Resident manual

How to get into the Bayview Hills Collection residents' portal and how to use it. For owners, tenants and everyone else who lives in or owns an apartment.

How to read this manual

• Words in italics, like Log in, are the words you see in the portal: buttons, menus and pages.
• An arrow (→) means "then choose". Example: My account → Security.
• "Press" means tap on a phone, or click with the mouse on a computer.
• "The administration" means the community board and the property manager (administrador de fincas).
• The portal only shows what you may use. If you do not see a part of this manual in your portal, it is not available to you.
• All dates and times in the portal are local time in Spain, with the 24-hour clock. A date looks like this: Tuesday, 20 October 2026, 10:00.

Contents

1. Getting started
2. Finding your way
3. Daily use
4. Your account and privacy
5. Help

1. Getting started

1.1 How to get an account

You create your own account with the community code. Owners get the code from the board; tenants get it from whoever rents out the apartment. Then follow 1.2.

The administration can also send you an invitation by email, with the community code and a link to Create your account.

Every person has their own account. Do not share an account, also not with your family. Other people in your household create their own account too (see 1.3).

An apartment number or the community code alone never makes you an owner: the administration confirms the first person for an apartment as its owner.

1.2 Create your account with the community code

First choose your language with the language button at the top of the page (see 1.5). Your new account and the emails you receive will use this language. The pages for creating your account remind you of this.

1. Open the portal and press Create your account on the welcome page, or Create your account with the community code on the Log in page. The page Create your account opens.
2. Fill in:
   • Community code: the code from the board or from whoever rents out the apartment. Capital or small letters do not matter;
   • Full name;
   • Email address: you log in with it. The portal sends you a link to confirm it;
   • Apartment: building, floor and letter, for example 4-1-A. If the form says "There is no apartment …", check the number. If you do not live in the community – for example the property manager, a contractor or an auditor – tick I do not live in the community and leave the apartment empty;
   • New password and Repeat the password (see the rules below).
3. Read the privacy notice and tick I have read the privacy notice. The community may send me information by email is already ticked; untick it if you do not want information letters (see 3.11). You do not need it for your account.
4. Press Create my account. You are now logged in. A welcome message reminds you that you log in with your email address and says what your account gives access to (see 1.3). First confirm your email address (see below).

If the form says "The community code is not correct.", check the code with whoever gave it to you; the code is replaced from time to time. If it says "There is already an account with this email address. Log in, or choose “Forgot your password?” on the login page.", you already have an account: log in, or see 5.1.

Confirm your email address. The page Please confirm your email address shows the address the portal sent the link to. Open the email "Confirm your email address" and press Confirm my email address. The link works for 60 minutes. Then the portal says "Thank you – your email address is confirmed."

• No email? Check your spam folder, or press Send the link again.
• Wrong address? Press Change the address.
• If the portal says "This confirmation link has expired or has already been used. Press “Send the link again” to get a new one.", press Send the link again and use the newest email.

Rules for your password

1.3 What your account gives access to

The first person registered for an apartment becomes its owner, the next ones tenants.

• You are the first for your apartment. The administration checks that you own it and then confirms you as its owner. Until then your Home page says "Waiting for confirmation as owner", and you only see what is open to everyone. The administration tells you when you are confirmed.
• Someone is already registered for your apartment. You are a tenant at once. If you are in fact an owner or co-owner, ask the administration to change your link to the apartment; an apartment can have several owners.
• You do not live in the community. The administration gives you access to what you need.

If you are a tenant. Tenants get access for a limited time, normally 30 days from the day you create your account. The welcome message shows the last day ("As a tenant you have access until … After that your account is deleted automatically, unless the administration extends your access."), and later My account → My apartments shows it too. The night after that day, your account and your personal data are deleted automatically. If you stay longer, ask the administration to extend your access before the last day. When they do, you get an email and a notification with the new last day ("Your access has been extended").

Co-owners and household members who register after the owner count as tenants at first. Ask the administration to link you with the right relationship before the last day.

1.4 Log in and log out

1. Open the portal and press Log in.
2. Type your email address in Email address, and your Password.
3. Optional: tick Keep me logged in on this device. Only do this on your own device, never on a shared computer.
4. Press Log in. If you use two-factor authentication, the portal now asks for a code (see 1.7).

If you have saved a passkey, you can instead press Log in with a passkey and confirm with your fingerprint, your face or your screen lock (see 1.9).

To log out, press the account button at the top right (a person symbol with your first letter), then Log out. On a phone you also find Log out under More. If you do not use the portal for some time, it logs you out automatically, unless you ticked Keep me logged in on this device.

Need help? Every page for logging in, creating or recovering your account has a box Need help? at the bottom. It shows the email address, phone number and office hours of the administration, if the community has published them.

1.5 Choose your language

The portal can be used in English, Spanish, Swedish, Dutch, German, Italian, Polish, French, Norwegian, Danish, Czech and Hungarian. Your community decides which of these are switched on.

• Press the language button at the top of any page, also before you log in. It shows the current language, for example EN (on a narrow phone only the globe). Choose your language. When you are logged in, the portal saves your choice.
• Or open My account → Language, choose your Preferred language and press Save.

Emails from the portal come in the same language. Announcements, events and other news from the community may be written in any language. Announcements, events, working groups and their updates, the titles of documents, facilities, polls, categories and questions and answers may be translated automatically into your language; an announcement says so at the top, and the email about it comes in your language too. Such a page ends with Some texts on this page were translated automatically.; press Show the original to read the text as it was written. In the working groups, what members write – discussions and replies, tasks, meeting notes, proposals and comments – is translated into your language too, whatever language it was written in, and so are the messages in the internal chat. Documents are not always available in every language. Then the portal shows the original and tells you its language. A translated document is marked Unofficial translation. Only the original document is authoritative.

