Resolving Challenges in Facility Management

Facility Management: Challenges & Solutions

The modern gated community is often designed as a self-contained space that takes care of all the residents’ needs within the premises. This includes rest and recreation facilities like a gym, swimming pool, clubhouse, spa, and play areas. Hence, one of the key functions of the Management Committee and facility managers is to ensure top-notch facilities. 

Well-maintained facilities are not just important for ensuring a high standard of living, their presence can also raise the capital value of the property. Simply put, these facilities attract more buyers and tenants, adding to the value of the property. But managing these facilities is not without its challenges.

Challenges of Managing Facilities in Gated Communities

As areas with high footfall, usage, and expectations, facilities management can involve a wide array of expertise. This can range from dispute resolution to crowd control, billing, and asset management. Facility managers often find themselves juggling between these different skills and challenges. 

ApnaComplex Facility Management module was designed in collaboration with MCs, admins and residents to address these unique challenges. Here are some common problems and how you can resolve these with ease: 

Ensuring compliance

The biggest challenge for facility managers is ensuring the right usage. Members often do not know the appropriate rules and regulations or choose not to follow them. Improper usage can result in damage to the equipment. Moreover, it can impact the health and safety of other users.

Solution: Rules and regulations should be added to the Facility Management module on ApnaComplex. It can include rules like mandatory non-marking shoes in badminton / squash courts. Relevant rules are displayed whenever a resident books a facility. To further ensure compliance, the MC can also impose fines which are also clearly communicated via ApnaComplex. 

Overcrowding at peak times

Peak times like evenings and weekends often see increased traffic with most residents queuing up for a spot of R&R. Overcrowding at these times can cause irritation, short tempers, and disputes. 

Solution: Ensure regulated access through a facility reservation system where the resident has to book access for a particular time. Bookings can be further segregated by time, automatically ensuring that there are no double bookings. Read our article, Facility Management: How Digitalisation Improves Access and Efficiency to learn more about facility reservation. 

Restricting access 

There are times when the MCs may need to completely block facility access. This can be due to maintenance / repair work or special circumstances like COVID-related curbs. However, it can be difficult to let people know in time.

Solution: Remove the relevant time slots from the facility booking module to automatically restrict access. Residents can be informed in advance through the ApnaComplex community Notice Board and Discussion Forums. Notices can also be pinned on the home screen under ‘Community Updates’. This ensures wide visibility. 

Timely invoicing

It is not uncommon for many societies to charge for certain facilities like a creche or playhouse. Even free-to-use facilities may have additional charges for guests. The problem occurs when these charges are not intimated in advance, leading to irate users. Payments can also get delayed. 

Solution: Residents should be informed of charges at the time of the booking with the payment collected in advance. The ApnaComplex Facility Management module in ApnaComplex ensures both by adding the payment option at the time of booking the facility. 

Inventory tracking

Managing inventory is the key task for any facility manager. From light bulbs to gym equipment, keeping track of ever-moving inventory is both difficult and tedious. Managers must also ensure that there are no misappropriations or shortages. 

Solution: The ApnaComplex Facility Management module includes an inventory tracker where you can categorise and organise all inventory items like chairs or sports equipment. You can track stock levels, consumption, and purchases. This helps in understanding consumption patterns which are critical in optimising inventory. 

Asset management 

Some of the biggest expenses in gated communities revolve around asset management. Depreciation is inevitable and assets like fire extinguishers, sofas, gym and sports equipment break down all the time. The challenge for managers lies in reducing asset downtime.

Solution: The most effective way of reducing asset downtime is regular maintenance. The asset tracker in the Facility Management module provides a single view for all assets and service history including AMC details. Managers can also input future maintenance schedules and set up reminders before the due dates. 

To know the full extent of cost optimisation you can accrue from the facility management module, read our article, Facility Management: How Centralisation is Changing the Game.

To know more about the ApnaComplex Facility Management module and how you can leverage it to meet any challenge, write to us at support@apnacomeplex.


