Choosing software
Owners' meeting features: what the software must offer
The owners' meeting is where the condominium takes its decisions and where procedural mistakes are most costly: an irregular notice or a miscalculated quorum can make a resolution voidable. For this reason a condominium software must guide the manager through every stage of the meeting process, from the notice served within the legal deadlines to the signed and archived minutes. This guide offers a checklist for evaluating the features a management platform should provide for meetings, with reference to the obligations in the Italian Civil Code and its implementing provisions, so you can tell the genuinely adequate tools from those that leave the most delicate steps uncovered.
Meeting features to check in a condominium software
- Generation of the notice with the agenda and compliance with the notice period required by Article 66 of the implementing provisions.
- Tracked sending of the notice through each channel (certified email, registered letter, hand delivery) with proof of service.
- Automatic calculation of constitutive and deliberative quorums at first and second call under Article 1136.
- Proxy management within the limit of Article 67 of the implementing provisions and checking of incompatibilities.
- Real-time recording of attendance and of the thousandths (millesimi) present.
- Voting on each agenda item with counting by head and by thousandths and verification of majorities.
- Drafting of the minutes with outcomes, dissenting owners and attachments, ready for signature and archiving.
- Support for meetings by video conference or in hybrid form, with identification of participants.
Notice within the deadlines and proof of service
The first feature to assess concerns the notice. Article 66 of the implementing provisions of the Italian Civil Code requires that the notice, containing the agenda, be communicated to all entitled parties with a minimum advance period and by means that prove receipt. Suitable software must allow the manager to compose the agenda, handle the first and second call dates and produce the notice uniformly for all owners.
Equally important is the traceability of delivery. The platform should record for each recipient the channel used, certified email, registered letter or hand delivery, and retain proof of service. If the notice is challenged, the documentary reconstruction of the call is what protects the validity of the resolution, and a tool that keeps no record of deliveries leaves exactly the riskiest stage exposed.
Quorums and proxies calculated without errors
The core of the meeting process is the calculation of quorums. Article 1136 of the Italian Civil Code distinguishes between constitutive and deliberative quorums, and differentiates them between first and second call and according to the matter under discussion. Software must automatically calculate, for each agenda item, whether the majority required by head and by thousandths is reached, because manual counting across dozens of units is the most frequent source of error.
Proxies require dedicated control. Article 67 of the implementing provisions limits the number of proxies a single person may receive depending on the number of owners, and sets incompatibilities for the manager. The platform should record proxies, verify their validity and prevent a delegate from exceeding the legal limit, so that irregularly collected votes do not corrupt the count.
Conduct, voting and attendance in real time
During the meeting, the software should allow attendance to be recorded and the share of thousandths present to be updated in real time, information needed to know whether the meeting is validly constituted. Attendance management linked to the condominium register avoids having to reconstruct by hand who is present and with what millesimal weight.
For each item put to the vote, the tool should allow the recording of votes in favour, against and abstaining, distinguishing the count by head and by thousandths and flagging whether the majority is reached. Precise recording of dissenting owners is also essential: those who voted against or were absent have specific deadlines to challenge the resolution under Article 1137, and the minutes must account for these positions.
Minutes, remote meetings and archiving
Minuting closes the process. Adequate software produces minutes that report the agenda, the voting outcomes, the names of dissenting owners and the attachments, ready for signature and for archiving in the minutes register. Consistency between the data entered during the meeting and the final minutes reduces the risk of contestable discrepancies.
With the spread of video-conference meetings, permitted by law under certain conditions, the platform should also support the remote or hybrid mode, with identification of participants and remote collection of votes. AmministraPro integrates management of the entire meeting cycle into the studio's workflow: the /funzioni and /prezzi pages describe the available tools and the plans through which to activate them.
Frequently asked questions
Which meeting features are truly essential in a condominium software?
The indispensable features are generation of the notice with the agenda within the deadlines of Article 66 of the implementing provisions, tracked sending with proof of service, automatic quorum calculation under Article 1136, proxy management within the limit of Article 67, and drafting of minutes with dissenting owners and attachments. These are the stages where a procedural error can make a resolution voidable, so they must be covered by reliable automation rather than left to manual counting.
Should the software calculate quorums on its own?
Yes, it is one of the most useful features. Article 1136 of the Italian Civil Code provides different quorums for first and second call and by subject matter, with a double count by head and by thousandths. Automatic calculation, updated according to the recorded attendance and proxies, eliminates arithmetic error across large numbers of owners and immediately signals whether the required majority for a given item has been reached.
How does a platform handle the proxy limit?
Suitable software records each proxy, linking it to the grantor and the delegate, and verifies compliance with Article 67 of the implementing provisions, which limits the number of proxies receivable depending on the number of owners and sets incompatibilities for the manager. The tool should flag or prevent exceeding the limit, so that surplus votes do not distort the counting of majorities.
Is a feature for video-conference meetings needed?
It is increasingly useful. The law allows the meeting to be held remotely or in hybrid form under certain conditions, including reliable identification of participants. Software that supports video conferencing lets the manager handle attendance, proxies and voting at a distance too, keeping the same traceability as an in-person meeting and producing minutes consistent with what took place during the session.
Why is it important that the software records dissenting owners?
Because absent or dissenting owners have, under Article 1137 of the Italian Civil Code, a specific deadline to challenge resolutions. The minutes must state precisely who voted against and who was absent, so that the deadlines for any challenge are clear. Software that collects this data during the vote and reports it automatically in the minutes reduces the risk of incomplete or contestable records.
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