Features & tools
Giving portal access to a new owner
Giving portal access to a new owner means enabling someone who has just taken over a unit to consult their accounting position, the building's documents and communications. It is an operation the condominium manager performs when a property changes hands or when the portal is activated for the first time on a building. Doing it well means verifying that the person is truly the unit's holder, linking them to the correct data and showing them only what they are entitled to, in compliance with the GDPR. This guide covers the enablement flow, identity verification, handling the transfer and what happens to the outgoing owner's access.
The right moment to enable access
Portal access should be given once the new owner has formally taken over and the manager has been notified. Under Article 63 of the implementing provisions of the Italian Civil Code, whoever transfers rights over a unit remains jointly liable with the successor for contributions accrued until an authenticated copy of the transfer deed is delivered to the manager. Notice of the transfer is therefore the practical prerequisite for updating the register and enabling the new owner.
Enabling access before updating the register risks linking the person to incomplete data; enabling it too late leaves the new owner without the tools to stay informed. The correct moment is right after recording the transfer in the software, so access immediately shows the updated position.
Invitation and first access
Enablement starts from an invitation the manager sends to the new owner's contact address. The invitation contains instructions to create personal credentials: it is important that the user chooses the password and that it is not communicated in clear text, so no credentials circulate in emails or messages.
With AmministraPro the manager generates the invitation from the owner profile already linked to the unit, and the new owner completes the first access themselves. This separates the manager's role, who enables access, from the owner's, who sets their own credentials, reducing the risk of access with shared or weak passwords.
- Record the transfer in the register before sending the invitation
- Send the invitation to the new owner's verified contact
- Let the user choose the password directly
- Avoid communicating credentials in clear text by email or message
Verifying the person is the unit's holder
Giving access to a unit's data to someone who is not its holder is a serious problem, both for privacy and for the manager's liability. Before enabling, you must have reasonable confirmation that the person is truly the new owner or an entitled party, such as the usufructuary or, for certain communications, the tenant.
The transfer documentation, typically the transfer deed delivered to the manager, is the natural reference. Linking access to the updated register prevents an old contact or a namesake from receiving data that is not theirs. Care in this verification protects both the owner and the manager.
What the new owner sees and what they do not
The principle is data segregation: the new owner sees their own accounting position, the building documents that concern everyone and the communications addressed to them, but not the other owners' personal data. This is consistent with the GDPR minimisation principle, Regulation EU 2016/679.
A delicate point concerns history: the new owner has the right to consult building documents also relating to the years before their purchase, such as minutes and statements, because they are part of the condominium's life. They should not, however, access the previous owner's personal accounting position, which concerns a different party. AmministraPro applies this distinction by showing the common documents and only the unit's position from the transfer onwards.
Handling the transfer and the outgoing owner's access
When the owner changes, the seller's access must be disabled for the part that no longer concerns them, while the information relating to the period they were the holder remains, useful for adjustments or pending items. Software that handles the transfer moves the unit's link from the old to the new owner while keeping the accounting data consistent.
AmministraPro lets you record the transfer, disable access that is no longer due and enable the new owner with the correct visibility, all linked to the building's register and accounts. You can see the portal and access management features on the /funzioni page and choose the plan suited to your buildings on the /prezzi page.
Frequently asked questions
When should I enable portal access for a new owner?
Right after recording the transfer in the register, which presupposes having been notified of it. Under Article 63 of the implementing provisions of the Italian Civil Code, the seller remains jointly liable until an authenticated copy of the deed is delivered to the manager. Enabling access after updating the data ensures the new owner sees a correct, up-to-date position from their very first login.
How can I be sure the person requesting access is the real owner?
The natural reference is the transfer documentation, typically the transfer deed delivered to the manager, and the building's updated register. Linking the invitation to the owner profile already associated with the unit avoids sending credentials to an old contact or a namesake. Verification before enablement protects the other owners' privacy and the manager's liability.
Can the new owner see minutes and statements from before their purchase?
Yes, as regards building documents such as minutes and statements, which are part of the condominium's life and are covered by the right to information under Article 1129 of the Italian Civil Code. They should not, however, access the previous owner's personal accounting position, which concerns a different party. A well-configured portal shows the common documents but segregates individual accounting data.
Should I communicate the password to the new owner myself?
No, it is preferable that the user chooses the password directly at first access, following the invitation's instructions. Communicating credentials in clear text by email or message leaves passwords circulating and easily compromised. Separating enablement, performed by the manager, from the password choice, performed by the owner, is the safest practice and reduces the risk of unauthorised access.
What happens to the old owner's access after the sale?
The seller's access must be disabled for the part that no longer concerns them, while the information relating to the period they were the holder is kept, useful for adjustments or pending items. Software that handles the transfer moves the unit's link from the old to the new owner, keeping the accounting data consistent and preventing the previous owner from continuing to see the position of a unit that is now someone else's.
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