All you can do with ApnaComplex Gatepass

7 Benefits of the ApnaComplex Gatepass You Should Know About

One of the biggest challenges for every gated community is ensuring security. It is one of the prime concerns for residents and the reason they don’t mind paying high maintenance charges. In this scenario, digital visitor management systems have emerged as a pivotal solution that brings together efficiency with comprehensive oversight. 

ApnaComplex Gatekeeper is a cutting-edge digital visitor management solution. One of its efficiency tools is the Gatepass. A digital Gatepass is issued on the phone by the resident or the admin to indicate that the bearer is allowed to enter or carry out goods from the society. It is designed to allow the guard at the society gate to automate entries or exits without checking with the resident or the admin staff. 

What is a Gatepass?

A gate pass is a simple document, often a paper, that allows the movement of people or material in and out of large-scale establishments like factories, warehouses, or offices. A gate pass is typically issued to keep track of inventory and people moving in or out of the premises. ApnaComplex Gatepass substitutes the paper document with a digital gate pass for the same purpose. 

Benefits of a Gatepess

A Gatepass can have many benefits, including:

Pre-approve visits:You can approve guests or delivery agents in advance. Send a Gatepass to your friends or relatives before their arrival. Entry for delivery people is automated through this system. In most societies, Gatepasses are mandatory for domestic workers. 

Time efficiency:Imagine getting multiple notifications a day every time a delivery person or domestic staff enters the premises. You have to approve their entry every time. This can be a tedious process, especially during a workday. It can be even more disruptive during an event such as a party where you will have to approve multiple visitors. You can avoid the hassle by simply pre-approving all such entries with a Gatepass.

Enhanced security:Every society has regular visitors which include staff and domestic workers. For foolproof security, it is important to ensure that there is some record of their entry and exit. Through Gatepass, society admin can enforce a system of registration for domestic staff as provided in the ERP (Enterprise resource planning) system. The Gatepass also ensures that all visitor details are registered in time by the residents. 

Accurate records:Manual systems are susceptible to human errors. The guard or the visitor can make an error in putting in the required information. A digital Gatepass is issued to the visitor’s phone and hence, ensures that the contact information is always accurate. 

Tracking visitors:How do we track the many people who enter and exit a society? The legacy systems relied on guards at the gate registering every entry manually. However, there could be some obvious misses as they often fail to note down every detail. In addition, this system rarely recorded exits. In other words, there was no way to track visitors in the premises. Under the Gatepass system, all entries and exits are recorded. In addition, visitors must also record the home or homes they are visiting. This allows us to keep a track of visitors like delivery staff who may be visiting multiple homes.

Tracking goods: Other than the Gatekeeper, Gatepass is also integrated with the Asset Management module of ApnaComplex. This enables the admin to keep track of goods that are taken out of the society. For instance, if a repair person is taking out gym equipment, this would be tagged against the person. You can also take pictures of the material before issuing a Gatepass which can then be checked at the gate. You can read about this in our article on tracking goods via Gatepass here

Convenience: A Gatepass is a convenient tool that saves us time and effort. As a digital interface, it smoothens the process of allowing the entry and exit of people and goods from the society. It has replaced the system of making calls or sending paper chits for the same purpose. Simply put, a digital Gatepass is easy to issue and even easier to check at the society gates. 

If you want to know more about the benefits of Gatepass, get in touch with us at support@apnacomeplex or call 80886 11229. Our team will help you understand the various features of ApnaComplex Gatekeeper and how you can leverage it maximise security.


5 Things to Check Before Renting Your Next Home

Looking for Rentals in a Gated Community? Factors You Must Consider

Gated communities offer a high living standard with several easily available amenities and facilities. Hence, making it an attractive option for a rental. With easy access to repair and maintenance services, sporting facilities, and add-on amenities like clubhouse, salon, and spa, these societies have emerged as the most preferred address for the urban dweller.

However, given associated costs like maintenance charges, rents in gated communities also tend to be higher than average. When we consider the skyrocketing rentals today, it can constitute a major bulk of your income. As this will also be your home for the immediate future, it is highly worthwhile to make your choice after due consideration. 

