Features & tools
The portal for tenants: what changes compared to the owner
Not all users of the condominium portal are owners. In many units a tenant lives, and their position with respect to the condominium differs from that of the property's owner: they pay certain expenses but not others, take part in the meeting only in specific cases and have their own information needs. A well-designed portal takes this into account, showing the tenant what concerns them without exposing data that belongs exclusively to the owner, and without confusing the two roles. This guide explains what changes in the private area for a tenant, which expenses and rights are theirs under Italian law and why the correct separation of roles is also a privacy matter.
Which expenses concern the tenant
The fundamental distinction is between expenses borne by the owner and accessory charges borne by the tenant. In general, the tenant bears the expenses linked to the use and enjoyment of the property and of the common services, while extraordinary expenses and those affecting the value of the asset remain with the owner. The split between owner and tenant has a settled reference in tenancy law and in the usage tables commonly adopted.
A portal that also serves tenants should make this distinction clear, avoiding charging the tenant amounts that belong to the owner. Clarity here prevents frequent disputes: the tenant who sees only the items within their responsibility understands what they pay and why, while the owner keeps full visibility over their unit.
- Accessory charges linked to the use of common services typically borne by the tenant
- Extraordinary expenses and works on the asset's value borne by the owner
- Individual consumption according to the criteria resolved and applicable tables
- A visible distinction in the portal between the two categories
The tenant's voting right
As a rule it is the owner who takes part and votes in the meeting. The tenant has the right to vote only in specific cases provided by law, in particular, under Article 10 of Law 392 of 1978, in resolutions concerning the expenses and the management of heating and air-conditioning services, areas in which they are directly affected by consumption.
A correct portal reflects this rule: it does not grant the tenant a general voting right that is not theirs, but it can inform them of meetings and, when the matter falls within the cases in which the law grants them a voice, manage their participation. Confusing the roles, showing the tenant full voting power, would be not only incorrect but a source of challengeable resolutions.
Communications and documents: what the tenant can see
The tenant needs practical information about the life of the building: maintenance notices, service interruptions, rules of coexistence, communications addressed to those who live in the condominium. This information can and must reach them, because it concerns their daily living in the property.
Different is the case of the owner's financial and asset data, such as the unit's overall accounting position or the documents relating to ownership of the asset: these normally remain reserved to the owner. The separation is not a technical whim but an application of the minimisation principle of EU Regulation 2016/679, whereby each person accesses only the data consistent with their role.
Why the separation of roles matters
Managing owners and tenants in the same portal without confusing their positions is a test of the software's quality. The risk is twofold: on the one hand exposing to the tenant data that belongs to the owner, on the other not providing them with the practical information they genuinely need. Good software avoids both errors by distinguishing profiles from the register onwards.
When roles are well separated, the owner retains full control over their unit and the tenant gets a clean experience, limited to what concerns them. In AmministraPro the register distinguishes each party's role on the unit, so the private area shows owner and tenant information consistent with their position; the role-management features and plans can be compared on the software's features and pricing pages.
Frequently asked questions
Can the tenant access the condominium portal?
Yes, if the administrator enables their access from the register, distinguishing the tenant role from the owner role. The tenant accesses information consistent with their position: notices about the life of the building, communications addressed to residents, accessory charges within their responsibility. The owner's own financial and asset data instead remains reserved to the owner, applying the GDPR minimisation principle.
Which condominium expenses does the tenant pay?
In general the tenant bears the accessory charges linked to the use of the property and of the common services, while extraordinary expenses and those affecting the value of the asset remain with the owner. The split between owner and tenant refers to tenancy law and to the usage tables commonly adopted. A well-built portal shows the tenant only the items within their responsibility.
Does the tenant have the right to vote in the meeting?
Only in specific cases. Under Article 10 of Law 392 of 1978, the tenant has the right to vote, in place of the owner, in resolutions concerning the expenses and management of heating and air-conditioning services. Outside these areas, the right of participation and vote belongs to the owner. A correct portal reflects this distinction without granting the tenant a general vote.
Does the owner lose visibility if the tenant uses the portal?
No. In a well-designed system the owner retains full visibility over their unit, including the accounting position and asset documents. The tenant accesses in parallel a profile limited to the information within their responsibility. The two roles coexist in the same portal without overlapping, thanks to the distinction of profiles defined in the condominium register.
How do you prevent the tenant from seeing the owner's reserved data?
Through the correct distinction of roles from the register onwards and server-side controls that filter data according to who is authenticated. The minimisation principle of EU Regulation 2016/679 requires that each person access only the data consistent with their role. Hiding data only in the interface is not enough: the separation must be guaranteed in the way the system responds to the app's requests.
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