The Organisational data feature allows users to easily maintain and view information about organisations and their roles at a global or portfolio level. This data can be utilised in various scenarios, such as defining which organisation plays a specific role in a particular context (e.g., assigning organisations to rental contracts).

Note: This feature is only available to customers with the Lease Management package.

Access organisation and roles

This feature allows users to see the list of all existing valuations for a building.

To access the list of organisations & roles for a building:

1. Select Data management icon on the left side menu.

2. Select Organisations and roles under Organisational data.

In the list the user can see some basic information about each organisation and role, such as the name.

• Users can sort the list by any column.

• Users can filter the list of organisations and roles by name.

• Users can download the list of organisations and roles by clicking on the Download icon next to the Add button above the list.

Create new organisation and role

To create an organisation and role:

1. Click on Data management icon on the left side menu.

2. Select Organisations and roles under Organisational data.

3. Click on +Add button at the top right corner.

4. Fill in at least the mandatory fields in the form.

5. Click Save.

A notification will appear and the new organisation/role will be visible in the list.

Display organisation and roles

This feature allows users to see the data of a single organisation and role.

1. Navigate to the list of organisations and roles.

2. Click anywhere on the row of an organisation/role.

3. The page of the selected organisation/role is displayed.

_{Note: The external Id is available on the display page. This id is created by BuildingMinds if not provided by the user. Currently it is not possible for users to provide the external id via the platform.}

Edit organisation and roles

Option 1: Navigate to the list of organisations and roles.

1. When hovering over a single row, an Edit icon will appear.

2. Click on it to open the Edit form of the organisation/role.

3. Edit the data. (If any mandatory field is removed, it will not be possible to save)

4. Click Save.

A notification will appear confirming your changes.

Option 2: Navigate to the page of an organisation/role.

1. Click on the Edit button at the top right corner of the page.

2. Edit the data. (If any mandatory field is removed, it will not be possible to save)

3. Click Save.

A notification will appear confirming your changes.

Delete organisation and role

1. Navigate to the list of organisations and roles.

2. Hover over the row of the organisation/role to be deleted. The Delete icon will appear.

3. Click on the icon.

4. Confirm the deletion.

A notification will appear confirming your action.

Assign organisations to rental contract

This feature enables users to assign or unassign organisations to a rental contract, providing a way to document the current tenant associated with the contract.

To assign an organisation to a rental contract:

1. Go to Data management.

2. Go to Tenants list, under Lease Data.

3. Click on +Add button at the top right corner.

4. Fill in at least the mandatory fields in the form. This includes selecting the rental contract to which the organisation will be assigned to as tenant.

5. Click Save.

A notification will appear to confirm your action. The new organisation will be visible in the tenant list. The name of the tenant will also be displayed on the page of the rental contract.