google prompts or an authenticator app as the second step, not only a security key.

2. 2Google accountCreate an app password named ConciergeDeck.

   Google shows the 16-character password only once, so copy it straight away, or keep it on screen until it’s in the app. If you lose it, delete it and create a new one.

3. 3Site appTap ‘More’, then ‘Settings’.

   Do this on the reception phone, signed in to the site.

4. 4SettingsUnder Resident email, tap ‘Sender mailbox’.

   Until a mailbox is connected, the row reads ‘Not connected’.

5. 5GmailTap ‘Gmail app password’.

   Sender mailbox shows ‘Not configured’ until a mailbox is connected.

6. 6DetailsEnter the Gmail address and paste the app password, then tap ‘Save Gmail’.

   Paste the password without spaces. The normal Google password won’t work here. The From name is what residents see as the sender.

7. 7CheckThe status reads ‘Saved – not tested yet’.

   Tap ‘Test connection’ here; with the real app password it then reads ‘Connected’. The app also tests the connection after you save, then moves on to the email style. If a test fails, the app shows what the mail server replied.

8. 8SettingsIn Settings, the Sender mailbox row shows the address.

   The row shows the same status as Sender mailbox, with the Gmail address. The mailbox is saved on the site’s reception phone.

Step 1 of 5

1. 1Site appTap ‘More’, then ‘Settings’.

   Do this on the reception phone, signed in to the site.

2. 2SettingsUnder Resident email, tap ‘Sender mailbox’.

   Until a mailbox is connected, the row reads ‘Not connected’.

3. 3MicrosoftTap ‘Continue with Microsoft’.

   This works for Outlook.com, Hotmail and Live addresses, and for Microsoft 365 work accounts.

4. 4Sign inTap ‘Continue’.

   The iPhone asks whether ConciergeDeck may use login.microsoftonline.com to sign in. That’s Microsoft’s own sign-in page.

5. 5MicrosoftThe Microsoft sign-in page opens in the app.

   You sign in on Microsoft’s page, so the password stays with Microsoft.

Step 1 of 7

1. 1Site appTap ‘More’, then ‘Settings’.

   Do this on the reception phone, signed in to the site.

2. 2SettingsUnder Resident email, tap ‘Sender mailbox’.

   Until a mailbox is connected, the row reads ‘Not connected’.

3. 3Other providerTap ‘Other mail provider’.

   Use this for an address on your own domain, or for iCloud, Yahoo, Zoho or Fastmail.

4. 4DetailsFill in the From name, the address and your provider’s server details.

   The From name is what residents see as the sender. Choose STARTTLS or SSL/TLS under Security and the port fills in to match.

5. 5SaveCheck the details, then tap ‘Save Other mail provider’.

   Use the mailbox password, or an app password if your provider asks for one. The details are saved on the site’s reception phone.

6. 6CheckCheck the status in Sender mailbox. If it isn’t ‘Connected’, tap ‘Test connection’.

   After you save, the app tests the connection, then moves on to the email style. If that test could not reach the server, Sender mailbox reads ‘Saved – not tested yet’. Tap ‘Test connection’ to try again; if it fails, the app shows what the mail server replied.

7. 7ConnectedThe status reads ‘Connected’.

   The mail server accepted the sign-in, so the reception phone can send resident emails from the address shown. Next, choose the email style.

Step 1 of 5

1. 1SettingsTap ‘More’, then ‘Settings’. Under Resident email, tap ‘Email template’.

   ‘Resident parcel email’ below it shows a green tick once resident email is switched on for the site.

2. 2StyleTap ‘Customise’.

   ‘Plain text email’ sends a plain-text message with no logo. You can change the style here at any time.

3. 3DetailsFill in your sign-off details.

   Team name, role, building name, contact email, website and logo. Desk phone is optional; left empty, it isn’t shown. The website needs a full https:// link. Named staff on shift sign off with their own name.

4. 4PreviewCheck the preview, then tap ‘Save and continue’.

   The preview shows the email with your details. Until a notice is waiting to be sent, it uses a sample resident.

5. 5TemplateCheck the subject and message, then tap ‘Save template’.

   Save template is at the bottom of this sheet. The placeholders in braces fill in each parcel’s details.

Step 1 of 7

1. 1MoreTap ‘More’, then ‘Residents’.

   Residents is the third row on More.

2. 2UploadTap the file icon under ‘Residents’.

   The person icon on the right adds one resident by hand. It does not open a file.

3. 3BrowseTap ‘Browse’, then ‘On My iPhone’.

   Recents is often empty. Open the folder where you saved the file, often Downloads.

4. 4FileTap your CSV or Excel file.

   The name ends in .csv or .xlsx. A workbook with several sheets asks which one to use. Save an older .xls workbook as .xlsx or CSV UTF-8 first. See ‘Which files work’ below.

5. 5ColumnsCheck the columns, then tap ‘Import’.

   ‘Apartment or unit’ and ‘Resident name’ must be matched. The green box shows how many rows are ready and how many will be skipped.

6. 6FinishTap ‘Done’.

   Done leaves everyone else in Residents as they are. ‘Archive … not in file’ is only for a full move-out: after you confirm, it archives everyone who is not in this file. Their parcel and key history is kept.

7. 7DirectoryCheck the new residents under their flat.

   People who share a flat are listed as separate residents.

Step 1 of 5

1. 1InTap ‘In’, then ‘Live read label’.

   The camera opens. Point it at the recipient name and address on the delivery label.

2. 2ReadHold the label in the frame, then tap ‘Use label details’.

   Wait for ‘Resident match confirmed’ and check the name and flat shown match the label.