ApnaComplex Rentals offers a one-stop rental management service that acts as a digital matchmaking service for tenants and landlords in gated communities. You can find your home in gated communities by India’s leading developers with just a few clicks. 

Ticking the Rental Checklist

These are the factors that you must consider when picking your home:

Location: Like in any other real estate, the prime factor is location. Multiple factors decide the ideal location, from proximity to the workplace to school or college. Apart from these personal preferences, it’s also advisable to look for a home that is close to necessities like public transport, hospital, or a market.  

Rent: The second most important aspect is the rent. It’s important to set a budget and then look for a home within that range. When calculating the rent, you should also consider upfront deposits and maintenance charges. Check if maintenance charges are included by default or if these will be in addition to the rent. 

Maintenance: One of the most compelling reasons for living in a gated community is its well-maintained appearance. Common areas are regularly cleaned and any broken down equipment or furnishing is quickly repaired or replaced. This is why it’s important to do a thorough inspection of the premises and check common facilities like the clubhouse, playing and meeting areas. 

Security: Many families prefer to rent in gated communities because of round-the-clock security. Modules like ApnaComplex Gatekeeper are designed to keep track of people coming into the society while notifying you of every entry. The two-tier security system ensures maximum security from any intruders. So, take your time to assess the security and check if they have appropriate measures in place. 

Personal preferences: Apart from the factors above, each of us can have personal preferences like a pet-friendly or family-friendly environment. You can check with the landlord on any relevant rules and regulations. Families can check for family-friendly spaces like play areas or hobby groups in the society. Similarly, pet parents should check if the society has strict rules regarding access for pets. For further clarity, you can read our article here on how you can find your next home as a pet parent.

Finding your Home with ApnaComplex

ApnaComplex offers an all-inclusive rental management service where you can find your home in a gated community without any hassle. With extensive options that span different criteria, the listings can meet varied preferences. 

Listings have necessary information like area, maintenance charges, security deposits, floor, number of bathrooms and bedrooms, and whether or not it is furnished. It can also be accompanied with detailed descriptions like availability of parking, clubhouse, play area, power back-up, and availability of community hall. 

Other than easy listing, you can get support for rent negotiations and extensive move-in assistance. The app also offers household services to help you move in smoothly. This can range from movers & packers to cleaning services. 

If you want to know more about ApnaComplex Rentals, visit realty.apnacomplex.com or write to us at rentals@apnacomplex.com.


Hyperlocal Businesses & Gated Communities

Encouraging Hyperlocal Businesses: How are Gated Communities Making a Difference

Hyperlocal businesses have always been an important part of India’s commercial landscape. The neighbourhood kirana store and the all-purpose repair shops have been the mainstay of their locality. But these veterans faced a threat with the arrival of mega e-commerce stores that offered goods and services at the consumer’s doorstep. 

ApnaComplex offers an innovative solution to flip this imbalance, offering small businesses an innovative solution to regain their market. It connects hyperlocal businesses with gated communities through the app. It offers them easy access to a market with high spending potential. At the same time, it provides residents with the opportunity to encourage and empower local businesses. 

What is a hyperlocal business?

Hyperlocal refers to a highly specific geographic area or locality. Hyperlocal businesses cater to the needs of this specific community through the local ecosystem. It focuses on personalisation and the needs of the local consumers. Modern hyperlocal business models also include digital aggregators like ApnaComplex that can help deliver goods and services to the consumers’ doorstep.

Lagging smaller businesses

Even before the pandemic, concerns were raised about predatory pricing by large e-commerce stores to cut out the competition by small sellers. The e-commerce market was growing by more than 20% by the end of 2017. The pandemic only made the gap wider with 82% of small businesses forced to slow down during the pandemic. 

On the other hand, large online marketplaces had the funds, technology, and the ability to quickly adapt to changing conditions. As a result, these businesses were able to dominate the market, taking over the traditional consumer base from hyperlocal businesses. 