The button with the moon or sun at the top switches between dark mode and light mode. On a phone it is on the page All services instead (More in the bottom menu): Switch to dark mode or Switch to light mode. Pressed once more, it follows the sun (Follow the sun: dark from sunset to sunrise): dark from sunset to sunrise at the community’s place, also while the page stays open.

1.6 Add the portal to your phone's home screen

The portal then opens like an app. The words depend on your phone:

• iPhone or iPad (Safari): press the "Share" button, then "Add to Home Screen".
• Android (Chrome): press the menu with three dots, then "Install app" or "Add to Home screen".

On a phone or tablet the portal asks by itself: Install the portal on your phone. On Android press Install; on iPhone and iPad it says what to press. Not now hides the question for 30 days on that device.

The portal still needs an internet connection. For your privacy, it does not store pages on your phone. Without a connection you see a page that says "You are offline". Added to the home screen, the portal can also show push notifications on your phone: switch them on as described in 3.11. You also receive notifications in the portal and by email.

Documents in the app on an iPhone. The app has no back button, so a document does not open in its window: after Download the portal fetches the file and shows Open, which opens the iPhone's share menu. There you can look at the document, save it in Files or open it in Books; when you close the menu you are back in the portal. Photos open over the page; Close takes them away.

1.7 Two-factor authentication

Two-factor authentication is an extra step when you log in. Besides your password, you type a 6-digit code from an authenticator app on your phone. Then someone who knows your password still cannot log in.

You see your roles under My account, in My roles in the community.

The administration can change which roles require it. If your role requires it, the portal shows Two-factor authentication is required. You must set it up before you can continue, and you cannot switch it off.

Set it up

1. Install an authenticator app on your phone, for example Microsoft Authenticator, Google Authenticator or FreeOTP.
2. Open My account → Security and press Set up two-factor authentication. (During your first 30 days, the Home page also shows Extra protection for your account (optional). Press Set it up there.)
3. The portal asks for your password (Please confirm your password). Type it and press Confirm.
4. In the app, add an account and scan the QR code. If you cannot scan it, type the key shown under Cannot scan? Enter this key in the app instead:. The app then shows the community’s name with your email address.
5. Type the 6-digit code from the app and press Confirm and switch on.
6. The portal shows Save your backup codes. Press Print, or write them down. Keep them in a safe place, not on your phone. They are shown only this one time.
7. Press I have saved the codes – continue.

Each backup code works once instead of an app code, for example when you lose your phone.

New backup codes. Under My account → Security, press Create new backup codes. The portal says that your current backup codes stop working straight away. Press Yes, create new codes and save the new codes.

When you log in, the page Enter the code from your app opens after your password. Type the 6-digit code from the app and press Continue. The code in the app changes often, so always type the newest one.

To switch it off (only if your role allows it): open My account → Security and press Switch off two-factor authentication. The portal says that after this, only your password protects your account. Press Yes, switch it off.

1.8 Log out of other devices

Press the account button at the top right, then Logged-in devices. For each device you see the browser, the system, a shortened network address and when it was last active. Your current device is marked This device.

If you see a device that you do not recognise:

1. Press Log out of all other devices. You stay logged in on this device. If the portal asks for your password, type it, press Confirm and press Log out of all other devices again.
2. Change your password (see 4.3).

1.9 Log in with a passkey

A passkey lets you log in without typing a password: your phone or computer asks for your fingerprint, your face or your screen lock (PIN). The passkey is saved on your device or in its password manager and only works for this portal. A passkey also counts as two-factor authentication.

Add a passkey

1. Open My account → Security. Under Passkeys, press Add a passkey.
2. The portal asks for your password (Please confirm your password). Type it and press Confirm.
3. Type a Name of the passkey you will recognise, for example "My phone".
4. Press Create the passkey and confirm on your device. If you do not see the button, this browser cannot save passkeys; try another browser or device.

Log in with Log in with a passkey on the login page, and confirm on your device. Keep me logged in on this device works here too. On a device where you have logged in with a passkey or added one, the login page shows Log in with a passkey first, as a green button. When you tap Email address, your phone or browser may also offer the passkey itself, above the keyboard or under the field.

Remove a passkey, for example from a phone you sold: under Passkeys, press Remove next to it, then Yes, remove the passkey. Delete it on the device too, in its password settings (see below). You can always still log in with your password.

One passkey for several devices. If your phone and your computer share a password manager – for example Google Password Manager (Chrome and Android), iCloud Keychain (Mac, iPhone and iPad) or Microsoft (Windows and Edge) – a passkey saved on one is also on the other, and you can log in with it on both. Adding one more there says "This device already has one of your passkeys, for example through a password manager (Google, Apple or Microsoft) that shares it between your devices. You can already log in with it here." On a device that does not share it, add a separate passkey.

Delete a passkey on the device:

• Windows: Settings → Accounts → Passkeys, then … next to the portal and Delete;
• Chrome on a computer: open chrome://password-manager/passwords, choose the portal and delete the passkey; on Android: Google Password Manager (in Chrome: Settings → Google Password Manager);
• iPhone, iPad and Mac: the Passwords app, choose the portal and delete the passkey.

"The portal does not recognise this passkey …" means that the passkey on your device is an old or removed one, for example from before the portal was set up again. Log in with your password and add a new passkey. Some browsers, such as Chrome, then remove the old passkey from your password manager by themselves; otherwise delete it as described above.

2. Finding your way

The menu always has the same order: Home, Announcements, Bookings, Fault reports, Contact, Concerns, Chat, Documents, Calendar, Ideas, Finances, Questions and answers, Ask Bayview, Local guide, Noticeboard, Resident manual, Search. The first four are always in view (Resident manual and Search never take one of those places). The others are under More. Parts that you may not use, or that your community has switched off, are not shown.

