Category: Housing Society Software

Dos and Don’ts of Road Maintenance within your Society Gate

Roads are absolutely necessary for every apartment complex. They are used for easy commuting and also add an element of beauty to the society. But all of it becomes null if the roads are damaged or unusable. It is important to keep the roads in top condition so as to not hamper the daily life within your gates.

What is the need for maintenance?

Roads that are in regular use often end up riddled with potholes and wear-and-tear. This can be avoided if they are subjected to regular maintenance. Not only is it more cost efficient, but well-maintained roads also increase the property value of the entire complex.

In order to ensure that the roads are properly maintained, take up the issue with the apartment association during resident body meetings. While residents can take small steps in order to contribute, the apartment association can get the maintenance team to do the difficult tasks.

What are the types of problems?

1) Cracks: Cracks may form on the surface either due to repeated use or due to environmental degradation. Fatigue cracks occur due to the added effects of wheel loads. Environmental cracking develops in asphalt as it ages and is subjected to everyday temperature changes. These cracks are very small when compared to fatigue cracks  Water and dirt should be prevented from entering cracks as they might grow worse this way.

2) Surface Wear: Wear on the surface mainly occurs due to tire wear and material degradation (ravelling). Its maintenance includes removing the surface and/or covering up the surface which is worn. Surface treatment depends on the severity of the surface wear.

3) Rutting: This signifies permanent degradation in the layers of the road. This can happen if the structure design is improper or if the roads are overloaded. It can also happen if the surface layer is of poor quality.

4) Potholes: Pits or holes produced by wear or weathering on the road surfaces can be fixed through surface treatments.

What are the maintenance measures?

The roads in an apartment complex undergo a lot of destructive changes. The apartment association will have to take on different approaches based on the problem involved. Firstly,  residents should be constantly updated about the need to maintain roads by the apartment association. Littering on roads should be strictly prohibited and waste bins should be provided for this purpose. Stagnant bodies of water should be immediately cleared, especially after rain and the roads should be swept regularly by the maintenance crew.

Crack sealing is a process that’s followed in order to maintain roads and surface treatment can be done in order to prolong the life of the particular road. This treatment measures should be taken up by professionals, who can be hired by the apartment association.

A lot of factors affect the type of maintenance undertaken within the housing complex. These include the type of distress, vehicle loading, the general climate in the region, the cost of treatment; the roads expected life, the existing road type, and availability of good materials.

Residents can help maintain the quality of roads within the apartment complex by giving regular feedback on their defects to the management as well as bearing with the inconvenience caused during the repair of the roads.

Thankfully technology can add a touch of convenience while undertaking this task. ApnaComplex provides an integrated society management solution that can help you easily communicate with your fellow residents. Residents can use the Helpdesk feature to notify the committee of any defects that may need attention. On the other hand, committee members can use the ApnaComplex forums to raise notices that can be sent out to all the residents to keep them well-informed of the progress.


Product Enhancement: ApnaComplex now supports Printing on Cheques

Tired of writing cheques for your society expenses? We now support printing directly from the portal onto cheques.

This helps to ensure there are no data entry errors or cheque writing mistakes. Saves time for you.

You can find the “Print Cheque” icon on Expenditure->Expenses and on Expenditure->Bills->View/Record Payments screen beside the payments entered.


Communicate effectively with ApnaComplex communication tools

Communication-ToolsApnaComplex has always tried its best to offer the best possible facilities and tools to its users. Communication gap has always been a problem in most of the apartments. There is a lack of an effective communication system among co-committee members or between the apartment management committee members and residents. Understanding this gap, ApnaComplex offers various communication tools to its users for their convenience.

Overview of ApnaComplex Communication Tools:

(1)Notice Board 

(2)Forums (Classifieds, Discussion Forum, Notice Board, Groups, Polling Booth )

(3)Email/Message

(4)SMS

(5)Repository

(6)Wiki

screenshot-apnacomplex (1)

 

As an ApnaComplex member (whether you are part of apartment management committee or not) you may need to do one of the following at some point in time:  

(a) Communicate with all residents

(b) Send out personal or one-to-one messages

(c) Communicate with Administrator of your portal

(d) Communicate with Committee

(e) Communicate with Registered Owners

(f) Communicate with sub-groups of residents

(g) Reach out a larger connected, trusted audience

When you need to send a message across to and individual or a group in your residential complex, there are different communication options to choose from for different communication scenarios. This can be a bit confusing for a new user!

