From the community chat to an orderly process
“The parking lights are out”, “there’s a leak in tower B”, “the gate won’t close”. In most condominiums issues are reported in a WhatsApp group, where they get lost among memes and greetings, nobody knows whether someone already handled them and at year end it’s impossible to know how much went to repairs.
Issues with real follow-up
Reports with photos
Residents, owners and the gatehouse report from the portal: title, description, category, priority, location or unit and photos. Photos are stored securely and only people with access can see them.
Statuses everyone sees
Each issue moves through clear statuses: reported, assigned, in progress, resolved and closed, or rejected if it doesn’t apply. Every change is logged with who made it and a note, and the reporter gets a notification.
Owner and cost
Management assigns an owner, adjusts priority and records the repair cost. At year end the board knows exactly how much was spent and on what.
Conversation inside the case
Management and the reporter can comment inside the issue, with no stray messages through other channels.
Preventive maintenance plan
What isn’t scheduled doesn’t get done. In the preventive plan each task has a frequency (from weekly to yearly) and a next due date. When it’s completed, who did it is recorded and the next date is calculated. Every morning the system alerts management to tasks coming due.
Who does what
- Residents and gatehouse: report and comment.
- Management and board president: assign, change statuses, record costs and manage the plan.
- Board: views the plan and history.
To build a plan from scratch, read our guide to the preventive maintenance plan for condominiums.
Frequently asked questions
Who can report an issue?
Any condominium user: residents and owners from the portal, and the guard from the gatehouse. Each report has a category, priority, location or unit and photos.
Can residents see the status of their report?
Yes. They see the case status and comments, and get a notification every time it changes.
How does the preventive plan work?
Each task has a frequency (once, weekly, monthly, quarterly, semi-annual or yearly) and a next due date. When it’s completed, the system calculates the next one, and every day it alerts management to tasks coming due.