Systems for Condo Boards & Self-Managed Condos
Volunteer boards, well supported. Owners, well informed.
Nobody runs for condo board because they love paperwork. But owners need the bylaws, buyers' lawyers want documents, the roof needs a contractor and the AGM is coming. In a self-managed building, all of it lands on a few volunteers with day jobs. We build condo boards a secure portal that keeps records organized, requests tracked and owners informed, without hiring a management company.
Common challenges
What slows down Condo Boards & Self-Managed Condos
"Can you send me the bylaws again?"
And the last three years of minutes, the budget, the insurance certificate and the reserve fund study. Owners, buyers and lawyers ask constantly, and documents live in one board member's Google Drive.
Maintenance requests by hallway conversation
A leak in 304, a broken parkade gate, a burnt-out light in the stairwell. Requests arrive by text, email and a note on the door, and nobody knows what's been dealt with.
Board votes buried in email threads
Reply-all chains about a contractor quote go on for days. Six months later, nobody can find who approved what or when.
Renovation and pet approvals
Owners need board approval for flooring changes, balcony work or a second dog. The forms, rules and decisions are scattered, and owners feel ignored when nothing comes back.
The AGM crunch
Notices, proxies, financial statements, nominations and a quorum count, all assembled by hand by a volunteer secretary in the week before.
Handover when the board turns over
A new treasurer gets elected and inherits a shoebox and half a password list. Years of institutional knowledge leave with the old board.
The solution
The system we'd build for you
Owner and resident logins
Each owner gets a secure login to the building's documents, notices and their own requests. Tenants can get limited access if the board allows.
Document library
Bylaws, rules, minutes, budgets, financial statements, insurance, reserve fund reports and plans, organized and searchable, with board-only folders kept separate.
Maintenance request tracking
Owners submit requests with photos, the board or a volunteer assigns them, and owners see status updates until it's fixed.
Board approval workflows
Renovation, pet and move-in requests submitted through a form, routed to the board, and decided with a recorded vote and automatic reply.
Notices and announcements
Water shut-offs, window cleaning dates, fire alarm tests and special meetings sent by email and posted in the portal, so every owner has the same information.
AGM toolkit
Notice templates, document packages, proxy forms and a checklist so the meeting is ready weeks ahead.
Vendor and contract records
Contractor quotes, contracts, warranties and service history in one place, so the next board knows when the boiler was last serviced.
Recommended package
Custom Portal
Self-managed condos need owners and board members to log in, find documents, submit requests and see decisions. That's a portal by definition: secure logins, document libraries, request tracking and approvals.
Popular add-ons for Condo Boards & Self-Managed Condos
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Just took over from the developer with a first owner-elected board? It's the best time to set up a document library, request tracking and owner logins, before records scatter across personal inboxes.
Growing
Busy and getting busier
As the building ages and bigger projects arrive, like an envelope repair or a reserve fund update, the board needs vendor records, owner notices and recorded votes that hold up over time.
Established
Years or decades in
A board with decades of minutes in binders and long-serving volunteers has history worth keeping. We digitize gradually, keep the processes owners already know, and make the next handover far easier.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Say you're on the board of a self-managed 40-unit building in London, Ontario. Documents live in the president's inbox, maintenance requests come by text and every renovation approval is a new email thread. We build an owner portal with the bylaws, minutes and financials in a library, a request form that tracks each issue to completion, and an approval workflow for renos and pets. AGM materials get assembled in the portal, and when the board changes, the new members simply get logins.
Questions we get
FAQ
Does this replace a property manager?
No. It gives a self-managed board the organization a manager would bring, but the board still makes the decisions and does or hires the work. Managed buildings can use it too.
Can buyers or their lawyers request documents through it?
We can set up a document request form so requests get tracked and answered consistently. Statutory requests, status or estoppel certificates and fees follow your province's condo legislation and your bylaws, which the board controls.
Who can see what?
Board members see board folders, owners see owner documents and their own requests, and tenants see only what you choose. Permissions are set per role.
Can we collect condo fees through it?
We can link to a payment tool or show statements, but fee collection usually stays with your bank or accounting setup. We'll talk through what's practical for your building.
Free 15-minute call
Your volunteers deserve their evenings back.
In a free 15-minute call we'll talk through your building's paperwork.
- Owner and resident logins
- Document library
- Maintenance request tracking