How does buildings, units and residents management work?
Heroes PMS starts with the structure of your residence. You create each building, then its units with their floor, type and share, and link every unit to its owner and, where relevant, its tenant. Charges, votes and maintenance tickets all build on this register, so it is worth setting up carefully once.
For a management company or an owners’ association, the register replaces the master spreadsheet that usually lives on one person’s laptop. Here is how a team typically works with it.
- Create the buildings. Add each building of the residence, so that every unit, announcement and figure on the dashboard is attached to the right place. A residence with several towers or blocks is set up the same way.
- Set up the units. For each unit, record its floor, its type and its share. The share is the figure later used to split charges and to weight votes in general assemblies, so check it against your governing documents before you go live.
- Link owners and residents. Attach the owner of each unit and, if the unit is rented, the tenant who lives there, with the date each one started. You always know who owns, who lives there and since when.
- Import what you already have. If your units and owners are in a spreadsheet, send it and the Heroes team sets it up with you, instead of retyping hundreds of lines.
- Keep the register current. When a unit is sold or a new tenant moves in, update the unit. The resident directory then gives your team the right contact at hand, whether the call is about a leak, a parcel or a payment.
Who is it for, and in which situations?
The module is built for condominium and building management companies, owners’ associations that run their own residence, and developers handing a new building over to its owners. It helps most in a few typical situations: a residence with several buildings where shares differ by unit type; a building where many units are rented and the tenant, not the owner, calls the front desk; a manager taking over a residence and inheriting a spreadsheet of uneven quality; a board that wants owner data to be right before the next general assembly.
| Task | Before (spreadsheets, chat groups) | With Heroes PMS |
|---|---|---|
| Unit list | Several versions of a spreadsheet passed between staff | One register of buildings and units with floor, type and share |
| Owners and tenants | Mixed in one column or one chat group | Owner and tenant linked separately to each unit, with start dates |
| Contacts | Numbers saved on personal phones | A resident directory shared by the team |
| Charges and votes | Shares retyped for every calculation | Charges and weighted votes use the shares already recorded |
| Occupancy | Nobody quite sure which units are rented | Owner-occupied, rented and vacant units visible on the dashboard |
Practical tips for a clean unit register
- Check shares first. Compare them with your declaration of co-ownership, strata plan or equivalent document. A wrong share means wrong charges and wrong vote weights.
- Choose one naming format. For example building, floor and number. Staff and owners then recognise a unit immediately on any screen.
- Keep owners and residents apart. The owner is the one who pays charges and votes; the resident is who you call about daily matters. Recording both avoids sending a message to the wrong person.
- Clean the spreadsheet before import. Remove duplicates and former owners first, so the directory starts clean.
- Update on the day of the change. A sale or a new lease recorded late means charges and announcements go to the wrong person.
- Give the board the right access. A read-only role lets board members follow the residence without changing any data.
