Managing a condominium with many small works

Turn every report into a trackable ticket

The first step is to stop treating reports as isolated phone calls and start treating them as tickets: every request gets a number, a status (open, assigned, in progress, closed), a reporting resident and a date. This is not bureaucracy for its own sake: under Italian law, the property manager is required to maintain the common areas and account for their actions, and without a log of reports it becomes impossible to show at the assembly meeting how many requests came in, how they were handled, and how quickly.

In AmministraPro, resident reports flow into a dedicated module that automatically generates the ticket, links it to the relevant building or stairwell, and keeps the full communication history tied to that single job, so information does not get scattered across emails, messages and phone calls.

Set priority criteria before the emergency arrives

Not every small maintenance job carries the same weight. A safety issue, such as a broken step, a loose handrail, or an electrical system showing signs of malfunction, needs to be distinguished from an aesthetic or comfort issue. Defining three or four priority levels in advance, with indicative response times for each, lets the manager respond consistently rather than deciding case by case under pressure, and reduces liability exposure: courts assessing the property's duty of care over common areas also weigh how promptly the manager acted once a report was received.

A simple grid works better than a complex system: high priority for risks to personal safety, medium for faults affecting a shared service, low for cosmetic or schedulable routine maintenance.

Build a pool of qualified, verifiable suppliers

With many small maintenance jobs, the real bottleneck is often not the report itself but finding the right supplier quickly, verifying their insurance coverage and regulatory compliance, and comparing quotes fast enough for the urgency at hand. Keeping a structured supplier directory, organized by trade (electrician, plumber, locksmith, gardener) with documentation always up to date, avoids scrambling for paperwork exactly when it is needed.

AmministraPro includes a supplier directory linked directly to maintenance tickets: from a single job you can request quotes, assign the work, and store the related documentation (invoices, service reports, certifications) in the same file, so year-end reporting stays consistent and verifiable by residents.

Keep the small maintenance budget under control

Many small jobs, if not monitored in aggregate, can quietly exceed the forecasts of the cost-sharing plan approved at the assembly meeting, leading to unexpected balancing charges. Periodically comparing the spend accumulated across tickets with the budget line dedicated to routine maintenance allows action before the gap becomes significant and, if needed, lets the manager bring a request for a supplementary fund to the assembly in good time instead of discovering it at year-end.

Linking every ticket to its related expense, rather than keeping the two flows separate, is what makes this real-time control possible instead of only after the books close.

Communicate status and timing to residents

Much of the friction between residents and the property manager comes not from the delay itself but from a lack of information: whoever reported a fault wants to know whether the request has been taken on. Even minimal communication, confirming receipt of the ticket and updating on progress, meaningfully reduces repeated follow-up calls and complaints at the assembly meeting.

In AmministraPro, residents can follow the status of their own report directly from the app, without needing to call the manager for an update, freeing up time to actually handle the jobs instead of answering follow-ups.

Frequently asked questions