ApnaComplex reverses this digital gap by offering hyperlocal businesses an opportunity to reconnect with gated communities, thereby establishing their presence in a rapidly growing demographic with high spending potential. 

Cashing in on the India Consumption Story

Gated communities are fast emerging as a high-spending demographic, accounting for 32% of the population in the top 50 cities of India. This is a significant number, especially if we consider their spending power. Typically, rents and maintenance charges are higher for a home in a gated community. Hence, their residents are likely to have a higher discretionary income than the average consumer. 

Not only is this a substantial market, it is also a rapidly growing one. Gated communities are expected to house more than 24 million households with the average household income reaching USD 19-20k in the next 5 years. In short, the gated communities are fast emerging as an important consumer demographic. 

Leveraging hyperlocal businesses with ApnaComplex

In this scenario, gated communities can play a critical role in helping smaller hyperlocal businesses through ApnaComplex. As a community management app, it has a high adoption rate, which means that almost every household has at least one user in a partner community. Businesses can reach these residents through the app’s home services segment. 

These services include pest control, cleaning, painting, rental RO, and home painting. The app acts as a digital marketing tool where businesses can also make special offers, discounts, or other strategies to further attract new customers. 

The easy access to these value-added services is designed to improve the ease of living in gated communities. The aim is to bring a range of convenience to the residents’ doorstep, anticipating and meeting their every requirement. By connecting the average resident with hyperlocal businesses, ApnaComplex now also offers these communities to leverage their collective buying to empower and build local businesses. 

If you want to know more, write to us at support@apnacomeplex or call 80886 11229. 


New feature Alert: Rentals by ApnaComplex

ApnaComplex Launches Rental Feature. Now, Move within Leading Gated Communities with Ease

Going by the latest trends in India’s top cities, finding a suitable home is becoming increasingly challenging. At the same time, homeowners are also concerned about finding the right tenant and maximising their rental yield. Keeping this in mind, ApnaComplex has launched a rental feature on its app, empowering its users to easily find tenants or their dream homes within its partner gated communities. 

With ApnaComplex Rentals, landlords can list their property on the app and find tenants with ease. Tenants can check the inventory and select the most suitable option in just a few clicks. By creating a renting system within the ApnaComplex ecosystem, it also ensures verification and trust in these transactions. 

At the same time, the platform also ensures data security for all users. As an ISO/IEC 27001:2013 Certified company, it is committed to preserving users’ privacy, meeting compliance requirements, and maintaining control. 

What is ApnaComplex Rentals?

ApnaComplex Rentals is a one-stop rental management service that can be accessed through the app. It combines a hybrid online-offline approach to provide homeowners and tenants with end-to-end rental services. Landlords can list their properties on the app while tenants can look for suitable options from the extensive inventory. 

The ease of online search and documentation is backed by offline services through a dedicated Estate Portfolio Manager who acts as a bridge between the landlord and the tenant. The manager offers personalised services such as safekeeping of key, managing site visits, and support in negotiations. 

Together, this hybrid approach ensures that both landlords and tenants can get the best from any rental transaction. To know more, read this article on the integration of data insight with personalised service. 

Features of ApnaComplex Rentals

Some of the special characteristics of ApnaComplex Rentals are:

  • Hassle-free property listing and inventory search
  • Safekeeping of keys
  • Property visits
  • Assistance with negotiations and agreements 
  • KYC and tenant/property verification
  • No subscription fees  
  • Data privacy 

Why go for ApnaComplex Rentals?

ApnaComplex Rentals offers several benefits that include: 

Verification: The feature can be accessed through the ApnaComplex app which ensures in-built verification. To list a property, homeowners have to select from their approved home in a gated community. Since a unit is typically added only after due diligence by the society Management Committee (MC), the landlord’s credentials are automatically confirmed. The same rule also applies to tenants whose credentials have been similarly verified. This verification is also backed by our team of dedicated estate managers. 

