Segmenting the recipients of a condominium communication

Why not send everything to everyone

Sending every communication to the entire condominium seems the safest choice, but it has a cost: owners get used to receiving notices that do not concern them and end up not reading even the important ones. An owner in stair A who receives ten notices about works in stair B will stop opening communications, and that is a problem when a meeting notice or a reminder that truly concerns them arrives.

Segmentation keeps attention high: those who receive only relevant communications tend to read them. It is a simple but decisive principle for effective communication, especially in large buildings or in super-condominiums with several buildings and differentiated services.

The most useful segmentation criteria

The most immediate criterion is internal geography: stair, building or block. It is perfect for notices tied to a system or a work affecting only part of the building. A second criterion is accounting: separating owners in good standing from defaulters allows targeted reminders without exposing those who have already paid.

A third criterion is the thousandths table or the cost group: some expenses, under Article 1123 of the Italian Civil Code, fall only on those who use a given service, and Article 1124 governs the apportionment of stairs and lifts. Communicating to those who share a certain expense only what concerns them makes the information clearer and consistent with the actual apportionment.

• By stair, building or block, for localised technical notices
• By payment status, for targeted reminders to defaulters
• By thousandths table or cost group, per Articles 1123 and 1124
• By role, distinguishing owners and tenants when the communication concerns them differently

Owners, tenants and other holders

Not all recipients of a condominium communication are owners. The tenant, the usufructuary and other holders may be concerned by different communications: accessory charges often concern the tenant, while decisions on extraordinary expenses involve the owner. Segmenting by role avoids sending the tenant notices that belong to the owner and vice versa.

With AmministraPro the register distinguishes the various parties linked to a unit, so a communication can be addressed to the correct recipient depending on the topic. This reduces the misunderstandings and clarification requests that arise when a notice reaches someone with no responsibility over that matter.

Segmentation and protection of personal data

Segmentation is not only a matter of efficiency but also of respecting the minimisation principle under the GDPR, Regulation EU 2016/679: data must be processed only as far as necessary. Sending a default reminder to the whole condominium, naming who has not paid, may constitute an improper disclosure of personal data, whereas a communication targeted at the individual concerned respects their privacy.

Care is also needed with the send method: when writing to a group of recipients, you must avoid each seeing the others' addresses. Software that sends individual communications, while starting from a single text, protects each owner's privacy without giving up the convenience of mass sending.

How to set filters in the software

In practice, segmentation starts from the data already present in the register and in the accounts. If the building is organised by stairs and buildings and owners are associated with their units, filtering recipients becomes a selection of a few clicks. The same applies to payment status, which the software knows from the recorded transactions.

AmministraPro lets you select the recipients of a communication by applying these filters while still sending an individual message to each. You can see the targeted communication features on the /funzioni page and assess the plan suited to the number and complexity of your buildings on the /prezzi page.

Frequently asked questions