CiraNet allows for the upload of community photos in several places within the application. While these can provide pleasant visual breaks in the community view, they are actually highly helpful management tools for all of us who work together to support the community. The locations we look at below within the application are where there is the opportunity to add community and other photos.
Table of Contents
- Community View
- Common Area and Facilities
- Amenities and Access Control
- Assets
- Violation Records
- Document Archive
- Profile Photos
- Troubleshooting
Community View
In the Management Portal, the default Workspace that is configured for all users, internal and executive, for a community association features a widget in the top middle of the page called Community Photos and allows for a series of community photos, and it is important to have at least one there, since the photo marked as the "primary" will be the one that will publish to the various reports generated from the CiraNet application (the financial packet, monthly management report, budget review package, etc.).
The primary photo is therefore akin to a marketing shot for the community, and care should be taken to make sure it is the best representation of the community possible. Please see below for tips on taking successful photos for use as a primary.
Beyond that, the photos uploaded to this area are helpful to many internal users, as well as the community executives, to support the community and answer inquiries about it even if they are not physically there.
Uploading photos is quick and simple for internal users. Click on the + sign in the Community Photos widget from the Community View, which will open a small pop-up titled Add New Image.
From there, click on Browse to upload a png or jpg image from your computer hard drive. Note that you can indicate immediately from there whether the photo should be selected as the Primary and can add a caption to clarify what the user is seeing.
Once the photo is uploaded, a caption can be added after the fact, as well as managing which photo is the primary. Photos may be deleted, but they cannot be edited, such as cropped, within the application. Board members can view photos in the CiraNet portals, but they themselves cannot add or delete them.
The Community Photo widget will support several photos. A user can, at a quick glance, tell how many photos are available in the array by observing the dots below the photo. To toggle through the photos, hover over the photo in view to see the arrows and simply click on either the forward or back arrows until you find the one you want to look at:
Tips and Best Practice for a Primary Photo: While any photo of the community is more helpful than no photo at all, when it comes to the primary photo, remember that it will represent the management team's care and maintenance by gracing the cover of every report systematically produced in CiraNet. Therefore, if you are taking the photos yourself, pick a pleasant day when the landscaping is flowering, not dormant. Of course, a beautiful winter vista might be nice as well, depending upon the community and location. Step out of your vehicle to avoid having it show in the photo, and avoid capturing your own shadow in the shot. If there is a date stamp, crop it out for the primary shot. And, above all if there are weeds or trash in view, clean up the area first.
Common Area and Facilities
Amenities and Access Control
Photos can be added to the Amenity Details and the Access Media tabs in the Amenities and Access Control module for a community association. These can be a critical tool to assist anyone fielding phone calls from owners about the facilities. Taking the time to upload photos of applicable access media can be helpful in troubleshooting access issues owners may call about. As an example, if a member is attempting to open a pool gate with their office key card, it is easier to identify that issue if the individual fielding the call can see a photo of the correct media. Photos are uploaded using much the same process detailed above. This module does not support the notion of a primary photo but can support multiple photos.
Tips and Best Practice for an Amenity Photo: Photos can help the CiraConnect Customer Support Shared Services Groups answer typical questions callers ask about the amenities, notably new or prospective owners who are curious about the facilities. Therefore, if there is a unique feature to the area, such as a splash pad, diving board, or anything else along those lines at any of the areas, be sure to capture it. Remember that the application will support more than one photo.
Assets
Photos may also be loaded on individual asset line items. Maintaining a photographic record of the community association assets is recommended to assist the management team in documenting the condition, make and model of the assets, as well as having a visual resource if needed to include in a bid packet or to assist in the event of an insurance claim.
To add a photo in this application, toggle to the far right of the asset line item and click on the number in the Asset Images column (it will be 0 if there are no existing photos). A new pop-up window will appear allowing the user to upload a photo as seen in the illustration below.
Violation Records
Covenant enforcement/deed restriction violation template letters can be configured to embed up to three photos into the body of the letter (additional fees may apply, please consult your service contract and company leadership for more details), but even if the community association does not elect to include photos in the letters sent to owners, inspectors and managers may still file photos as part of the violation record, which can prove helpful not only to respond to owner questions, but to provide to the community attorney if the matter needs to be referred for resolution.
Photos can be added as part of the inspection process using CiraMobile and an iOS device, but can also be uploaded in the Management/ Board portal from Report a Violation in CiraNet, as illustrated below:
Residents may also provide photos when using the Contact Us option in the Resident Portal to report a violation.
Photos uploaded to a violation record are filed in the owner's Document Archive in the folder entitled Violation Images but can also be viewed by clicking on the History icon found on the violation record.
Tips and Best Practice for a Violation Photo: Take photos that not only fully indicate the violation noted but show the applicable house/address. As an example, if the matter at hand is a yard that needs to be cut, make sure the house is also completely visible in the shot to avoid the owner disputing it is their home. Date stamps on the photos are preferable in this instance.
Document Archive
Photo files can be uploaded to the community association's Document Archive in all available folders. Upload a jpg or png file in the same way one would upload any other document.
Profile Photos
CiraNet also offers the ability to upload a photo into the User Profile as well. This is a helpful tool for the community executives who can see assigned staff at the bottom of their community view, but it also helps all the internal users who work together to support the communities yet may never have physically met to literally put a face with a name.
From Manage My Profile from Tools under the Administration node, click on the Edit button at the top left side of the page to be able to upload or manage a profile photo. Once the pop-up opens, note that you have the option to take a photo directly from your device or upload one from your local drive.
Tips and Best Practice for a Profile Photo: Profile photos are thumbnail size in most views and meant to accompany our professional business profile, so use a head shot, preferably in neutral business attire against a neutral background.
Troubleshooting
The size limit for most of the modules mentioned here is 200 x 200 dpi and is a thumbnail size once uploaded. If you upload a photo and it shows sideways, it is likely too large for the frame. To resolve it, try cropping it on your local drive and try it again.