We will publish a series of blogs for you to understand exactly which communication tool will be best suited for what scenario and the guidelines to use the same. Let us know your doubts, queries on ApnaComplex communication tools by commenting on this blog and we can help you solve them. Log onto www.apnacomplex.com regularly for more information on ApnaComplex communication tools.


ApnaComplex substantially improved realization of timely maintenance payment and past dues

Mr. Pankaj, committee member of Fern Saroj Apartments in Bangalore wrote to us today on how ApnaComplex.com streamlined the finances in the society :)

At Fern Saroj, we adopted ApnaComplex in August 2013.I am happy to say that within 2 months period we migrated our current fiscal accounts to the portal.

It has drastically improved our communication with residents on money matters and has also substantially improved realization of timely maintenance payment and recovery of past dues.

This was possible due to very easy access to accounting records. Paper work is now literally zero.

Must also add, that the support from ApnaComplex has been excellent with first human response always coming in within 15 minutes. Way to go !

We are super charged up after receiving this note! Thank you so much!


Want to manage your apartment easily and financials transparently in your Housing Society? – Get on to ApnaComplex – Today!

ApnaComplex is India’s #1 mobile and web based Apartment Management Software.

ApnaComplex is designed to make the life of residents and owners lot better by bringing in more transparency and accountability in managing a housing society. Check out why we say ApnaComplex is Best Apartment Management Software and sign up your society today to get the benefits! We offer ApnaComplex – Free Edition with awesome capabilities which you can use free of cost forever.


ApnaComplex has helped us streamline our communications, consolidate our materials and improve our management of the community

Ms. Camaron Vallepalli, committee member of Adarsh Vista Villa Owners Association, a 200 unit villa community in Bangalore wrote to us today how ApnaComplex.com helps their community 🙂

We have been using ApnaComplex for about 7 months now and we are very happy with service and the product. We did extensive research before deciding to use ApnaComplex and we have never regretted our decision. We are a smaller community that is entirely run by volunteers. Using ApnaComplex has helped us streamline our communications, consolidate our materials and improve our management of the community. There are two features in particular that have been very beneficial to us: community SMS and the payment portal.

We use community SMSs to give warnings about disruptions in services as well as to inform people about upcoming meetings and events. This has been a huge help as people now feel they get timely updates on important information.

The use of the payment portal has allowed us to greatly reduce the number of hours we used to spend going door to door to collect payments from individual owners. It has also facilitated timely payments from owners who do not live in the city or even in the country.

Finally, we would like to mention that the support we have received from ApnaComplex has been tremendous. Every time we have a question or a suggestion it is taken up in a very effective manner.

We are very pleased with ApnaComplex and look forward to utilizing even more features to further improve our community!

We are super delighted to receive this note! Thank you so much!


Want to manage your apartment easily and financials transparently in your Housing Society? – Get on to ApnaComplex – Today!

ApnaComplex is India’s #1 mobile and web based Apartment Management Software.

ApnaComplex is designed to make the life of residents and owners lot better by bringing in more transparency and accountability in managing a housing society. Check out why we say ApnaComplex is Best Apartment Management Software and sign up your society today to get the benefits! We offer ApnaComplex – Free Edition with awesome capabilities which you can use free of cost forever.


Announcing Community Wiki – Central Place for Content of your Society

We are happy to inform you the release of Wiki – a brand new feature that shall help you streamline publishing of various policies, procedures, guidelines, newsletters, FAQs etc. in your society.

Wiki is essentially a central place to put all your society related “content”.