• On a phone or tablet, the menu is at the bottom of the screen. More opens the page All services. It has, from the top:
  • the red button Emergency numbers;
  • More services: the other parts of the portal;
  • Help and contact: Contact, Questions and answers, Resident manual (this manual) and Search;
  • You and your account: Notifications, My account, Language, Switch to dark mode (or Switch to light mode) and Log out.
• On a computer with a wide screen, the menu is at the top. The house symbol is Home. More opens a list with the other parts.
• At the top right: the bell (Notifications, with the number of unread notifications), the language button, the dark/light button (on a phone it is under More) and the account button: a person symbol with your first letter and a small arrow (not on the narrowest phones). It opens My account, Notifications, Security, Logged-in devices and Log out.
• At the bottom of every page: Emergency numbers, Resident manual, Privacy notice, Cookies, Legal notice and Accessibility. You can read this manual there even before you log in. When you are logged in, these pages keep the portal menu, so you can go straight back.

In this table, "residents" means household members and representatives of an owner.

Some documents are for owners only. Tenants only see the documents the administration shares with tenants. If your account is not linked to an apartment yet, you only see Home and Search.

3. Daily use

3.1 Home

The Home page shows, from the top:

• today's date and a greeting, with your apartment and how you are linked to it, for example 4-1-A (Owner);
• on a day that matters on the coast – New Year, the Three Kings, Día de Andalucía, Semana Santa, Noche de San Juan, Virgen del Carmen and Christmas – a short note on what happens that day;
• a red box Urgent operational notice when there is an urgent notice, for example about a water cut. Press it to read the notice;
• Poll in progress, at the top, for every open poll you have not answered yet, also those of your working groups: the question, Answer by … and Answer. It stays until you have answered, and the number next to Polls in the menu counts these polls;
• To do, when something is waiting for you: announcements to confirm with I have read this and invitations to join a working group (Answer the invitation to join …);
• Weather in … (or Weather), if your community uses it: the weather now, the temperature of the sea, the UV index, sunrise and sunset, and the next three days. It comes from Open-Meteo and is updated every half hour. The sky follows the sun: a morning glow at dawn, gold in the hour before sunset and a glow on the horizon at dusk. Each time you open Home, the card plays the weather for a moment – the sun breaking through, a shower, the stars coming out – and the temperature counts up; not if your phone or computer is set to reduce motion. The wind is shown in km/h and in m/s. A small arc shows the sun’s way across the sky, and in the last hour before sunset how many minutes are left. At night the card shows the moon as it is (Moon). By day Beach today (an estimate) judges the beach from the weather, the sea and the waves – an estimate, not an official beach flag. When Saharan dust is in the air, a red box Calima today above the weather says what to do.;
• Spanish of the day, if your community uses it: a Spanish word or useful phrase, the same for everyone that day, with its meaning in your language. Listen reads it aloud, where your browser has a Spanish voice. Press Do you remember? to choose what a phrase of the last few days means; the right answer turns green. A new phrase comes every day;
• buttons for Book a facility, Report a problem, Documents, Contact the administration, Working groups and Emergency numbers;
• Your open fault reports: up to three open reports that you made, that concern your apartment or that you follow, with All my fault reports;
• Latest announcements, your next Bookings and Coming up in the community;
• Working-group updates: the latest news of your own working groups, and news that a group shares with all residents. They are not official announcements (see 3.8). Under the heading a short note says how to join a group, if you want to;
• New on the noticeboard: the three newest ads of other residents (see 3.16);
• Contact the administration: the email address, phone number and office hours of the administration, if the community has published them, and Send a message;
• Emergencies: the number 112.

During your first 30 days, the page may also suggest Extra protection for your account (optional) (see 1.7).

If you see No apartment linked yet at the top, contact the administration (see 5.4).

3.2 Announcements

Open Announcements for information and decisions from the board and the administration.

• New announcements are marked New. Some are Pinned at the top.
• To find one, use Search announcements…, All types and All categories, then press Filter.
• Files are listed under Attachments. Older announcements are in the Archive.

Some announcements show I have read this. Pressing it only shows that you have read the announcement. It is not a formal or legal receipt.

Announcements cannot be commented on. If you have a question, press Ask the administration privately at the bottom of the announcement. Only you and the administration can read your message.

You receive an email about an announcement when the administration chooses to send one. The email contains the whole announcement in your language, with a link to it in the portal. Urgent operational notices are always emailed if you have a confirmed email address.

3.3 Documents

Open Documents for rules, minutes, forms and other community documents. Choose a category, or search with Search documents…. Open a document and press Download.

• Older versions are under Earlier versions. Copies in other languages are under Also available in.
• Unofficial translation means: only for your convenience. Press Open the original for the authoritative version.
• Who can open it shows All residents, Owners only (not tenants) or Board and administration. You only see what you may open. Tenants only see the documents the administration shares with tenants, for example the house rules.

3.4 Calendar

Open Calendar. It opens as a list of the events that are Coming up. Choose Month or Week to see a calendar. There, use the arrows to move, and Today to come back. List brings you back to the list. Open an event to see when and where it is. A cancelled event is marked Cancelled and shows the reason. Above the calendar you can choose one kind of event, for example social events or maintenance; All events shows everything again.

Sign up. Events with a sign-up are marked Sign-up. Open the event, choose the Number of people if asked, and press Sign up. You can sign up until the time under Sign up by, while places are left. If the event is cancelled, you receive a notification.

Cancel your sign-up. Press Cancel my sign-up. The portal asks: "Do you want to remove your sign-up? If the event fills up, you may not be able to sign up again." Press Yes, cancel my sign-up.

Notifications. The administration can tell all residents about a new event. You get a reminder about a day before an event you signed up for. For deadlines and important meetings, such as the owners’ meeting, everyone gets a reminder. You choose under Notifications whether these also come by email (category Calendar events, see 3.11).

Your calendar app. Add to my calendar on an event downloads a file with that event for your calendar app. Download all upcoming events, below the list, downloads all upcoming events in one file. The file does not update itself: changes and cancellations only show in the portal. Download it again to see changes.

