Managing co-ownership and shares in condominium software

Co-ownership, thousandths and the unit

In a condominium the thousandths (millesimi) are assigned to the property unit, not to the individual people. When a unit is co-owned, its thousandths stay the same, and what is divided is ownership: each co-owner holds a share, for example half each or one third each. The software must model this reality by keeping the unit as a single entity and linking several holders to it with their respective fractions.

This approach avoids the mistake of splitting the unit into as many records as there are co-owners, which would count the thousandths several times and distort the quorums. The rule stays the general one: one physical unit, one record; on the record you record the co-owners and their shares.

The single representative at the meeting

Article 67 of the implementing provisions establishes that, when a unit belongs to several owners, they are entitled to a single representative at the meeting, designated by the co-owners themselves; failing a designation, the appointment may be made by drawing lots. The point is practical: the unit has a single thousandths weight and must express itself with one voice, to avoid fragmented or conflicting votes on the same interest.

In the software it pays to record who the designated representative is, so notices and attendance handling direct participation correctly. The representative represents the unit at the meeting, while the other co-owners stay linked for the financial obligations and to receive, where provided, communications.

• A single representative at the meeting for a co-owned unit
• The representative is designated by the co-owners
• Failing a designation, lots may be drawn
• Recording the representative helps notices and attendance

How expenses are split among co-owners

Toward the building, the expense share is calculated on the unit based on its thousandths, as for any other unit. The internal split among the co-owners follows their respective ownership shares: if two people each own half, they split the unit's share in half. Moreover, the co-owners are jointly liable toward the building for the unit's charges, unless there is a different internal agreement.

In the software it is useful to be able to issue the payment notice to the unit with the co-owners indicated, or to split the amounts pro rata among them when the practice decides to issue separate requests. Flexibility matters because in practice some buildings prefer a single notice to the representative, others separate requests in proportion to the shares.

Contacts and communications with several holders

With several co-owners, managing contacts requires order. Each co-owner may have their own address, email or certified email, and the software must allow you to choose whether to communicate to the representative alone or to everyone. For communications with legal value, such as meeting notices, you must follow the applicable validity rules and address them to the correct party according to the unit's situation.

Here too the minimisation principle of Regulation EU 2016/679 applies: co-owners' data is processed to the extent necessary for condominium management. Recording contacts distinctly, without duplicating the records, allows each person's rights to be respected and avoids redundant sends or sends to the wrong recipients.

How to set up co-ownership in the software

The flow starts from the unit record. You add the co-owners one by one, stating for each the ownership share, so that the sum of the shares covers the whole property. You then designate the representative for the meeting and choose the mode of issuing notices, single to the unit or pro rata.

When co-ownership changes, for example because one of the co-owners sells their share, a transfer is recorded on the share concerned with its effective date, without touching the others' shares. So even in co-ownership, transfers are handled in a tracked way, keeping the history of holders.

• Open the unit record
• Add the co-owners with their respective shares
• Check that the shares cover the whole property
• Designate the representative for the meeting
• Choose a single notice or pro rata requests

Orderly co-ownership, friction-free management

Handling co-ownership correctly in the software avoids the two typical problems: duplicate units with inflated thousandths and confusion over who represents the unit at the meeting. With clear shares, a designated representative and consistent notices, allocations and voting stay correct and defensible in case of dispute.

AmministraPro lets you record several co-owners on the same unit with their respective shares, designate the representative and choose how to issue notices. The features are described on the /funzioni page and the plans for your practice on the /prezzi page.

Frequently asked questions