Company Portal - New



Access to the Company Portal is not available to all users. Generally, only users with admin rights or specific responsibilities for account and billing management are granted access. Typically, this privilege is reserved for senior management or designated staff members. If you need to make any changes or modifications within the Company Portal, it is advisable to reach out to your manager for assistance and authorisation. They will be able to guide you and facilitate any necessary actions.

Covered in this KB article are the following:


  1. Company Portal Dashboard
  2. Users
  3. Building
  4. Contractors
  5. Security
  6. Billing
  7. Logo


1. Company Portal Dashboard


Gaining access to your portfolio is an invaluable resource for understanding its dynamics and activities. With the Company Portal Dashboard, you can obtain a quick and concise overview. This user-friendly tool offers valuable insights, empowering you to make well-informed decisions based on accurate and up-to-date information.

Note that the Company Portal Dashboard and Building Dashboards are different.

To access the Company Portal Dashboard you need to have admin rights to access the Company Portal. Not all users have access as most are setup as standard users. Contact your manager.

To check whether you have access to the Company Portal.
  • From your building dashboard, select your displayed name on the top right-hand side of the screen.
  • Select Switch to Company Portal from the pull-down menu.
Below is a typical Building Dashboard
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Below is the Company Portal
  • Cases Created - Number of cases created across all your buildings.
  • Overdue Cases - All overdue cases across all your buildings.
  • Overdue Maintenance - Overdue Maintenance Schedules across all your buildings.
  • Parcels Awaiting - Total parcels waiting to be collected.
  • Documents Expiring - All documents such as contractor insurances and other documents with expiry dates.
  • Resident Information - Total number of registered residents.
  • Pending Maintenance - Total number of maintenance requests that are pending action.
  • Asset Warranty Expiring - Total number of assets that have expired warranty.
  • Pending Bookings - all amenity bookings that have not yet been approved by the building manager
  • Online Users - Currently logged in building managers.
  • Total Users - Users that have logged in (active Users)
  • Total Residents vs Active Residents - Residents that have logged in (Active Residents) 
  • Total Number of Buildings - The number of buildings in your portfolio 
  • Most Active Buildings - Based on staff logins
  • Total Number Of Apartments - total number of apartments in your managed portfolio
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2. Users


Within this section, you have complete control over managing user accounts within your company. You have the ability to define permission levels for each user account, granting or restricting access as needed. Additionally, you can easily activate or deactivate user accounts based on their current status or changing requirements. Furthermore, you have the option to create new user accounts, enabling you to expand your team seamlessly. In addition, this section allows you to efficiently manage Multi-Factor Authentication settings for individual users, enhancing security measures across the board.

  • To start, click on the Users button in the left-hand menu
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  • You can filter the entries to be displayed through the filter options below
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  • To modify user settings, you can simply select one or multiple users by checking the corresponding checkboxes provided below. At the top, you will find buttons that allow you to apply the desired changes to the selected user(s).
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Creating a New User


  • To create a New User, click on the button on the top right corner below
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  • Complete the required details and select the type of role.
  • Admin - this will allow the user to switch and view the company portal.
  • Standard - this will limit the user to view the building managers portal only.
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  • Next, you can assign which buildings will be added to this user's access below:
  • Click on the tick boxes to include the building into the user's access.
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  • You can set the Permission levels in the section shown below.
  • You have the options to limit the user for READ, EDIT and DELETE access level.
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  • To modify the settings of existing users, you can access their individual profiles and make adjustments using the Edit button. When you open a specific user's profile, locate the Edit button and click on it. This will allow you to update and customize the user's settings according to your requirements.
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3. Building


In this section, you can access and manage your portfolio of buildings:
  1. View Portfolio: You can view a comprehensive list of your buildings under your management.
  2. Share Access: One of the notable features is the ability to share access to your buildings with other companies and their users. For instance, if the Owners Corporation or Body Corporate owns the account, they can grant access to a Building Manager (BM) or Facility Management (FM) company.

Overall, this section provides a centralized platform to oversee your building portfolio, add new properties, and facilitate secure access sharing with other companies and their users.

  • View your Portfolio.
  • Share a Building.
  • Accept a Shared Building from another company.

View your Portfolio:

  • Select Building to view portfolio from the Company Portal left-hand menu.
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Share A Building 

  • Select Building from the left-hand menu 
  • Select the building you wish to Share Access 
  • Click on the Share Access button
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  • Complete the pop up form.
  • All fields are mandatory
  • Note that a Building Key is randomly generated by the platform.
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  • Click to save and email
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Using the Building Key

Once the building key is generated and emailed, the recipient can use the Building Key to add the Buildng to their portfolio.

  • To add a Shared Access Building click on Building from your Company Portal and Select Add
  • Select Enter Building Key  
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  • Enter the Building Key code that has been sent via email.
  • Click on Confirm
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  • Your new building will appear on your building list
  • Note that under the Shared in Column, the shared icon will appear.
  • Once you have access to the building, you will need to assign users.
  • To do this follow the steps under the KB Article titled Users
  • Assigned users will be able to switch buildings

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  • When you return to your Building Dashboard, You will be able to Select the shared building from the pulldown menu.
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  • Click on the down arrow highlighted to change buildings
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  • Select the building
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4. Contractors 

The contractor module provides you with the list of preferred suppliers for your properties. A contractor can be linked into your building's work orders, quotes, invoices and preventative maintenance. The contractors you add in the Company Portal can be shared across all the buildings in your portfolio. However, the BM users will not be able to update the details on a building level for any contractors that were added through the company portal.