3.5 Bookings

Open Bookings. Under Choose a facility you see the shared facilities. If you have bookings, Your next bookings are shown first. On a facility's page, press a photo to see it larger.

Rules. Each facility page shows its Opening hours, House rules and, under Good to know: Length of a booking, Book ahead, Cancelling, Limits per apartment and Approval. The limits are for the whole apartment, so your household shares them. If only one upcoming booking at a time is allowed, you can book again once your booking has ended or been cancelled. Some facilities allow a different longest booking on certain dates, for example shorter bookings in summer. The facility page lists those dates under Length of a booking, and the booking page explains the shorter choice. The rules of the day you book apply, not those of the day you make the booking. The rules can also limit who may book. If you may not book a facility, its page still shows when it is free, and says "According to the rules of this facility, you cannot book it for your apartment. Please contact the administration if you think this is wrong." with the link Contact the administration. A facility marked No booking needed is used without booking.

Owners. Some facilities exempt owners from the booking rules. If you own or co-own the apartment you book for, Good to know shows under Booking rules: "They do not apply to you as an owner: you can book any free time while the facility is open, as long and as often as you like and up to a year ahead, and cancel until the start." The booking page says "The booking rules of this facility do not apply to you as an owner." The Opening hours and closures still apply.

Book

1. Open Bookings and choose a facility. (All facilities today shows all facilities on one day.)
2. Choose a day with Day or Week, the arrows or Today. You can also choose a date and press Show. Times that have passed are not listed. The page then says, for example, "Times before 12:30 can no longer be booked." or "No more times can be booked on this day."
3. Press a time marked Free.
4. Choose How long?. If asked, choose For apartment and the Number of people (including yourself).
5. Press Confirm booking. If the facility needs approval, the button is Send booking request.

A booking is Confirmed at once, or Waiting for approval if the facility needs approval. Then the time is held for you, and you receive a notification when the administration decides. If nobody decides before the start, the request is released automatically.

Your bookings. Open Bookings → My bookings. You see Coming up and Earlier and cancelled. Everyone in your household sees the same bookings. The link Bookings at the top takes you back. Open a booking to:

• press Add to my calendar;
• cancel it, until the time shown in You can cancel until … (see below). After that you see The time for cancelling yourself has passed. Then press Contact the administration.

Cancel a booking. This takes two steps, so that a wrong tap does not give your time away:

1. Open the booking and press Cancel booking.
2. The portal asks: "Do you want to cancel? The time becomes free for others straight away, and this cannot be undone." Press Yes, cancel the booking.

You cannot change a booking. Cancel it and book again. The person who booked receives a Booking reminder before the start, unless the administration has switched reminders off. If the administration cancels a booking, for example for maintenance, you receive the reason.

Waitlist. Some facilities have one. Press a time marked Taken – waitlist, then Tell me if it becomes free. If the time becomes free, everyone on the waitlist receives A time has become free at the same time. Whoever books first gets it. Nobody is booked automatically. You cannot leave the waitlist. If you no longer want the time, ignore the notification.

3.6 Fault reports

In an emergency, call 112 first. Fault reports are not monitored around the clock.

Report a problem

1. Open Fault reports and press Report a problem.
2. Under What is the problem about?, choose the closest kind. The kinds are grouped under headings such as In your apartment and Common areas, each with its own colour, an icon on every button and a short description.
3. If similar reports are still open, the portal first shows Already reported?. If your problem is listed, open that report and press Follow this report instead.
4. Under Where is the problem?, choose My apartment or Common area. Nothing is chosen for you.
5. Tick Confidential if only you and the administration may see the report, for example for a sensitive matter.
6. Fill in Location. It is required for a common area, for example "Block 4, stairwell, 2nd floor". Then fill in Short title and Description. Add up to 5 photos if it helps. On a phone you can take a new photo or choose one that is already on the phone. Please do not photograph people. The portal turns photos the right way up, makes them smaller and removes hidden data such as the place where a photo was taken. Write in your own language: if the administration has switched on automatic translation, the administration, the repair company and other residents read your report and your comments in theirs.
7. Tick what applies:
   • This is urgent: for example water damage or someone stuck in the lift. It is still not an emergency service.
   • Share my contact details with the repair company: your name and phone number go to the company, so it can arrange access. Otherwise the administration contacts you.
8. Press Send report.

You see the number of your report, for example BH-2026-0012. Use it when you call or write. You receive a confirmation. If the report concerns an apartment, the people living there receive a copy. The company responsible for this kind of work receives the details it needs.

A repair company that works on it sees the description, location, apartment and photos. It sees your name and phone number only if you ticked Share my contact details with the repair company.

Follow a report. Fault reports has three lists: My reports (your reports, your apartment's reports and reports you follow), Common areas and My finished reports. On a report you see the status and What has happened. You can:

• add information in Comment and press Send comment;
• press Follow this report to be notified when the status changes, or Stop following.

The administration can hand a report about a common area to a working group, for example a broken garden light to the garden group. The report then shows Working group: …, and the group sees it under Fault reports for the group in its Tasks.

The status Duplicate means that another report describes the same problem; the report shows its number. You cannot change or delete a report after sending it. Add a comment instead.

The problem has come back? Open the report, press The problem has come back?, fill in What is wrong again? and press Reopen the report. You can do this for your own reports and for reports about your apartment, for a limited time after the report was solved or closed. If you do not see it, report the problem again.

3.7 Messages to the administration

Open Contact. The page is called Contact the administration. Only you and the administration can read the conversation. Under Phone and email, the page also shows the administration's email address, phone number and office hours, if the community has published them.

1. Press New message.
2. Choose What is it about?, and write a Subject and Your message.
3. Press Send.

Is something broken or not working? Then use Report a problem instead (see 3.6). There you can follow what happens. The message form reminds you of this.

