Use the web workspace available today
Urbira gives each community a web workspace for operational records that need to stay connected: finances, maintenance, people, documents, communication, calendars, polls, permissions, and activity history. What you can see and change depends on your role, the community, and its configuration.
The mobile app is coming soon and is not available for download today. This guide covers the current web workspace. It focuses on complete tasks rather than every label in the navigation, because the useful result is knowing what needs attention, preserving the record, and making the next step clear.
Choose the community and find what needs attention
After signing in, confirm the selected community before opening or changing a record. People, units, financial information, work orders, documents, permissions, and activity remain tied to that community. If your account has access to more than one, switch deliberately rather than assuming the last view belongs to the work in front of you.
Use the dashboard and relevant lists as starting points. Look for an open item, upcoming date, recent update, or record related to your responsibility. Then open the underlying item. A summary helps you notice work; the detailed record provides the context needed to continue it.
Before acting, confirm three things: what happened, who currently owns the next step, and what your role permits you to do. If information appears incomplete, add context or ask the responsible person instead of creating a disconnected duplicate.
Follow a maintenance report from intake to follow-up
Start with a clear description of the condition and location. Add when it was observed, useful photos or documents, access information, and the person reporting it. Confirm whether the request belongs in the selected community and whether responsibility still needs review.
Use the work order record to assign or identify responsibility, track status, connect a service provider when appropriate, preserve supporting files, and record related costs or updates. Permissions and community procedures determine who may make each change. A work order organizes the facts; it does not decide legal responsibility or authorize work by itself.
As the matter progresses, update the existing record. Note material vendor or resident communication, changed dates, approvals, completed work, and remaining questions. At follow-up, another authorized person should be able to see the reported condition, action taken, current status, and next step without reconstructing the history from email.
If the work involves an owner modification or formal approval, use the community’s process and the architectural request guide to organize the submission.
Review a financial or document item with the right access
Begin with the record that needs a decision or follow-up: an invoice, bill, payment, account item, report, document, meeting item, or community update. Check the selected community, source document, date, status, and related activity. Do not assume that seeing a record gives authority to approve or change it.
For a financial item, connect the supporting document and confirm who reviews, approves, pays, or receives the report under the community’s procedures. For a document or community item, identify the current version, intended audience, required response, and any date that controls the next action.
Use communication, calendar, poll, board, people, and document tools when they support the task. Keep the result with the record: what was reviewed, what decision or response occurred, who is responsible now, and when it will be checked again. Sensitive information should remain limited to roles with appropriate access.
Preserve context when work changes hands
A useful handoff does more than change an assignee. Review the status, next action, date, responsible role, supporting files, and unresolved questions with the incoming person. Add any material conversation or approval that exists outside the workspace, subject to the community’s privacy and record practices.
Use activity history to understand the sequence, but summarize the current state so the next person does not have to interpret every event. If a board is organizing recurring responsibilities and backups, the self-managed board operations guide provides a broader handoff checklist.
When a person’s role ends, authorized administrators should review permissions and preserve required records. Community continuity depends on the shared record, not one person’s inbox or memory.
Complete an end-to-end trial check
New accounts receive a 30-day trial. Use a test community or suitable sample information before recording live activity, then complete this check:
- Confirm the selected community and your role.
- Open a real type of work, such as a maintenance request or document review.
- Add the starting facts and one supporting file.
- Assign or identify the next responsible person.
- Change the status or record the review allowed by your permissions.
- Add a follow-up update and next date.
- Ask another authorized user to find the item and explain what happens next.
Repeat the check with one financial or communication-related item if those areas matter to your community. Note permission gaps, unclear ownership, missing context, and any step that still depends on a separate message. The trial should help the community decide whether the current web workspace fits its actual work; it does not verify untested requirements or future mobile capabilities.