Communication features: what the software must offer

Mass sends, multiple channels and personalisation

The first feature to assess is the ability to send communications to many recipients while retaining personalisation. Adequate software must allow targeted mass sends by condominium, by unit or by individual owner, so that each recipient receives the information that concerns them. Personalisation is not a frill: it distinguishes a relevant communication from indiscriminate spam and improves the relationship with owners.

Equally important is the availability of several channels. Not all communications carry the same weight: an ordinary notice can travel by email or messaging, whereas a meeting notice or a formal reminder requires channels that leave proof. A tool that handles different channels in a single flow lets the manager choose the medium appropriate to the nature of each communication.

Certified email and communications with evidentiary value

Some condominium communications require proof of dispatch and receipt. The meeting notice, for example, must meet the requirements of Article 66 of the implementing provisions, including means that prove receipt. Software should integrate certified email (PEC) management, with automatic archiving of acceptance and delivery receipts, which constitute legal proof of dispatch.

Orderly retention of proof is what protects the manager in the event of a dispute. A tool that sends the certified email but does not archive the receipts, or leaves them scattered in the mailbox, leaves exactly the most delicate part exposed. The ability to trace every formal communication back to its recipient, with the related proof, makes document management genuinely solid.

Owner portal and digital notice board

Alongside active sends, modern software offers passive consultation channels. The owner portal is the space where each owner accesses the documents and communications concerning them: statements, payment notices, minutes and personal information. A well-designed portal reduces the volume of requests to the manager, because owners find much of the information they need on their own.

The digital notice board performs a complementary function, addressed to the whole condominium: general announcements, service communications, information on ongoing works. The distinction between what is personal, and therefore belongs in the individual's portal, and what is collective, and therefore belongs on the notice board, is important also from a privacy standpoint, because it avoids exposing personal data to those not entitled to it.

History, templates and GDPR compliance

An often underrated feature is the history of communications. Being able to consult at any time what was sent, when, through which channel and to whom, allows the communication activity to be reconstructed and requests to be answered precisely. The history is also useful at handover, because the new manager inherits the memory of relations with the owners.

Finally, every communication processes personal data and must comply with EU Regulation 2016/679. Adequate software manages contact channels in line with purposes, avoids disclosing data to unauthorised recipients and retains communications with appropriate security measures. AmministraPro integrates tracked sends, certified email, the owner portal and the notice board into a single GDPR-compliant flow: the /funzioni and /prezzi pages describe the available features and the plans through which to activate them.

Frequently asked questions