When the administration answers, you receive a notification and, if you receive emails, an email. For your privacy, the email does not contain the text. Log in to read it. Reply in Your reply and press Send.

A conversation is Waiting for an answer, Answered or Closed. You cannot reply in a closed conversation. Start a New message. Do not use messages for emergencies. Do not include sensitive personal information, such as health details, unless it is necessary.

3.8 Working groups

Working groups is a button on the start page, under the weather; it is not in the menu. The groups you belong to are also on the start page under My working groups, one tap away; All working groups opens the list of every group.

Open Working groups and open a group. You see About the group, the names of the Coordinators and the number of members. Updates from the group shows the news the group shares with all residents, and Coming events of the group its next events in the calendar. You can also join from the list: each group you may join has its button there.

• Join the group: you are a member at once.
• Ask to join: a coordinator decides. Before you send it, you can write a few words to the coordinators, for example how you would like to help. You can press Withdraw my request.
• Both buttons are also on the group's page, under About the group, and ask you to confirm first: Yes, join the group or Yes, send my request.
• "New members are invited by the coordinators.": you cannot join yourself.
• Invited by a coordinator: you get a notification, and the invitation shows under To do on the Home page. On the group page, press Accept the invitation to become a member, or No, thank you.

Members see the group's workspace. They can Start a discussion, Reply, Add a task, move tasks between To do, In progress, Blocked and Done (Move to…), and upload files under Documents. You get a notification when someone gives you a task, and when you are added to a group or made coordinator. Under Updates they read the group's news, and under Polls they answer the group's polls.

Tasks. Open a task to see its details. Members can press Change the task to change its title, details, who does it and the date; a task past its date is marked Overdue. Several members can share a task: tick each of them under Who does it?. Coordinators can delete a task (Delete, then Yes, delete the task) and change or delete meeting notes (Change the notes; Delete, then Yes, delete the notes). Coordinators also write meeting notes, accept members, write updates, start polls and send proposals to the board. Fault reports that the administration has handed to the group are listed above the tasks, under Fault reports for the group.

Decisions, files and comments. On a task's page, under Decisions and files, choose one or more files (up to 10 at a time) and press Upload – for example the board's decision, a quote or a photo. Each file shows Uploaded by with the name and the time, and everyone in the group can open it. Under Comments, write in Your comment and press Add comment; each comment shows who wrote it and when. You get a notification when someone comments on, or adds a file to, a task that you do, added, commented on or added a file to. You can delete your own comments and files; coordinators can delete any. On the task board, a task shows how many comments and files it has.

Requests to join (coordinators). When someone asks to join, the group's card in the list shows Requests to join with the number waiting, and so does the Members tab. There, under Requests to join, you see the person's words, if any, and press Accept or Decline.

Invite someone (coordinators). Under Members, type the Email address of the resident in Invite someone and press Send invitation. The person decides themselves. Invitations waiting for an answer lists open invitations; Withdraw cancels one. Coordinators normally must use two-factor authentication (see 1.7).

Updates (coordinators). Under Updates, press Write an update. Fill in the Title and the Text in your own language: if the administration has switched on automatic translation, everyone reads it in theirs. Under Who can read it? choose Members only or All residents. All residents also shows the update on everyone's Home page, under Working-group updates. Press Publish the update. Edit the update changes it later. An update is news from the group, not an official announcement: decisions of the board are published by the board.

Polls in the group (coordinators). Under Polls, press Start a poll. Fill in the Question, an Explanation if needed, the Answers (one per line, 2 to 12) and Open until. Tick Show results only after the poll closes if members should not see results earlier. Press Start the poll: it opens at once. Only the members of the group see and answer it, once each, and only the totals are shown. A group poll decides nothing for the community.

Some steps cannot be undone. The portal first says what will happen, and you confirm:

• Leave the group: press Leave the group, then Yes, leave the group. You no longer see its discussions and tasks.
• Delete a file: press Delete next to the file, then Yes, delete the file. The file is removed for everyone in the group.
• Delete a comment on a task: press Delete… under the comment, then Delete the comment. The comment is removed for everyone in the group.
• Withdraw a proposal (coordinators): press Withdraw, then Yes, withdraw the proposal. The board no longer handles it.
• Delete a proposal the board never received (coordinators and the writer): on a draft, or a draft withdrawn before it was sent, press Delete…, then Delete the proposal. A proposal made from a residents’ idea is kept.
• Delete a discussion or a reply (coordinators): in the discussion, press Delete… at the top, then Delete the discussion; or Delete… under a reply, then Delete the reply. It is removed for everyone in the group.
• Delete an update (coordinators): press Delete, then Yes, delete the update. The update is removed for everyone.
• Close a poll early (coordinators): press Close the poll now, then Yes, close the poll. Nobody can answer after this, and everyone in the group sees the results.
• Change a poll (coordinators): while it is open, press Edit poll, change the Question, the Explanation, the answers or Open until, and press Save the changes. An answer whose words you change keeps the answers given to it; emptying its field removes the answer together with the answers given to it, and those members are asked to answer again. Tick Clear all answers: everyone answers again when the change gives the question a new meaning.

3.9 Ideas and polls

Open Ideas. Ideas and polls show what residents think. They are informal: decisions are taken by the board or the owners' meeting. Above the list of ideas you can choose a topic; All topics shows all ideas again.

Share an idea. Press Share an idea, fill in Your idea in a few words, choose a Topic and fill in Description, and press Send idea. The board checks it first (Being checked). You are notified when it is published, or if it is not. Your name is never shown to other residents.

Support an idea. Open it and press I support this idea. Support shows interest. It is not a vote. You can Withdraw my support. You cannot support your own idea. The board may add an Answer from the board. An idea can also be handed over to a working group, as a proposal or as a task (Taken up by a working group).