You might ask “Does ApnaComplex not have a repository where we store all documents, already?” – Yes, Repository is for documents (like AMC Contracts, Quotations etc.), Gallery for pictures, and Wiki is for “Content”. The content we refer here is new information created – like a Monthly News Letter, a Policy on Pets, Swimming Pool usage guidelines, Diwali Celebration Tips, a simple Getting Started for your new tenants – the list is endless.

With Wiki, you can now create new “Articles” that can be revised any number of times by various people (with relevant permissions) and the final version can be published to the members. You can see all the past versions of the article and even compare two revisions to know the changes. Just like with every thing else, you can control the accessibility of the articles to only owners, only committee members and so on.

Members can see all published articles directly in the portal – just like browsing any website. There is no need to download any document to read it. This content stays there permanently – unlike a notice that gets expired after few days.

With help of Wiki – we now take the collaboration with in the community to next level as multiple people can keep updating a draft before it gets published. Makes lot easier to review.

There are two new roles – Wiki Author and Wiki Publisher added as well – Authors can contribute to content where as Publisher shall can not only contribute content, but also finalize it and publish to the entire community.


Launching Complaint Box Analytics in ApnaComplex

These are exciting times at ApnaComplex!
In close heels of the Rules Engine for Dynamic Housing Socities unique feature, ApnaComplex now offers yet another cool feature.

As a first step to provide visual insights into the society happenings, we now support a graphical view of the Complaint Box data.
Complaint Box is the most widely used feature by all our users and now committee members can see the associated data visually in histograms, line charts and pie-charts. Complaints can be sliced and diced on various parameters – category wise, block wise, status wise, turn around time wise and so on to give you an excellent understanding of the areas that need focus and staff that might be over/under utilized.
Trends across Complaint Categories in the Housing Society
Breakup of Complaints filed with a Building of the Apartment Complex Sample Report of a Complaints raised in a particular category across various Buildings of the Apartment Complex

What makes these charts exciting is the dynamic nature of the charts – you can turn on/off some data elements easily and the charts instantly refresh. For example – if you do not want complaints from one block to be shown – just deselect the block name and the graphs are redrawn instantly.

Head to the reports list under reports to access the new graphical reports.


Want to manage your apartment easily and financials transparently in your Housing Society? – Get on to ApnaComplex – Today!

ApnaComplex is India’s #1 mobile and web based Apartment Management Software.

ApnaComplex is designed to make the life of residents and owners lot better by bringing in more transparency and accountability in managing a housing society. Check out why we say ApnaComplex is Best Apartment Management Software and sign up your society today to get the benefits! We offer ApnaComplex – Free Edition with awesome capabilities which you can use free of cost forever.


Announcing Rules Engine in ApnaComplex for Dynamic Housing Societies

Continuing with the tradition of innovation, ApnaComplex now offers, a first of its kind in any Housing Society Software, a rules engine for housing societies to implement automated billing to members based on any number of conditions.

So, what is this rules engine?

Rules Engine offers ApnaComplex administrators a mechanism to get list of units (flats / villas) based on criteria conigured by the administrator. Let us say, you want to know list of rented flats where vehicle count is more than 3 and resident count is more than 6. In life with out ApnaComplex you would have to get the data from multiple sources and then try and count manually or write couple of excel macros. Its super easy to get this with the rule engine. Create three rules, combine them to create a rule set, execute the rule set to get the list of flats.

Committee Member of a society that adopted ApnaComplex 🙂

That sounds fun. But what is the real utility of this in a Society Accounting Software?

Imagine if you were to do billing to members based on a conditions like number of parking lots owned, number of residents in the house, who occupied the flat etc. This data is dynamic and can potentially change every month when you are ready to invoice. It takes enormous amount of time to accurately raise an invoice. With help of rules engine, you can create the conditions that impact your billing as rules, group them as rule sets and save them. When you are ready to invoice, just execute the rule set to get list of flats and then use that to raise the invoices on selected units.

Can I use the rules engine with recurring invoices feature of ApnaComplex?

Absolutely yes, you can now configure recurring invoices to execute one or more rule sets and then add charges for ONLY those units that meet the conditions mentioned in the rules. Now, that is mighty powerful – the system automatically executes rules that are defined by the admin on a periodic basis and then generate invoices to only those flats that meet the conditions. Zero manual intervention.

