How announcements and documents work
Announcements and documents give your management team one place to inform residents and keep the residence’s paperwork. You post an announcement to the whole residence, a single building or a group, and store rules, minutes, insurance and contracts in a document library that owners open from their portal and app. Every past announcement stays archived.
- Write the announcement. A water cut on Tuesday morning, lift servicing, the pool closed for cleaning, a reminder about the house rules: write it once, in plain words, with the date and what residents need to do.
- Choose who receives it. Send it to everyone, to a single building or to a group, so residents of block A are not disturbed by works planned in block C.
- Residents read it in the owner app. The message appears where residents already are, in the portal and app they use to follow their residence, rather than in a chat group where it is buried within an hour.
- File the documents. Upload house rules, meeting minutes, insurance certificates and contracts to the document library, and choose who can see each one: all owners, one building or the board only.
- Let the archive do the rest. Every past announcement is kept, so a new owner or a board member can look back at what was announced, and when.
Who uses it, and in which situations?
The module is made for condominium management companies, syndics and owners’ associations whose board handles communication itself. Building managers and caretakers use it every day; board members use it to find a contract or the latest minutes without asking the office.
Typical situations include a planned water or power cut, lift servicing, facade works on one block, the pool closed for cleaning, a reminder after repeated noise complaints, a new owner asking for the house rules, or an insurer who needs the building policy after a leak. If you hold your general assemblies with Heroes PMS, the minutes are stored with the documents as well.
A simple checklist for setting up the document library:
| Document | Suggested visibility | Why keep it here |
|---|---|---|
| House rules | All owners | Every resident can check the rules before a dispute starts |
| General assembly minutes | All owners | Decisions stay on record for current and future owners |
| Building insurance | All owners | Easy to find when a claim or a bank asks for it |
| Notices about one block | One building | Only the residents concerned see them |
| Supplier and service contracts | Board only | The board reviews terms without publishing them to everyone |
Practical tips for clear communication
- One message, one subject. A short announcement about a single topic is read; a long letter covering five topics is not.
- Target the right audience. Send works on one building to that building only. Too many messages that do not concern them teach residents to ignore the important ones.
- Say what residents must do. Give the date, the time and the action expected: move your car, store water, keep the balcony clear.
- Name documents clearly. Include the type, the year and the building in each file name, so owners find the right version at the first attempt.
- Publish minutes quickly. After a general assembly, add the minutes to the library so owners who could not attend can read the decisions while they are still fresh.
- Keep sensitive files for the board. Draft contracts and quotes under negotiation belong in board-only documents until a decision is made.