Comment on an idea. Under Comments, write Your comment and press Post comment. Your first name and the first letter of your last name are shown with it; if you comment on your own idea, it says Author of the idea instead, so your name stays hidden. You get a notification when someone comments on your idea. To remove your comment, press Delete, then Yes, delete my comment. Comments are possible while an idea is open for support, unless the community switched them off or the board closed them (Comments are closed.). The board removes comments that break the community rules (This comment was removed by the moderators.).

Polls. Press Polls in the menu (on a phone under More): it lists the polls that are open, about to open and recently closed, and marks the ones you answered. Open a poll, choose Your answer and press Send my answer. You can change your answer until the poll closes: open the poll and press Change my answer. Only your latest answer counts. Remove my answer takes it back altogether: the poll then counts as not answered, and you can answer again while it is open. If the board, or a group's coordinators, change a poll and remove the answer you chose, or clear all answers, the poll counts as not answered again and is highlighted for you until you answer anew. Only the totals are shown, not who answered what. Some polls show results only after they close. A poll is not a vote of the owners' meeting (junta de propietarios) and decides nothing. The polls of a working group are in the group itself (see 3.8).

3.10 Finances

Open Finances. The page is called Community finances. Owners see this page. Your community decides whether tenants also see it.

You find the approved budget per year, the actual income and expenses per heading (also Show the figures per month), Approved projects and Budget and financial documents. Download as spreadsheet (CSV) gives the figures as a file. Choose a column heading in a table to sort by it; choose it again for the other way.

The figures are for the whole community. The portal never shows payments or debts of individual owners. Ask questions about your own payments through Contact. Supplier invoices are only for the board and the administration.

3.11 Notifications and emails

Press the bell at the top to open Notifications. New ones are marked New. Open one to go to the item. Opening the list marks them all as seen, so the number on the bell goes away; the ones that were new stay marked New until you leave the page. Everything always appears here.

You also receive emails, unless you switch them off:

1. On the Notifications page, press Email settings (or open My account → Personal details, part Email notifications).
2. Tick or untick: Official announcements, New documents, Answers to my messages, Concerns about the house rules, My bookings, My fault reports, My working groups, Calendar events, My ideas and Messages about ads on the noticeboard. Urgent operational notices are always sent.
3. Press Save.

Without a confirmed email address you only receive notifications in the portal. To ask a question, use Contact. Do not reply to emails from the portal.

Push notifications. They show the news on your phone or computer, also when the portal is closed. Switch them on for each device you use:

1. Open My account → Personal details, part Push notifications.
2. Press Switch on for this device and allow notifications when the browser asks.
3. Under What comes as a push notification, untick what you do not want and press Save.

Send a test notification checks that it works. On iPhone and iPad, first add the portal to the home screen (see 1.6) and open it from there. To stop, press Switch off for this device, or Remove next to a device under Devices with push notifications. After a password reset or a two-factor reset, switch them on again. If the test says it was sent but nothing appears, allow notifications for your browser in the settings of your phone or computer, and switch off do-not-disturb.

Information letters. While The community may send me information by email is ticked (it is when you create your account), the administration can send you information letters, for example news and invitations from the board. Change your choice at any time under My account → Personal details, part Information from the community, or press Stop information letters in a letter: that works without logging in. Other emails, for example about your bookings, do not depend on it. Accounts created before 24 October 2026 count as having agreed.

3.12 Search and questions

Search. Open Search, type at least two letters and press Search. It finds announcements, documents, questions and answers, facilities, events, working groups and their updates (with the discussions and members-only updates of your own groups) and ideas. It does not search fault reports or messages. You only find what you may open. In documents it also searches the text inside PDF, Word and text files, but not scanned documents. When Ask Bayview is switched on, Search is not in the menu, and the box on Questions and answers goes to Ask Bayview instead (see 3.17).

Questions and answers. Answers about the portal and the community, grouped by topic. Some answers have images: press an image to see it larger. If you do not find your answer, press Ask the administration. The administration writes answers about the community itself there, for example rules and opening hours. The built-in answers about the portal are short: Read more in the manual opens the part of this manual that explains it.

3.13 Concerns about the house rules

Owners and co-owners can tell the administration when something does not follow the house rules, for example noise late at night, a car in the wrong place or rubbish left behind. Most things are settled with a friendly word. Open Concerns (under More). The page is called Concerns about the house rules.

1. Press Tell us about something.
2. Choose What is it about? and fill in When did it happen?. At about what time? (optional), Where? (optional) and Apartment it is about (optional) help the administration. Leave the apartment empty if you are not sure.
3. In What happened?, describe calmly what you saw or heard, without guessing why. You can add up to 4 Photos (optional). If you can, avoid photos in which people can be recognised.
4. Press Send to the administration.

Only you and the administration can read it. Your name is not passed on to the person it is about or to the company. The administration looks at it and decides what is reasonable. If the owner should be reminded of the house rules, the administration asks the company that helps the community with this to send a friendly reminder. Your message then shows Passed on. When the administration has finished, it shows Closed, sometimes with a Message from the administration. You receive a notification each time, and an email if you receive emails (Concerns about the house rules). The email does not contain your text.

The status is Received, Being looked at, Passed on or Closed. In an emergency, call 112.

To delete your message, open it and press Delete… and then Delete my message at the bottom. It is deleted for good, with its photos, and the administration no longer sees it. If it was already passed on, the company keeps the email it received.

3.14 Internal chat

The internal chat is only for people with a role in the community: the board, the management and the members of working groups. Owners and tenants without such a role do not see it. Open Chat (under More). The page is called Internal chat. A number next to Chat in the menu, and next to More, shows how many new messages are waiting for you.