3. 3CheckCheck the parcel card.

   The button at the bottom shows who it is for, here ‘Flat 7 · Sam Rivera’. Tap ‘Edit read’ if the label was misread, or + for more than one parcel.

4. 4SubmitTap ‘Submit 1 parcel’.

   The number matches the parcels in Batch. If several arrived, tap ‘Live read label’ again for each one before you submit.

5. 5DoneCheck for ‘Saved 1 parcel.’

   Parcel In is clear for the next delivery. ‘Email notifications are off’ means no email was sent to the resident.

Step 1 of 8

1. 1OutTap ‘Out’, then tap the resident’s card.

   Ready parcels lists everyone with a parcel waiting. Search by name or flat if the list is long.

2. 2NameTap the ID-card icon next to ‘Signed by’.

   It fills in the resident’s name. If someone else is collecting, type their name instead, and untick any parcel they are not taking.

3. 3SignAsk them to sign in the ‘Signature’ box.

   Check the name under Signed by first. Tap ‘Clear’ if they need to sign again.

4. 4ReleaseTap ‘Release parcel’.

   The button stays grey until there is a signature. It turns green once they have signed.

5. 5DoneCheck for ‘Released 1 parcel.’

   The message shows at the bottom and the resident is no longer listed under Ready parcels.

6. 6RecordsTo check later, tap ‘Records’, then the resident.

   Tap ‘Collected’ to see only parcels that have been handed over.

7. 7EvidenceTap ‘View signature’.

   Collection evidence shows who signed, who released it and when. Use it if a resident says they never got a parcel.

8. 8SignatureCheck the signature matches ‘Signed by’.

   Scroll down to ‘Audit trail’ to see every event for this parcel.

Step 1 of 8

1. 1MoreTap ‘More’, then ‘Key Desk’.

   The row shows how many keys are in and out right now.

2. 2AddTap ‘Add record’.

   Add record works for any key, with or without a fob. Do this once for each set of keys.

3. 3OwnerKeep ‘Apartment’ and open ‘Resident profile’.

   Choose ‘Concierge’ instead for building keys that do not belong to a flat.

4. 4ResidentPick the resident from the list.

   Their flat and name fill in for you. Choose ‘Enter manually’ if they are not in Residents yet.

5. 5PositionType the ‘Key-box position’.

   Use the hook or slot label, for example A3. Staff are shown this position when the key comes back.

6. 6SaveCheck the details, then tap ‘Save record’.

   Pick the set number, what is on the ring and how many keys. A short description, like ‘Spare set’, helps the next shift.

7. 7SavedCheck the new key shows ‘IN’.

   It appears under Key records with its position and set. Tap it to open the details.

8. 8DetailsCheck the ‘Asset details’.

   Use ‘Link fob’ or ‘Print QR code’ if you want to scan this key later. Custody history starts with Registered.

Step 1 of 9

1. 1Key outOpen the key on ‘Key Desk’, then tap ‘Key out’.

   Check the flat, set and box position at the top so you hand over the right key.

2. 2PurposeType the ‘Collector name’ and pick a ‘Purpose’.

   Collector name is the person taking the key, who may not be the resident. Purpose is Resident, Cleaner, Contractor or Other.

3. 3ReturnOptional: tap ‘Set’ by ‘Expected return’.

   Pick the day, tap ‘OK’, then pick the time. Key Desk then shows when the key is due back.

4. 4SignAsk them to sign under ‘Collector signature’.

   Check the name and return time first. The brush icon clears the box if they need to sign again.

5. 5ConfirmTap ‘Confirm key out’.

   The signature is saved with the key record, so you can show who took it.

6. 6OutCheck the key now shows ‘OUT’.

   The card says who has it and when it is due. The Out count at the top goes up by one.

7. 7Key inWhen it comes back, open the key and tap ‘Key in’.

   ‘Currently out’ shows who has it and when it was due.

8. 8ReturnHang it at the position shown, then tap ‘Confirm key in’.

   Check ‘Returned by’ and add a note if anything is missing. No signature is needed on return.

9. 9HistoryCheck ‘Custody history’ on the key.

   Every key out and key in is listed with the time and who recorded it. Key Desk shows the key as IN again.

Step 1 of 9

1. 1Sign inIn ‘Visitor log’, tap ‘Sign in visitor’.

   Visitor log is under More. The counts show who is on site now and how many came today.

2. 2DetailsFill in the visitor, then tap ‘Sign in’.

   Choose Guest, Contractor, Delivery or Viewing, type their name and pick who they are visiting. The unit fills in for you.

3. 3Key outLending a key? Tap ‘Key out’ on their card.

   They now show under On site now with their arrival time. If they do not need a key, skip to step 06.

4. 4PickTap the key they are taking.

   Search by unit, label or box position if the list is long.

5. 5SignGet their signature, then tap ‘Confirm key out’.

   Their name is filled in and Purpose is set to Other. Add an expected return time if you need one.

6. 6Sign outWhen they leave, tap ‘Sign out’.

   ‘Has keys’ on the card means they still have a key from the desk.

7. 7KeysIf they still have keys out, tap ‘Key in first’.

   Take the key back before they go. ‘Sign out anyway’ signs them out but leaves the key logged as out.

8. 8ReturnTap ‘Confirm key in’, then ‘Sign out’.

   Hang the key at the position shown. ConciergeDeck then asks you to confirm the sign-out.

9. 9TodayTap ‘Today’ to see who came and went.

   Each visit is marked ‘LEFT’ with arrival and departure times. ‘All’ shows older visits.