Sections of the apartment management system
The key element of the site is the "Apartment Management" section. It creates a common information space between all owners, trustees and tenants of an apartment (or any other real estate object). The Apartment Management section consists of 16 web forms grouped into 3 semantic blocks. So:
The block "Utility payments"
1) Meter readings. This section allows you to create accounting forms for an unlimited number of meters in an apartment, and keep a history of their readings. The important thing in it is that when renting an apartment, the owner is often located in another area or even in another city, so everyone can add readings to this form, including tenants. When adding new readings, a notification letter is sent to everyone who has access to this particular apartment.
2) Payments. The owner does not always have "personal accounts" from all service providers who serve this apartment. If this is the norm in large cities, then in small towns all communal services are still paid for using receipts that are thrown into the mailbox. In order for the owner to quickly find out about such receipts, in this section the tenant can take a picture of the receipt directly on the phone, and the owner will immediately receive an e-mail notification of a new receipt. This also works in the opposite direction - if the owner has paid for the receipt and added information about it to this form, then the tenant will receive a notification about it. Thus, all interested parties see that the utility is being paid, and there are no debts.
3) Exploitation. It stores data on the operation of the apartment as a whole, data on the timing of meter verification or wiring diagrams in the house. The tenant does not need this information, but the owner may find it useful.
4) Personal accounts. The data that is used every month is saved here - these are accesses to the personal accounts of resource supply companies, and the specifics of working with them. As well as exactly how to pay a particular utility bill. The section is not visible to tenants - only owners and managers see it.
The Rental block
1) Rent payment. Everything is simple here - the tenant here indicates the payments that he made to pay the rent. This is useful in two cases. The most common case is when, after a year, one forgets who paid how much and for what, and misunderstandings arise on the final payments (for example, on the refund of a deposit). In this case, it is useful to bring up the entire payment history and remember when and for what it was paid. The second case is when there are several owners, and they all need to know for what period how much they paid (and what kind of underpayment or overpayment). In this case, the entire payment history will also help.
2) Photo reports. Photo reports are a way for both the owner and the tenant to relieve themselves of the risks that some things were broken or damaged after the start of the lease. At the entrance, a full photo report of the apartment is made (you can download the photos directly to the phone) - when each room is photographed from 4 corners. And when you check out, you can always check what was in what condition a year ago.
3) Furniture. If an apartment has been rented for a long time, then it accumulates not just a few units, but several dozen pieces of furniture. Firstly, you can't mention everything to her (and even a two-page list of furniture, which is an appendix to the lease agreement, does not always help). And secondly, you don't always know how much this or that furniture was damaged before the start of the lease and after it ended. Upholstered furniture is especially affected by this. And for tenants with pets, even more so.
4) Technic. Accounting for equipment is somewhat easier to keep than accounting for furniture. The number of pieces of equipment in a rented apartment rarely exceeds 10-15 pieces. However, the equipment has features of use, operating instructions, and the new one also has warranty cards. All this needs to be recorded somewhere so that you don't have to search the Internet later..
5) Tenants. This section is also visible only to the owners and managers of the apartment (trusted persons). Because here you can register the tenant's ID and specify the rental period - and this user gets the rights of the tenant of this apartment. In addition, after the tenant (or tenants) is registered - in the same form (again just from your phone) you can take a picture and attach a signed rental agreement. The paper version may get lost or deteriorate, but her photos will always remain here. Moreover, if you then submit a report to the tax service, then you will have to attach these photos to the tax return form.
6) Messenger. This messenger, in principle, is not much different from the "group chat" function in Whatsapp or ICQ. A notification is sent about each message, and all users who have access to this apartment see these messages. And if you have one or two apartments for rent, then you can do without it. However, if you have 5-6 apartments or more, then using the correspondence in chat rooms, you greatly facilitate communication with all interested parties in this apartment.
The Object Information block
1) General information. This section has two functional blocks of information - this is static information about the apartment (which is usually used by aggregators of ads, such as Yandex real estate or Cyana), and an access block - where you can specify the ID as other owners (they will all receive the same rights) so is the ID of the trustees (they have rights almost like owners, but cannot distribute access rights to the apartment). You will need trusted persons if you rent an apartment in one If you live in another city, then this person will be able to perform most of your functions for renting an apartment. This is usually some kind of local realtor or just a trusted person.
2) Setting up notifications. The "Notification settings" section allows you to set reminders that will be sent by e-mail to everyone who is currently connected with the apartment - the owner, the manager and the current tenant. Moreover, reminders can be regular ("pay the rent every 10th day", or "send meter readings every 20th day"), or one-time ("verification of the gas meter ends on March 20, 2038").
3) Useful contacts. Sometimes (yes, almost always), you need to have a list of useful contacts at hand, which has been accumulating for years - the phone of the criminal code, a good local plumber, an electrician, a washing machine repair person, and so on. It is convenient to record all these contacts in this section, and in a couple of years it will become an extremely useful notebook.
4) Neighbors. Just information about the neighbors. Both good and bad. Although no, it's not like that. Here is the information that will help you live comfortably in this apartment. For example, that one neighbor repairs cars well, and the harmful neighbor from above ceases to be harmful if she is sometimes complimented.
5) Documents. This section is for the owner only (no one else sees it). And for storing documents that are not included in other sections. For example, some personal documents related to the apartment.
6) Investment. This section will be useful only for those who are engaged in investing in rental real estate professionally. And he wants to control the main figures - for how much he bought, how much he additionally invested, and what kind of payback the apartment has now (to compare with other investment objects). This section is also seen only by the owner. Managers and tenants are not allowed access to it.
7) Notes. A section for storing the owner's notes "for yourself". No one except the owner sees him. For example, to record when you want to redecorate there or which tenants you are considering.