• Channels lists the channels you take part in. The administration decides who takes part in each one. A channel with unread messages shows, for example, 1 new.
• Write in Message and press Send. On a computer, Ctrl+Enter also sends. New messages appear by themselves while you use the page. If you have been away for a while, the page says "New messages are not loaded while you are away."; press Show new messages.
• If the administration has switched on automatic translation, every message is shown in your language, whatever language it was written in. Under a translated message, Automatically translated · Show the original shows the text as it was written.
• Add an emoji opens a list of emojis; press one to put it in your message where the cursor is. On a phone you can also use the emojis of the keyboard.
• Reply under a message puts your answer under it, indented. Above Message it shows whom you are replying to; Cancel the reply writes a new message instead. A conversation with a new reply moves down to the newest messages, so a reply to an older message is not missed.
• When someone replies in a conversation you started or replied in, you get a notification – once, until you have read the channel. Like other notifications it can also come by email; you switch that off at Replies in the internal chat (section 3.11).
• React adds 👍, ❤️, 😂, 😮, 🙏 or 🎉 to a message; press it again to take it away. Hold the pointer over a reaction to see who added it.
• Edit under your own message lets you change it; it is then marked (edited).
• Messages you have not read yet are marked New. Web addresses in a message are links that open in a new tab.
• To delete your own message, press Delete under it and then Delete my message. Messages are never deleted automatically: they stay until you or a chat administrator delete them. If you delete a message that has replies, it says This message has been deleted. and the replies stay.
• Where the channel says "Only the chat administrators write in this channel.", you can read but not write.

There are no direct messages between two people. Only the people in a channel and the chat administrators read it.

3.15 Local guide

If your community uses it, Local guide (under More) has tips about restaurants, walks, beaches and other things to do in the area, written by the administration. Your community may have given it a name of its own; the menu then shows that name.

• At the top, choose a topic, or All topics to see every tip again. Press a tip to read it.
• A tip can have photos, a text and, under Address and contact, an address, a phone number and a website. Show on the map opens the address in a map, in a new tab; the website opens in a new tab too.
• The tips may be written in any language. If the administration has switched on automatic translation, you read them in your language.
• Tenants see the guide too. The photos are only shown to people who are logged in.

3.16 Noticeboard

If your community uses it, Noticeboard (under More) is where neighbours give away, sell, lend and look for things. Only owners and co-owners can read it and put up ads; tenants and household members do not see it.

Put up an ad.

1. Press Put up an ad.
2. Choose the Kind of ad: Free, For sale, To lend or Wanted.
3. Fill in Title and Description: what it is, its condition, and where and when it can be picked up. Write in your own language: if the administration has switched on automatic translation, the others read it in theirs.
4. For something for sale you can fill in Price in euros. Leave it empty to agree on a price.
5. Add up to 4 photos if you like. Please do not photograph people.
6. Under Contact, tick Show my phone number in the ad if neighbours may call you. It shows the phone number of your profile. Your email address is never shown.
7. Press Put up the ad.

The ad is shown for 30 days. You can have at most 10 ads on the board at the same time.

Your ads. Mine lists your ads, also for a month after they ended. Open one to:

• change it with Change the ad;
• press Mark as reserved: the ad then shows Reserved. No longer reserved takes it away;
• show it longer with Show for 30 more days (offered in the last 7 days), or Put up again when it has ended;
• take it down with Take down… and Take the ad down. Its photos and messages go with it.

Ended ads that you do not put up again are deleted after a month.

Ask about an ad. Open the ad, write under Ask about the ad and press Send. Only you and the person who put up the ad see the conversation; they answer under Messages on their ad. You both receive a notification, and an email if you receive emails (Messages about ads on the noticeboard). The email does not contain the message: you read it in the portal, in your language if automatic translation is on. A number next to Noticeboard in the menu shows your unread messages, and in Mine the ads with new messages are marked. Others' ads that you asked about are under Ads you asked about.

The noticeboard is for neighbours: no business advertising. The administration can remove an ad that does not belong there; you then receive a notification with the reason.

3.17 Ask Bayview

If your community uses it, Ask Bayview (in the menu, and as a box near the top of Home) answers questions about life in the community. Write your question in your own language, for example "When can I use the pool?", and press Ask. Under For example there are questions to try. A single word also works, as in a search box.

The answers come only from the community's own information, and nothing is made up:

• In the portal: the page where you do it, for example Book a facility or Report a problem;
• Questions and answers: answers the administration has written and checked;
• Published in the portal: an announcement, a facility with its opening hours and booking rules, an event, a working group or its update, an idea, an ad on the noticeboard or a tip from the local guide, with what it is;
• In the resident manual: the section of this manual that explains it;
• In the community’s documents: a passage from a document you may open, with Open the document. A document in another language says so, for example In English.

If your community has switched it on, a short answer written by AI from these sources comes first, under Answer. Check the source before you rely on it. If nothing is found, the AI first tries other words for your question.

You only get what you may open yourself: documents for the board, for example, are not shown to other residents. If nothing is found, No answer found is shown, with Write to the administration.

If an answer is wrong, press Report a wrong answer, write what is wrong under What is wrong? (optional) and press Send. Your question is kept without your name for 90 days, so that the administration can see which answers are missing or wrong.

4. Your account and privacy

4.1 My account

Press the account button at the top right, then My account. You see your Personal details, My apartments, My roles in the community (for example Property Owner, Resident or Tenant) and links to Personal details, Email notifications, Language, Security, Logged-in devices and My data and privacy.

Only the administration can add or end the link to an apartment. If a link is wrong or missing, contact them. If your access ends on a certain day, My apartments shows it, for example "Access until 31 Jul 2026." For tenants it adds that the account is then deleted automatically, unless the administration extends the access.

If your apartment has a parking space, My apartments shows it below the apartment, for example Parking space G-12 (Garage). The administration assigns parking spaces. Contact them if a space is wrong or missing.

4.2 Personal details

Press Change my details. You can change your Full name, Email address and Phone (optional), then press Save. To change your email address, also type your Current password. The portal then sends a confirmation link to the new address. Open it to confirm the address. You log in with your email address, so after the change you log in with the new one.

