Whoo Console Guide
Building Managers
Step-by-step guide for Property Managers on how to use the Whoo Console.
Welcome to the Whoo family
The day of installation you are going to be receiving an invitation to our new console. The console is the tool you are going to use to add residents and invite them to use the new intercom that will be installed at your building(s)
Important things you need to get started:
1. Credit Card information (for subscription payments which will be done automatically)
2. Tenant Information (Names, Apartment numbers, and Contact information)
Create a User Account
You will receive an email that looks like this:
- Press the blue join button.
- A New window is going to open on your web browser that looks like this:
-
Press continue and create a password. Once you complete that step you are going to successfully have created a new account.
Set up Residents for your Building(s)
Invite residents to use intercom and Whoo App.
When you log in to the Console for the first time you may find your home page with no Properties loaded yet. This may be because your account has not been completely set up by your Sales Rep. yet. Your Sales Rep. will let you know when this is done.
Once the Property(ies) and a Building(s) have been added to your account you will need to “Setup Residents” for each building. Follow the on-screen instructions.
-
Click the name of the Property with the status marked as “Setup Residents”
-
Click on “Setup Residents” on the building card status.
-
This will open up the “Building Setup” screen with 2 steps:
Step 1 of 2 - Upload Resident Info.
-
Download template
-
Fill it with your building information.
-
Upload file
Note: The template has a tab labeled “Examples” which shows you how the residents information should be formatted in this file.
Please enter YOUR building information in the tab labeled “My Building” and save the file.
Once the information is completed go back to the Whoo Console and upload the file.
Press NEXT
Step 2 of 2. Subscription Confirmation & Payment Method.
This confirmation screen shows you how many subscriptions you will be adding to your account.
Click on “Pay Now” if you have payment information or "Send Invoice" to share with a team member (e.g. Accounts Payable).
You will be redirected to our partner payment platform Stripe. Add your credit card information and click Subscribe. Your credit card will be charged annually for the number of subscriptions.
Complete
Once that step is completed you will receive a notification that you have completed the onboarding process.
You are going to see the list of tenants you have added
1. Your first time to invite all of your tenants please press each indivual "Not Paired".
An auto populated email will appear with a unique pairing code.
2. Send this email to each individual tenant.
Sending Pairing Codes
Two ways you can send a pairing code to your tenants
1. Click on the (not paired) bubble.
This action will open your email and automatically populate an email with all the information the tenant needs to pair their phone to the intercom system.
2. Click the person Icon on the action column.
Select Send Pairing Code
This action will open your email and automatically populate an email with all the information the tenant needs to pair their phone to the intercom system.
Adding Tenants to existing Residence
Find the unit you would like to add another tenant to.
1. Click on the house icon then in the drop down menu choose: Add Resident Contact
2. Add name, phone number and email and click on done
Number of contacts (NOC) now indicates the change
To view all tenants from the same unit press on the arrow next to the house icon.
Removing Residences
1. Click on the house icon
2. Choose remove residence
3. Selected date and click submit
Adding a Residence and Tenants
1. Click on + Add Residence
2. Add Unit Number and/or Label - This information will be displayed in the intercom screen.
3. Choose move in date and press Submit
4. Add tenant information ( Name, Phone & Email) and press Done
-
Click on add Recidence
-
Uncheck Keyless entry only
-
Choose from the label menu the one you need
-
Click on Submit
-
A new window will open, allowing you to add additional information if needed.
-
Share the pincode
How Property Managers Can Share Pin Codes with Couriers
To ensure secure and efficient deliveries, property managers should follow these steps when sharing building pin codes with couriers:
1. Set Up Keyless Access Buttons in the Whoo Console
- Log In to the Whoo Console: Access your property’s account in the Whoo console.
- Create Keyless Buttons: Add a button for each courier (FedEx, UPS, USPS,) in the system.
- Free of Charge: These buttons are complimentary and designed to simplify access for couriers.
- Label Each Button Clearly: Assign clear, courier-specific names such as *FedEx Access*, *UPS Delivery*, *USPS Entry*, or *Management*.
2. Contact Courier Offices
- Locate Contact Information: Identify the regional or local office contact details for each courier.
- Courier-Specific Preferences:
- FedEx & UPS: Use email to submit building codes and access instructions.
- USPS: Visit or call your local post office, as they may require a physical form or additional confirmation.
3. Share Key Information
When communicating with couriers, provide the following details:
- Building Address: Include full details for clarity.
- Assigned Pin Codes: Specify codes for entry through the intercom system.
- Delivery Instructions: Highlight access hours, designated drop-off locations, or any other special instructions.
4. Explain Keyless Buttons
-
Inform couriers that the keyless buttons are secure and user-friendly, providing hassle-free entry for authorized drivers.
-
Highlight that this system simplifies the delivery process. Simply add the pin code under the "DELIVERIES" section in the intercom system.
5. Confirm Receipt
- Request confirmation from the courier office to ensure the codes have been received and properly distributed to their drivers.
- For Amazon, verify receipt through their platform or delivery support team.
6. Maintain Ongoing Communication
- Update Promptly: Inform couriers immediately about any changes to pin codes or delivery instructions.
- Encourage Feedback: Let couriers know they can contact the property manager if they encounter issues accessing the building.