Web Portal Initial Setup

Web Portal Initial Setup

Use this step by step guide to begin setting up your web portal in SOVA. We will be with you each step of the way, and will expand on most of the steps below once we are onsite for your installation. If you ever have questions, please don't hesitate to contact us.

  • Login to the web portal here: https://sovasystems.com/app/users/login
  • Use your work email and the default password that you were given.
  • Once logged in, click your name at the top right and choose "settings".


  • Click the green button "Change Profile".


  • In the resulting screen, click the blue button "Change Password". Difficulty must be over 30%. Best to use a combination of upper and lowercase letters and numbers.
  • Next, add a profile image and your mobile number which is used to send SMS messages for various notifications that we will setup later.
  • Save your changes.
  • Using the navigation menu at the left, click "Users" then "New User". Add all of your security officers here. If you have valid phone numbers and email addresses for them, great. This will allow you to send messages to them regarding corrective actions needed for incident reports for which they are the author, allow them to get automated notifications when certain critical event occur, etc.


  • Next, select "Tasks" from the navigation menu then "New Task". Add tasks that your officers complete frequently at your business.


  • Here is an explanation of the options on the screen above:
    • "Tour Task" are those that correspond with a tour checkpoint. An example might be "Door is secured", or "Floors are clean and dry". These are notifications that popup when an officer scans a checkpoint while on tour. A "Non-Tour Task" on the other hand are things that occur during the day, that happen outside of a tour. Examples are key assist, vendor escort, incident investigation, etc.
    • "Critical tasks" are those that send automatic notifications to a list of recipients that you choose
    • "Comments required" is as it sounds, if you check yes, then your officers would be required to add a comment when they record that task
    • The toggle about sending notification emails is used for a special task that is added by default called "Team Notify". Your officers would select Team Notify to record property defects like water leaks,  lights out, broken door locks etc. Once your officers begin a Team Notify task, SOVA automatically sends emails to a list of recipients. Recipients of a Team Notify task would usually be your engineering, facilities or maintenance managers and you can include as many people on this task list as you need.


Example Non-Tour Tasks

Below are some of the more common NTT's that our clients have setup and are currently using. Feel free to use these as inspiration, or make up your own.


Task name
Assignable
Critical
Alarm response
No
non-critical
Area check AM
No
non-critical
Area check PM
No
non-critical
Bed bugs possible
No
non-critical
Cameras check
No
non-critical
Code 1
No
critical
Code 2
No
critical
Code 3
No
critical
Code 4
No
critical
Code 5
No
critical
Dispatch Duty
No
non-critical
Disturbance
No
non-critical
Door lock/unlock
No
non-critical
Elevator bank-tower
No
non-critical
Employee injury report
No
non-critical
Engineering Issue
No
non-critical
Escort
No
non-critical
Evaluate unknown problem
No
non-critical
First aid/AED check
No
non-critical
Greeter duty
No
non-critical
Guest package request
No
non-critical
Guest request
No
non-critical
Hazard
No
non-critical
Injury/Illness
No
non-critical
Investigation
No
non-critical
Key assist
No
non-critical
Key Watcher
No
non-critical
Kitchen/Freezer check
No
non-critical
Latch assist
No
non-critical
Lobby/Front Drive Patrol
No
non-critical
Lock interrogation
No
non-critical
Lockdown/Unlock
No
non-critical
Lockout
No
non-critical
Lost and found pickup
No
non-critical
Lost and found processing
No
non-critical
Lost and found return
No
non-critical
Missing/lost person
No
non-critical
MOD Issue
No
non-critical
Noise complaint
No
non-critical
Office cleaning
No
non-critical
Payroll update
No
non-critical
Pedicab
No
non-critical
Perimeter
No
non-critical
Pool deck check
No
non-critical
Price check
No
non-critical
Property return
No
non-critical
Property search
No
non-critical
Report writing
No
non-critical
Safe assist - occupied
No
non-critical
Safe assist - vacant
No
non-critical
SEC door ajar
No
non-critical
SEC window ajar
No
non-critical
Spa locker assist
No
non-critical
Special detail
No
non-critical
Suspicious person
No
non-critical
Team notify
No
non-critical
Upper floor check
No
non-critical
Vandalism/Grafitti
No
non-critical
Wake up call
No
non-critical
Walk down meeting rooms
No
non-critical
Walk down parking structure
No
non-critical
Walk down tower
No
non-critical
Welfare check
No
non-critical
Wheel chair assist
No
non-critical
Bike cage is locked
Yes
non-critical
Door is secured
Yes
non-critical
Elevator landing door to guest floor secured
Yes
non-critical
Ensure no transients in the area
Yes
non-critical
Ensure sign is not broken
Yes
non-critical
Fire extinguisher present
Yes
non-critical
Gate is locked
Yes
non-critical
No transients found under stairwell
Yes
non-critical
Propane tank cages are locked
Yes
non-critical
Restrooms checked and all clear
Yes
non-critical
Roof hatch lock in place
Yes
non-critical
Sign is not broken
Yes
non-critical


Let us know if you need any assistance with your account setup by submitting a ticket.