Your phone number is visible to the administration. A repair company only receives it if you tick Share my contact details with the repair company on a fault report.

4.3 Password and security checks

1. Open My account → Security.
2. Under Change password, type your Current password, your New password and Repeat the password.
3. Press Change password.

The new password must follow the rules in 1.2 and be different from the old one. You stay logged in on this device. All other devices are logged out.

For some security actions the portal asks for your password again (Please confirm your password). This protects you if someone else uses your device. If the action has not happened after you confirm, press the button again.

Security notices. The portal tells you, by notification and always by email, when someone tried to log in to your account many times with a wrong password, and when the administration switched off your two-factor authentication, made a recovery letter for you or changed your email address (the old address is told too). If you did not expect it, contact the administration straight away and choose a new password.

4.4 Your data and privacy requests

Open My account → My data and privacy.

Download your data. Download (JSON) gives a file with everything the portal stores about you, for example your account, apartments, bookings, fault reports and comments, messages, working groups, ideas and votes, ads on the noticeboard and the messages about them, notifications and login history. You can open it with a text editor.

Make a privacy request.

1. Choose the Kind of request: Access to my data, Correction of my data, Erasure of my data, Restriction of use, Objection to use or My data in a portable format.
2. Write what you would like under Explanation. This is required for corrections, restrictions and objections.
3. Press Send request.

The administration answers within one month, in the portal and by email. My requests shows the status: Received, Being handled, Completed or Rejected.

You cannot delete your account yourself. Use Erasure of my data. Records that the community must keep, such as bookings, fault reports and messages, are then kept without your name. Your ads on the noticeboard and your messages about ads are deleted.

The Privacy notice at the bottom of every page explains how the community uses your data. The portal only uses cookies that it needs to work: no advertising and no tracking (see Cookies).

4.5 What other residents can see about you

The portal has no list of owners or residents. Other residents cannot see who lives in which apartment.

The board and the property manager see what they need for their work, for example your name, contact details and apartment. The board sees how many people opened or confirmed an announcement. Nobody can see your password.

5. Help

5.1 Forgotten password

If your account has an email address:

1. On the Log in page, press Forgot your password?.
2. Type your Email address and press Send reset link.
3. The portal always says: "If an account with this email address exists, we have sent it a link to choose a new password. The link is valid for 60 minutes; please also check your spam folder." For your privacy, it does not say whether the address is registered.
4. Open the email "Choose a new password" and press the link. On Choose a new password, type your Email address, New password and Repeat the password.
5. Press Save the new password. The portal says "Your new password has been saved. You can now log in." Then log in. All your devices are logged out.

If no email arrives, check your spam folder and the spelling of the address. Your account may use another email address.

If the portal says "This link has expired or has already been used. Please ask for a new link." or "This link does not belong to this email address. Please ask for a new link.", press Link not working? Ask for a new link and start again at step 2. Use the email address that received the link.

If you cannot use your email address any more: contact the administration. They check who you are first. Then they can change your email address, or give you a recovery letter with a personal recovery code.

With a recovery letter:

1. Open the address that is printed on the letter. The page Recover your account opens. You can also press Forgot your password? on the Log in page, and then Enter the code.
2. Type the code from the box Your recovery code in Recovery code and press Continue.
3. On Choose a new password, type your New password and Repeat the password. If the letter also removes two-factor authentication, this page says so.
4. Press Save the new password. The Log in page opens with your email address already filled in. It says "Your new password has been saved. Log in with your email address … and the new password." Type the new password and press Log in. All your devices are logged out.

The recovery code works only once. It is valid for 14 days. If the administration gives you a new letter, the old code stops working. If the portal says "This code is not valid. It may already have been used, replaced by a newer letter, or expired.", contact the administration.

5.2 Problems when logging in

5.3 Lost or new phone (two-factor authentication)

With a backup code: log in with your password. On Enter the code from your app, press Lost your phone? Use a backup code, type one code in Backup code and press Continue. Each code works once. The portal then reminds you that this code no longer works. If it says "This backup code is not correct or has already been used. Each code works only once.", try another code. Then:

• if your role allows it: open My account → Security, press Switch off two-factor authentication and Yes, switch it off. Then set it up again with your new phone (see 1.7);
• if your role requires it: you cannot switch it off yourself. Contact the administration. They can reset it for you.

Without backup codes: contact the administration. The page Enter the code from your app also says this: "No phone and no backup codes? The administration can reset two-factor authentication after checking who you are." They can reset your two-factor authentication. Then log in with your password and set up two-factor authentication again with your new phone (see 1.7). If your role requires it, the portal asks you to do this. If you also forgot your password, they can give you a recovery letter instead (see 5.1).

Tip: keep your old phone until the authenticator app works on the new one. Some authenticator apps can move your accounts to a new phone.

Passkeys: a reset by the administration also removes your passkeys, because one may be on the lost phone. Add a new one afterwards (see 1.9).

5.4 Who to contact

• Logged in: Contact → New message (see 3.7). The Home page and the Contact page also show the email address, phone number and office hours of the administration, if the community has published them. The Contact page also shows The board: who sits on it and in which position.
• A problem with the portal itself: mention the version shown at the bottom of every page, for example Version 1.0.0.
• Not logged in: the pages for logging in, creating and recovering your account show Need help? with the administration's email address, phone number and office hours, if the community has published them. You can also open Emergency numbers at the bottom of any page, also the welcome page. It shows the phone number of the Community administration, if the community has published it. If it says "The community has not published additional emergency contacts yet.", contact the board or the property manager directly.

5.5 Emergencies

Call 112 for fire, ambulance or police. It is free, works 24 hours a day and answers in many languages.

The portal is not monitored around the clock. Messages and fault reports are not an emergency service. The page Emergency numbers shows 112 and other community numbers, for example the concierge, if the community has published them.