Introduction
At Colonos.org, when we talk about theResident Portal, we refer to the space that in Odoo 19 Online can also be identified asOdoo 19 Online User PortalorCustomer Portal. In our case, we present it in a more approachable and clear way for the community: as the portal where each resident can check their information and follow up on various processes related to their account.
The Resident Portal is useful because it gathers important information in one place, such as orders, subscriptions, invoices, and account data. This helps each resident have a more organized, clearer, and easier-to-follow experience.
In this first guide, we will explain how access works when the portal is configured with the option“By Invitation”and what sections you can find once inside. We will also help you understand the difference betweenYour Orders, SubscriptionsandYour Invoices, so you know where to check each thing from the start.
What does it mean “By Invitation”?
When the portal is configured as“By Invitation”, it means that access is only activated when the resident receives a direct invitation.
Simply put, the resident does not create their access freely from a public page. They must first be invited by the administration or by the Colonos team. After receiving that invitation, they will be able to activate their access and enter the portal.
This model is useful because it allows for greater control over who can enter. It also helps protect information, as each access is linked to a specific person. Additionally, it facilitates account management because the portal remains organized and aligned with the permissions of each resident.
For a community like Colonos.org, this approach is especially convenient because it allows for a safe, clear, and well-organized experience.
Steps to access your resident account
1. Recieve the invitation
It all starts when you receive the invitation to enter the portal. Normally, this invitation arrives at the email address that the administration has registered for you.
This point is very important because access is usually linked to that email. Therefore, it is advisable to confirm that the registered address is correct and that it is the one you use regularly.
A common question at this stage is thinking that you can enter with any email. The most recommended approach is to use exactly the email where the invitation arrived.
2. Open the email
After receiving the invitation, the next step is to open the message. There you will find the instructions to begin your access to the Resident Portal.
If you don't see it in your main inbox, also check spam, promotions, or junk mail. In many cases, the message was indeed sent, but the email system placed it in another folder.
If it does not appear after checking, it is best to request that the administration or support team resend the invitation.
3. Click on the link
Dentro de la invitación normalmente verás un enlace para entrar al portal. Ese enlace te lleva a la página correcta para activar o iniciar tu acceso.
If this is your first time logging in, it is advisable to do so from that link and not from another page you have saved or that someone else has shared with you. This reduces errors and avoids entering an incorrect address.
A common mistake at this point is opening a previous link or using a page different from the original message. If something doesn't match, it's best to go back to the invitation and start from there.
4. Confirm your credentials
Dependiendo de cómo esté configurado el portal, en este paso podrías tener que crear tu contraseña o confirmar la forma en que vas a iniciar sesión.
In some cases, the system will ask you to set a new password. In others, you will just need to follow the indicated process to confirm your access. The important thing is to read each screen calmly and complete the process in the order presented to you.
Here, it's advisable to avoid two common mistakes: closing the window before finishing or trying to log in with an email different from the one in the invitation.
If something is unclear, it's best to ask for support before trying multiple times with incorrect data.
5. Initate portal session
Once the activation is complete, you will be able to log in.
You will normally use your email and password. If the portal's setup works differently, the system will indicate this during the process.
If you can't log in, first check the basics: that the email is correctly written, that the password is correct, and that you are entering the correct portal address. Often, the problem is due to a small detail.
If access continues to fail, it's best to contact support or administration to review your invitation and help you complete the login.
6. Arrive to the Resident Portal
When access is successfully completed, you will reach the main page of the Resident Portal. This will be your starting point to review the information available according to your profile.
From there, you will be able to access the different sections available to you. It's important to keep in mind that not all residents will see exactly the same thing. The visible sections depend on the system's configuration and the permissions assigned to each user.
Por esa razón, si ves menos opciones que otra persona, no necesariamente significa que haya un problema. Puede ser simplemente que tu acceso tenga una configuración distinta.
What residents will find inside the User Portal
Resident Portal Home
The first screen usually serves as a main panel or dashboard. From there, you can access the sections available in your profile.
This panel is designed to help you quickly locate the most important information. Depending on the configuration, it may show shortcuts, recent documents, or links to key areas of the portal.
In practice, this is the place where you organize your experience within the portal.
Your Orders
In this section, residents will find all theorders related to one-time services or fees, that is, non-recurringitems.
In practical terms, this section functions as a space where you can review a proposal or previous record before a payable invoice exists. Therefore, an orderis not paid directly. Its function is more similar to that of aquote, as it allows you to review the service or charge information before proceeding to formal billing.
There may also be interaction with the Colonos team to validate or clarify important details, such as thenumber of keys, therelated propertyor any other information necessary to properly process the service or corresponding fee.
It is important to distinguish this section fromSubscriptions. Theorderscorrespond to one-time charges or servicespor una sola ocasión. In contrast, all therecurring feesare integrated into the section ofSubscriptions, because they are part of a repetitive scheme within the system.
Once the order is accepted, whether by the resident or by the Colonos staff, the link to therelated invoice. That invoice is no longer paid in Your Orders, but in the section ofYour Invoices, which is where the documents ready for payment are concentrated.
As in other areas of the portal, the visibility of this section may depend on the configuration and permissions assigned to each resident.
