The online owner portal: what it lets you do

The online owner portal is the reserved digital space where each resident can independently consult their accounting position and the condominium's documents, without having to ask the administrator for anything and without waiting for paper communications. It has become one of the tools that most improve the transparency of management, because it makes information available at any time that previously passed only through the firm. Let us look in detail at what it lets you do.

What the owner portal is

It is a reserved area, accessed with personal credentials, where each owner sees only the data concerning them and the shared information of their building. It is a secure space designed to simplify daily management, which supports and largely replaces the exchange of documents by email or on paper.

Consulting your accounting position

The most used feature is consulting personal accounting data: the statement of expenses, amounts paid, amounts still due and the payment schedule. The owner can check the status of their payments at any time and, where available, print the payment slips or start paying the instalments directly from the reserved area.

Accessing the condominium's documents

The portal gathers the building's documents in one place: condominium rules, thousandth tables, floor plans, minutes of meetings, budgets and final accounts. The owner can view them whenever they want, without having to request them, and always finds the history of past financial years available.

Receiving communications and notices

Through the reserved area the administrator publishes notices and communications, from notices of call to information on works in progress. Communications reach the individual owner in a tracked way, without exposing the contacts of the other residents, unlike what happens in group chats.

Sending requests and reports

Many portals let owners send maintenance requests directly to the firm and follow their progress. The owner can report a fault on the common parts and monitor whether the report has been taken in charge, is in progress or has been resolved, with a clear list of interventions.

The benefits for owners

For residents the main benefit is transparency: being able to check payments and documents on their own reduces doubts and suspicions about management. To this are added the convenience of having everything a click away and the time saved, because there is no longer any need to contact the firm for every piece of information.

Access security and privacy

Compared with exchanging documents by email or in group chats, the portal offers a higher level of protection. Each owner logs in with personal credentials and sees only the data concerning them, without their contact details ending up available to the other residents. The administrator keeps track of who received and read the communications, a useful element to demonstrate compliance with information duties. This approach is more consistent with the GDPR, because it limits the circulation of personal data and makes it easier to handle data subjects' requests.

The benefits for the administrator

For the firm the portal drastically reduces the repetitive requests for documents and information that owners now find on their own. It cuts paper use, keeps a record of the communications sent and improves the perceived quality of the service. The time freed from front-desk activity can be devoted to actual management.

• Consult the account statement, amounts paid and deadlines.
• Access rules, thousandth tables, minutes and accounts.
• Receive notices and communications in a tracked way.
• Send maintenance requests and follow their status.
• Cut paper, phone calls and repetitive requests to the firm.

The portal integrated in the management software

The value of an owner portal grows when it is integrated in the software the administrator uses for accounting: the data the owner sees is the same as the management data, updated in real time, with no double entry. AmministraPro offers a reserved area for each owner, with account statement, documents and communications linked directly to the firm's accounting. You can see how it works on the features page or compare the plans in the pricing section.