What does the condo dashboard show?
The dashboard puts the four figures a condominium manager checks most on one screen: what was collected this month against what was due, arrears in total and by unit, open maintenance tickets and how long they have waited, and occupancy, split into owner-occupied, rented and vacant units, for one building or all of them.
A daily routine in six steps
- Choose your scope. Open the dashboard for a single building, or for all your residences at once when you manage a portfolio.
- Check collections. Compare what came in this month with what was due. A gap early in the month is normal; a gap near the end needs action. The payments themselves are recorded in Payments and receipts.
- Review arrears. See the total owed and the units behind it. From there, Charges and arrears shows who owes what and for how long, so the follow-up starts with the oldest debts.
- Look at open tickets. The dashboard shows what is waiting and for how long. Chase the oldest work orders in Maintenance before residents have to chase you.
- Watch occupancy. The split between owner-occupied, rented and vacant units tells you who actually lives in the building, which matters for security, communication and facility use. Keep the records current in Buildings, units and residents.
- Share with the board. Give board members a read-only role so they see the same figures as your team, without being able to change anything.
Who uses the dashboard?
Property managers and syndics use it to start the day, accounts staff to follow collections, building managers to keep maintenance moving, and boards of owners’ associations to follow the residence between meetings. It is especially useful when:
- You manage several residences and need to see where attention is needed first.
- The board meets monthly and expects up-to-date figures.
- The end of the month is approaching and collections are behind.
- Residents complain about slow repairs and you want facts, not impressions.
Where the answers used to be
| Question | Before (spreadsheets, chat groups) | On the dashboard |
|---|---|---|
| How much did we collect this month? | Bank statements cross-checked with a spreadsheet | Collections against what was due |
| Who is late, and by how much? | A ledger per unit | Arrears in total and by unit |
| What is still not fixed? | Messages scattered in a technicians’ chat group | Open tickets and how long they have waited |
| How many units are rented or vacant? | Resident lists and memory | Owner-occupied, rented, vacant |
| What does the board see? | A report emailed once a month | The same screen, with a read-only role |
Practical tips
- Keep the source data clean. The dashboard is only as good as what your team records: log every payment, close tickets when the job is done and update owners and residents when they change.
- Make it a habit. Look at the same figures at the same time every day or week, so changes stand out.
- Compare buildings. Switching between one building and all of them shows quickly whether a problem is local or general.
- Set your own targets. For example, no ticket open for more than a week, or arrears below an agreed level, then track them on the dashboard.
- Use it to prepare meetings. Before a board meeting or general assembly, a look at collections, arrears and open tickets gives you the key facts to report.
- Let owners help themselves. Owners see their balance in their portal and can pay online from the portal and app, which reduces the arrears you have to chase.