Subscriptions
In this section, residents will be able to find information related torecurring, especially theinvoices for the recurring maintenance fee.
Although in daily life we usually talk about maintenance fees, within the system this type of periodic charge is organized under the concept ofsubscription. This happens because it is a charge that is generated repetitively, for example month after month, following an established frequency.
In other words, the maintenance fee appears within Subscriptions not because it is a subscription in the most common commercial sense, but because the system uses this structure to manage recurring charges in an orderly manner.
It is also important to know thatwithin the same subscription, the invoices associated with that subscription are added., as long as they are of a recurring nature. This helps the resident have a clearer view of the relationship between the active subscription and the periodic charges that are generated over time.
Therefore, if you want to review the context of a recurring fee, this section will help you understand where that charge comes from and how it relates to other charges of the same type. Then, when the corresponding invoice has been issued and is available for payment, you will find it inYour Invoices.
The exact name of this section may vary slightly depending on the configuration, but its main function is to gather recurring concepts in one place.
Your Invoices
The sectionYour Invoicesis the space where residents will find the invoices that have already been issued and that correspond to bothSubscriptionsandYour Orders.
This means that, although an order is reviewed first inYour Ordersand a recurring fee is related first toSubscriptions, payment is not made in those sections.Payment is made in Your Invoices, which is where the documents ready to be consulted and paid are concentrated.
In other words, the flow works like this:
When it comes to anon-recurring charge, it may first appear inYour Ordersas a kind of quote or prior record. Once accepted, the corresponding invoice is generated or linked, and that invoice is consulted and paid inYour Invoices.
When it comes to a chargerecurring, it first relates to the section ofSubscriptions, where periodic charges and their context are grouped. Then, the invoices issued from that subscription are also reflected inYour Invoices, which is where the resident can review them and, when appropriate, pay them.
This section helps centralize payments in one place and avoid confusion between the order review stage, the tracking of a subscription, and the actual moment when an invoice is ready for payment.
Tickets
The sectionTicketsis the space of theResident Portalwhere you can track requests for assistance, reports, questions, or support cases that have been registered with the Colonos team.
In practical terms, this section functions as a point of communication and tracking. Here the resident can consult the tickets related to their account and review their progress without relying solely on separate emails or messages.
Depending on the portal's configuration, in this section you can review open or previous tickets, check the status of each request, read updates or responses from the Colonos team, identify the reported issue, and follow up on the history of a case.
This section is especially useful when the resident needs to know if their case has been addressed, if it is still in process, or if the Colonos team has requested additional information to continue.
Payment Method
The sectionPayment Methodsofthe Resident Portalincorporates a very important improvement:it is now possible to pay bills with a credit card without having to go to the Colonos offices..
This makes the payment process much more practical and convenient, especially for those who are not physically in the community at the time of making a payment. It also represents a great advantage for theinternational residents, as many do not have a local bank account in Mexico. By being able to pay with a card directly from the portal, the need to makeinternational transfers, which often involve fees, waiting times, and additional costs, is reduced.
In other words, this option allows for faster payments from anywhere in the world without relying on an in-person process.
Its function isto save or add a new credit cardthat can later be used when paying any available bill inYour Bills.
Personal Information
Another important part of the portal is the resident account information.
Depending on the settings, you may find options to review or update contact information, address, email, or other basic information in your profile.
También puede haber una sección relacionada con la seguridad de la cuenta, como cambio de contraseña o revisión de tus datos de acceso.
Esto permite que el residente mantenga su información actualizada y tenga mayor control sobre su acceso al portal.
Important: sections may vary
Although these are common sections within the Resident Portal, not all will be visible to all residents.
Availability depends on how the portal has been configured and the permissions assigned to each user. Therefore, if you do not see a particular section, it does not necessarily mean there is a problem with your access.
In many cases, it simply means that this feature is not part of your current profile.
Tips for residents
Using the portal for the first time
Use the correct email
To avoid access issues, log in with the same email to which the invitation was sent.
Keep your access information in a safe place
If you set a password, keep it in a safe place. Avoid sharing it and try to have a practical way to recover it if you need it later.
Follow the complete process without interruption
When you open the invitation link, try to complete all the steps. If you leave the process incomplete, you may have to start over later.
Remember that not all residents will see the same thing
The portal may show different options depending on the type of access assigned. This is normal and is part of the system configuration.
Frequently Asked Questions (FAQs)
No, if the portal is configured as"By Invitation". In that case, you first need to receive an invitation from the administration.
You should use the same email to which you received the invitation, as that email is usually linked to your access.
Because the portal may display different options based on the settings and permissions assigned to each user.
Your Orders includes one-time charges or services. Subscriptions include recurring charges, such as the periodic maintenance fee.
All bills to be paid can be found inYour Bills. This is where both the bills fromYour Ordersand those fromSubscriptions. Currently, we offer the following remote payment methods: bank transfer and non-presential credit card payment. For in-person payment, you can visit our offices to make your payment in cash or with a credit card.
It is important to mention that in the case of a bank transfer, it is necessary to upload your payment receipt to your bill in order to perform the bank reconciliation.