Features & tools
Automatic multichannel notifications to owners
Automatic multichannel notifications are the system with which the manager informs owners by choosing, for each type of communication, the most suitable medium: a practical notice can travel by email, reserved area or app, while an act that requires proof of receipt must be sent with tools such as certified email or registered mail. The distinction is crucial, because not all communications carry the same legal weight. Article 1129 of the Italian Civil Code requires the manager to keep owners adequately informed, but some duties, such as convening the owners' meeting, require by law channels that prove receipt under Article 66 of the implementing provisions. In AmministraPro notifications start from the real management data and use the contacts already recorded for each unit, so the channel is consistent with the type of communication.
Not all communications carry the same value
The first principle of multichannel is to distinguish courtesy communications from those with legal value. A due date reminder, a notice of works in progress or the publication of a document in the reserved area are practical information, well served by a fast channel. Convening the meeting or a formal demand, by contrast, require a means that proves receipt.
Using the wrong channel for the wrong act is a real risk: sending a convocation with a simple informal notice does not meet the legal requirements and can make the resolutions voidable under Article 1137 of the Italian Civil Code. Well designed multichannel associates the right medium with each communication.
The channels and their typical use
Each channel has strengths and limits. The choice is not which is best in absolute terms, but which is suited to that specific communication and to the recipient's profile.
A system that governs them in a unified way prevents the manager from sending the same message by hand across several media, with the risk of omissions and duplicates.
- Email and reserved area for ordinary notices and consultable documents
- App and push notifications for short, timely messages
- Certified email and registered mail for convocations, demands and acts needing proof of receipt
- Digital noticeboard for communications addressed to the whole condominium
- An alternative channel for the owner who does not use digital tools
Timeliness without flooding with messages
Multichannel is meant to inform in good time, not to multiply messages. Sending the same communication on every available channel is counterproductive: it generates noise, the recipient stops reading and important communications get lost among the superfluous ones.
The practical rule is one primary channel per type of communication, with a reinforcement only for genuinely important notices. An automatic system helps to keep this discipline, because it applies consistent rules instead of depending on an ad hoc choice of the moment.
Updated contacts and respect for privacy
The effectiveness of notifications depends on the quality of the contacts: an email address not updated after a transfer of ownership makes any automation useless. Maintaining the contact records is therefore an integral part of the system.
Since this is personal data, notifications must be sent only to those entitled and for management purposes, under the GDPR principles of data minimisation and purpose limitation. In particular, communications that report amounts owed by individual owners must be addressed only to the person concerned, without exposing their position to the others.
Frequently asked questions
Do email or app notifications have the same value as certified email?
No. Email, reserved area and app are excellent for practical communications, but they do not prove receipt like certified email or registered mail. For acts that the law requires with proof of receipt, such as convening the meeting under Article 66 of the implementing provisions, qualified channels are needed. Multichannel associates the appropriate medium with each communication, it does not treat all channels as equivalent.
Is sending the same communication on all channels a good idea?
Usually not. Duplicating every message across every medium generates noise, the recipient stops reading and important communications get lost. The effective practice is one primary channel per type of communication, with reinforcement only for genuinely important notices. An automatic system helps keep this discipline by applying consistent rules instead of ad hoc choices, avoiding flooding owners.
How do you handle the owner who does not use digital tools?
An alternative channel must always be guaranteed, because the duty to inform owners applies to everyone and cannot exclude those who do not use email or an app. Multichannel does not impose the digital, it places it alongside traditional means. For acts with legal value, moreover, channels such as registered mail or certified email remain necessary anyway, which also cover those without their own digital tools.
Do automatic notifications raise privacy issues?
They can, because they use owners' personal data. They must be sent only to those entitled and for management purposes, under the GDPR principles of data minimisation and purpose limitation. In particular, a notice reporting an amount owed must be addressed only to the owner concerned, without exposing their position to the others. Updated contacts and access to data limited to the necessary roles complete the protection.
Does AmministraPro send notifications on several channels?
AmministraPro generates notifications from the management data and uses the contacts already recorded for each unit, so the channel is consistent with the type of communication and does not require repeated manual sending. The supported channels and available features are described on the /funzioni page, while the coverage of each plan is set out on the /prezzi page.
Try AmministraPro
Accounting, thousandths-based cost splitting, meetings, communications and artificial intelligence in a single Italian software, compliant with UNI 10801 and GDPR.