Features & tools
Monitoring owners' requests from the dashboard
Monitoring owners' requests from the dashboard means having in one place the status of every report, question and document request received from the portal, instead of chasing them across emails, phone calls and scattered notes. A well-made dashboard shows at a glance what is open, what is in progress and what has been closed, which requests are most urgent and how long they have been waiting for a reply. This helps the condominium manager meet their duty of care in management, prevents forgotten requests and gives a concrete basis for defining response times. This guide covers what the dashboard should show and how to use it so nothing is left behind.
Why you need a single point for requests
Owners' requests arrive through different channels: a fault report from the portal, a question about the account statement by email, a document request over the phone. When each stays in its own channel, it is easy for one to get lost, and a forgotten request generates dissatisfaction, reminders and sometimes disputes over the manager's diligence.
A dashboard gathers all requests in a single list and shows their status. The manager no longer has to remember what is pending: they open the dashboard and see an up-to-date snapshot of what needs attention. It is the difference between managing reactively, replying to whoever pushes hardest, and managing methodically, following a clear order.
Status, priority and deadline of each request
The heart of the dashboard is status: open, in progress, awaiting third parties, closed. Seeing how many requests are in each status immediately gives the pulse of the situation. Alongside status, priority matters: a water leak in the common areas is more urgent than a request for a copy of an old set of minutes, and the dashboard must let you tell them apart.
Information on elapsed time is also useful: a request open for too many days should be highlighted so it is not buried under new ones. With AmministraPro the requests received from the portal flow into the dashboard with status and date, so the manager sees which have been waiting longest and can act before they become a problem.
- Request status, from open to closed
- Priority, to separate the urgent from the deferrable
- Time elapsed since opening, to highlight delays
- Owner and next planned action
Defining and meeting response times
A dashboard is useful only if it leads to defining clear response times. Establishing, for example, that every request receives a first reply within a set number of days helps owners know what to expect and the manager to organise. The dashboard makes this commitment measurable, showing the requests approaching or exceeding the set time.
This transparency also has relational value: an owner who receives confirmation that their request is being handled and an estimate of the timing is far more patient than one left without a reply. Communicating progress, even when the solution takes time, reduces reminders and tension.
From request to supplier intervention
Many requests, such as fault reports, are not closed with a reply but with an intervention. An effective dashboard links the request to the resulting action: assignment to a supplier, scheduling the intervention, confirmation of resolution. This way the request is not lost in the handover between whoever receives it and whoever resolves it.
Tracking the whole path, from the owner's report to closure after the intervention, creates a chronology useful in disputes over timeliness. AmministraPro links reports to suppliers and interventions, keeping a single thread between the request and its solution.
Using the dashboard for reporting
The dashboard is not only for daily management: the data it gathers tells how much work the manager has done for the building. Being able to show at the meeting how many requests were handled and in what time is a concrete way to demonstrate service quality, as well as to answer any generic criticism.
AmministraPro gathers owners' requests in a dashboard with status, priority and chronology, linking them to communications and interventions. You can see the request management and portal features on the /funzioni page and choose the plan suited to the number of your buildings on the /prezzi page.
Frequently asked questions
What should a dashboard of owners' requests show?
At least the status of each request (open, in progress, waiting, closed), the priority to separate the urgent from the deferrable, the time elapsed since opening to highlight delays and the next planned action. These elements let the manager see at a glance what needs attention and manage methodically instead of only replying to whoever pushes hardest, reducing the risk of forgotten requests.
Does the dashboard help meet the manager's duty of care?
Yes, indirectly. The manager has a duty of care in managing the common areas, and a forgotten request can turn into damage or a dispute. A dashboard that tracks all requests with status, date and chronology reduces the risk of overlooking one and provides documentary proof of how and when each was handled, useful in the manager's own defence.
How do I define realistic response times?
It is best to distinguish by type of request: an urgent report such as a leak requires an immediate reply, while a request for a copy of an old document can have longer timing. Setting a clear first-reply time and communicating it to owners helps manage expectations. The dashboard makes the commitment measurable, highlighting requests approaching or exceeding the set time.
Are fault reports managed from the same dashboard?
Yes, and this is where the dashboard adds the most value. A fault report is not closed with a reply but with an intervention: an effective dashboard links the request to assignment to the supplier, scheduling and confirmation of resolution. This way the request is not lost in the handover between whoever receives it and whoever resolves it, and a chronology remains useful in disputes over timing.
Can I use the dashboard data at the meeting?
Yes. The data gathered by the dashboard tells how many requests were handled and in what time, a concrete way to demonstrate at the meeting the quality of the service provided and to answer generic criticism of the manager's responsiveness. Presenting precise figures and chronologies, instead of vague statements, strengthens transparency with owners and trust in the firm's work.
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