Guided Setup Option

The Guided Setup Option is for boards that want the resident portal configured properly the first time, without guessing which settings matter. It is a structured onboarding session where a Midrock coordinator walks through the actual decisions your scheme faces, not a generic demo.

Most of the work happens before the session. You send over your current levy schedule, the list of common areas, and any outstanding maintenance tickets. We map those onto the portal structure so that when residents log in, they see their own unit, their own levy history, and the requests that are relevant to them. No blank dashboards, no placeholder categories.

The session itself covers four practical areas:

• Access levels — who sees the full budget report versus who only sees the summary. The board of trustees gets one view, the property manager another, and residents a third. We set these boundaries during the call so nothing needs to be reworked later.
• Maintenance request routing — which categories go straight to the property manager and which ones flag the board for approval. For example, a gate fault goes to the manager immediately, while a structural change request waits for the architectural committee.
• Notification rules — what triggers an alert and to whom. Water outages, gate maintenance, and scheduled garden services each have their own distribution list. You decide whether residents get a push notification, an email, or both.
• Document archive structure — how meeting minutes, levy statements, and architectural guidelines are filed so residents can actually find them. We set up the folder naming and retention rules during the session.

There is a tradeoff worth naming. The Guided Setup Option takes about ninety minutes of a board member's time, and it works best when at least one trustee can attend with the property manager. If nobody from the board shows up, the decisions get deferred and the setup loses its point. But when the right people are in the room, the portal is usable the same week.

After the session you receive a short summary document listing every decision made, who is responsible for each follow-up, and what still needs input from the broader resident body. That document becomes the reference point for the first month of live use.

This option suits schemes that are moving from paper-based administration to the portal for the first time, or estates that have tried a generic platform and found it did not match their sectional title rules. It is less useful for communities that already have a well-established digital process and simply need a new host.

To book a Guided Setup session, contact the Midrock office with your scheme name and the name of the board member who will attend. We confirm the date, send a short preparation checklist, and take it from there.