What if billing criteria in my housing society changes?

You can change the conditions and the threshold values for the conditions any time you want.

I can’t wait to use it. Where do I find it?

If you already using ApnaComplex, go to Income->Member Income. Click Setup Rules to get started.
If you want to get started with ApnaComplex, register your society and get started!

Is there anything else I can do with the rules engine other than billing?

Stay tuned for more ways of using this unique feature in ApnaComplex 🙂


Want to manage your apartment easily and financials transparently in your Housing Society? – Get on to ApnaComplex – Today!

ApnaComplex is India’s #1 mobile and web based Apartment Management Software.

ApnaComplex is designed to make the life of residents and owners lot better by bringing in more transparency and accountability in managing a housing society. Check out why we say ApnaComplex is Best Apartment Management Software and sign up your society today to get the benefits! We offer ApnaComplex – Free Edition with awesome capabilities which you can use free of cost forever.


Announcing Asset Maintenance Calendar in ApnaComplex

Announcing a new tool under the Smart Facility Management Tool-set available in ApnaComplex – Asset Maintenance Calendar.

In ApnaComplex you could always attach a maintenance schedule to assets and asset groups. In addition to the recent feature of Automate Facility Maintenance Procedures in ApnaComplex, ApnaComplex now supports a ca lander view of the entire asset maintenance schedule.

The calendar can be viewed at individual asset level, asset group level or for all assets with color-coded entries for activities that are overdue. Go to Directory->Assets to see the new calendar for all assets and asset groups! Click on the ‘View Maintenance Schedule’ in the asset list and asset group list for specific activities.


Want to manage your apartment easily and financials transparently in your Housing Society? – Get on to ApnaComplex – Today!

ApnaComplex is India’s best web based housing society accounting software.

ApnaComplex is designed to make the life of residents and owners lot better by bringing in more transparency and accountability in managing a housing society. Check out why we say ApnaComplex is Best Apartment Management Software and sign up your society today to get the benefits! We offer ApnaComplex – Free Edition with awesome capabilities which you can use free of cost forever.


ApnaComplex Management Tools Enhancement: Track Ownership History of every Flat/Villa

We have released a new tool as a part of Society Management Tool-set – ‘Ownership History’.

Resale of flats is a very common transaction in most housing societies and there is a need to track such re-sale or ownership change as it impacts the association member list. Quite a few societies charge the new owners a ‘Transfer Fees’.

ApnaComplex, the leading Apartment Management Software now has a new module just to track ownership changes. All along, ApnaComplex was able to track changes to resident data through the ‘Member Directory’ module. The new module exclusively focuses on Ownership Changes and to maintain the history of ownership of a given flat / villa.

Administrator can now add/delete/update Ownership Records to each flat. When adding a new Ownership Record, admin will have to enter the various new information like owner name, purchase / registration date and other information necessary to create the record. Any past dated or future dated records can be added as well. The system automatically considers the record with latest purchase date as the current owner. All records with past dates will continue to be there in the system and can looked up at any time.

Like with all other bulk upload features in ApnaComplex, Administrators can import data into the portal using an excel sheet (template provided) here as well! Makes life easy, doesn’t it?

Members will not be able to see these records and exclusive access is provided only to Administrators.

With the already existing features of Tenant Lease Management and ability to associate multiple documents to every flat / unit, the ownership tracking nicely fits into the society data management tool-set.

Head to Reports->Registers->Ownership Details to get started!


Want to manage your apartment easily and financials transparently in your Housing Society? – Get on to ApnaComplex – Today!

ApnaComplex is India’s #1 mobile and web based Apartment Management Software.

ApnaComplex is designed to make the life of residents and owners lot better by bringing in more transparency and accountability in managing a housing society. Check out why we say ApnaComplex is Best Apartment Management Software and sign up your society today to get the benefits! We offer ApnaComplex – Free Edition with awesome capabilities which you can use free of cost forever.