  • To get started, click on the Contractors button on the left hand menu:

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  • To add a new Contractor, click on the Add New button:

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  • Fill in the contractor details in the field below:
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  • You can also add multiple contacts and select a primary contact for the contractor through here:
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  • You can upload documents and insurance files through the area below:
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  • Next is to assign which building(s) would you like to assign this contractor by clicking the Designate button below:
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  • If you want to assign it to all your buildings, click on the top most tick box to select all or you can choose specific buildings only by ticking their tick boxes as shown below:
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  • Once the buildings are selected, click the Close button to close the pop up window:
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  • Last step is to click the Save button to apply the changes.Image Placeholder


Contractor Filters:


  • If you need to find a specific contractor, we have filters that are available below. You can filter through the Category or the Industry Type:
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  • You can also filter through the Contact person:
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  • To monitor the insurances of the contractors, we have a designated filter for Expired Insurance as shown below:
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  • You can also view pending insurances through the area below:
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5. Security 


Mybos has implemented an additional layer of security for login purposes, specifically for Building Managers (BM), Facility Managers (FM), and other management roles.

Enabling Multi-Factor Authentication (MFA) for all BM/FM logins is a process that can only be carried out by your administrator, who possesses the necessary admin rights. By default, MFA is not enabled, but it is highly recommended by MYBOS to activate this feature.

MFA adds an extra level of protection by requiring users to provide multiple forms of verification during the login process. This helps safeguard sensitive data and enhances the overall security of your account. To benefit from this added security measure, it is advised to consult your administrator and request the activation of MFA for your BM/FM login.


To enable MFA:
  • Ensure you are in the Company Portal for your account.
  • Select Security from the left-hand menu.
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  • Under Multi-Factor Authentication section select the Email Verification slider to open
  • Under the Email Verification section, click on Enable to enable this feature.
IMPORTANT NOTE:
As per the current information provided in the knowledge base (KB) article, the deployment of Multi-Factor Authentication (MFA) on the MYBOS portal is currently limited to the Email Notification method. At this time, an option for using an Authentication App for MFA is not yet available. However, it is mentioned that the Authentication App option will be introduced in the future, indicating that MYBOS is actively working on implementing this feature. For now, users can utilize the Email Notification method to enhance the security of their MYBOS portal access.

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6. Billing


Within this section, you have the ability to view and, if required, make changes to the Billing Contact Name. It is important to note that the billing entity name itself cannot be edited. However, you can access and modify the specific Billing Contact Name associated with the billing details. This feature ensures accurate and up-to-date information regarding the contact person responsible for billing matters.

  • From the Company Portal screen, click on Billing on the left-hand menu.
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  • View the Billing Contact and Billing Entity Details
  • To edit the Billing Contact, select Edit, make your changes and then save.
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  • Click Save to save your changes.
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7. Logo


The section is divided into two areas: Dashboard Logo and Building Image.

  1. Dashboard Logo: Your logo will be prominently displayed on the top left-hand side of the screen. This allows for brand consistency and provides a personalised touch to the dashboard interface.

  2. Building Image: Directly below the Dashboard Logo, you can upload and showcase an image representing the specific building or property. This image adds visual context and helps users quickly identify and associate the dashboard with a particular location or asset.

These two elements, the Dashboard Logo and Building Image, work together to enhance the visual appeal and branding of the dashboard, making it more engaging and tailored to your organisation's identity.

Both the Dashboard Logo and Building Image can be replaced with your own logo and building image

IMPORTANT NOTE: these images may require to be resized to fit. 

Dashboard Logo
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Building Image
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To edit these images, please follow the steps below:

  • Ensure you are in the Company Portal by selecting Switch to Company Portal.
  • BM/FM users who do not have this option available will need to contact their management.
  • To select this option, click on your name located on the top right of your screen.
  • A drop-down menu will appear, select Switch to Company Portal
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  • Once selected you will see the below Company Dashboard:
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  • Select Logo from the left-hand side menu
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To change Building Image
  • Goto Select Building. If you are managing multiple buildings, you will need to select the building you would like to add or change the image.
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  • Once selected, you will be able to select the image file and then save.
  • Repeat this above process for each building.
  • Note that the image will be resized to 230px x 125px (where px = pixel).
  • If your image becomes stretched or distorted, you will need to resize it to the correct px size.
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  • The Dashboard Logo will appear on your normal screen. You can replace the Logo with your own Logo, taking note of the recommended size which is 240px x 40px.
  • To change the Dashboard Logo simply click on Select File and choose your Logo from your saved files and save.
  • If your Logo appears distorted or incorrectly displayed you can select Reset to Default, which will reload the MYBOS logo

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