Managing owner and unit records with software

The record entities and how they connect

Management software represents the condominium as a hierarchy. At the top is the condominium, with its tax code and identifying data. Below it sit the real estate units (apartments, shops, garages, cellars), each with its own cadastral details and shares across the various thousandths tables. Each unit is linked to the parties with title: the owner and, where present, the usufructuary, the tenant or the borrower, in the roles set out in the Italian Civil Code.

The value of this structure lies in the links. The same person is not rewritten several times: they are a single record connected to one or more units. When a contact detail changes or a sale is registered, the change is made in one place and reflected everywhere that party appears, from instalments to meeting notices. This is the substantial difference from a spreadsheet, where every sheet repeats the data and the versions drift apart over time.

Thousandths and tables in the records

Thousandths (millesimi) shares are an attribute of the units, not of the people. A management system handles several tables at once: the general ownership table and the specific tables for stairs, lift, heating or roof terrace, following the criteria of Articles 1123, 1124 and 1126 of the Italian Civil Code. Each unit carries its own shares in each table, and the software applies them automatically when it allocates an expense on the correct criterion.

Keeping the thousandths inside the records, rather than in a separate sheet, avoids the most frequent error in manual allocation: applying the wrong table or using values out of step with the last approved revision. If the meeting revises a table, it is updated once and all later calculations take it into account.

• General ownership table, the basis for most expenses
• Tables for stairs and lift under Article 1124
• Heating table, consistent with UNI 10200 where applicable
• Tables for special uses such as roof terrace or courtyard

Roles, shares and special cases

The records must handle real situations that the simple owner-tenant pairing does not cover. A unit may belong to several co-owners with different shares, may be subject to a usufruct with bare ownership held by another party, or be let to a tenant who takes part in the meeting for the matters within their remit. Good software distinguishes these roles and knows to whom each item should be charged, because tenant and owner answer for different expenses.

Correctly assigning roles is not a formal detail: it determines who receives the payment request, who is entitled to vote and who must be summoned under Article 66 of the implementing provisions. An error here produces disputes over the validity of the notice or charges against the wrong person.

Updating and tracing changes

Changes to the records, sales, successions in title, new leases, must be recorded when they happen. A management system lets you change the ownership of a unit while keeping consistency with the ongoing accounts: the buyer succeeds to future instalments, while past positions remain charged to whoever held title in the relevant period. This prevents a mid-year change of ownership from confusing the balances.

Traceability is also useful in the event of a dispute. Being able to show when a change was entered, and which units it propagated to, protects the manager as to the regularity of notices and the correctness of allocations.

Why integrated records reduce the workload

The practical benefit of integrated records is the reduction of double entry and the errors that follow from it. In an isolated spreadsheet the same owner appears with slightly different data in the allocation plan, the mailing list and the accounts, and nobody notices until the first inconsistency. In a management system the data is single and shared by all modules.

In AmministraPro the records of owners and units are linked directly to thousandths, accounting and communications: you enter or update a piece of data once and the change is consistent across allocations, notices and mailings. The available features are described on the /funzioni page, while the plans and their management limits can be compared on the /prezzi page.

Frequently asked questions