Convenience: With ApnaComplex, landlords can list their property with ease and find tenants without any hassle. Similarly, tenants can search for suitable options from an extensive inventory with just a few clicks. As a one-stop rental management system, it offers end-to-end assistance that includes tenant KYC, support with negotiations and drafting rental / lease agreement. The estate managers are also responsible for the safekeeping of keys and handling all site visits.  

Freedom multiple brokers: Typically, people have to deal with multiple brokers when finding a tenant or a rental home. This can mean a disruption in one’s schedule and a sustained effort. With ApnaComplex Rentals, you have to deal with a single estate manager. 

Home in gated community: The ApnaComplex Rentals connects landlords and tenants in the app ecosystem which includes gated communities by some of the leading developers. It means that your future home can be in one of the best-managed communities in India. Gated communities have emerged as a desired address because of the hard work of MCs and Resident Welfare Associations (RWA) that is further facilitated by ApnaComplex to create a high liveability index in these communities. 

Ease of Move-in / Move-out: With the Move-in / Move-out feature in ApnaComplex, landlords, tenants, and societies can manage their move-in or move-out smoothly and completely digitally. Read more about its benefits here. You can also know more about setting it up in this brief tutorial

Discounts on services: Now, save money when moving homes! get discounts on some of the essential services associated with relocations, from movers and packers to painting, cleaning, and pest control with the ApnaComplex app. 

In short ApnaComplex Rentals can help you manage all your rental requirements on a single platform. If you want to know more about ApnaComplex Rentals, write to us at rentals@apnacomplex.com.


Forget Visitors, Are you Automating Vehicle Tracking in your Society

Visitor management is often the biggest concern for gated communities. Most Management Committees  and Resident Welfare Associations spend lakhs of rupees a year in overviewing visitor entries. However, vehicle management rarely gets the same attention. Traditionally, they have relied on manual systems which can be both time-consuming and ineffective. Quite often guards miss or make mistakes when noting the number for each vehicle.

ANPR or Automatic Number-Plate Recognition solutions have emerged as a more viable and efficient tech-first alternative. By automating vehicle tracking functions, it makes it both efficient and effective. ApnaComplex now facilitates ANPR integration at society gate for easy vehicle tracking and management. By integrating it with the society ERP, the admin can effectively monitor vehicles that enter the society.  

What does ANPR mean?

ANPR stands for Automatic Number-Plate Recognition. This technology uses optical character recognition to read registration plates. To simplify, ANPR captures the vehicle’s image, detects the number plate, and then recognises the characters. Thus, it can read the number plates of vehicles. 

Originally ANPR was aimed at creating vehicle location data. It was widely used in traffic management and law enforcement for surveillance. In recent years, it has adapted as part of parking or vehicle management systems in areas with high vehicular traffic. This can include gated communities and public buildings like hospitals. 

Why go for ANPR integration?

ANPR cameras are installed at society gates to monitor vehicles entering and leaving the society. Although it makes the system more efficient, we still see unwillingness in adopting the technology which can stem from general hesitation towards new technology or reluctance to spend the money. However, this is a short-term approach that ignores its considerable long-term benefits, such as:

Real-time tracking: With ANPR integration, you can track vehicles entering the society in real-time with residents receiving notifications. Since this data is stored digitally, both residents and the admin can access it at a later date. 

Automatic entry: ANPR integrated with gates and barriers reduces wait time at the society gates. It ensures that the boom barrier is lifted whenever a registered vehicle is detected. At the same time, the data is stored automatically and without any manual intervention. This reduces both time and effort in vehicle management. 

Better security: ANPR technology has been used for decades to detect vehicles for law enforcement purposes and this also makes it useful for vehicle monitoring at the gate. It can be configured to ensure that boom barriers open up only on the approach of a registered vehicle. With real-time tracking, it also informs residents if their vehicle is entering or leaving the premises without their knowledge. 

24/7 tracking: Unlike a legacy system that relies on guards at the society gates, ANPR ensures that vehicle tracking is 24/7. As a mechanised and automated system, it does not depend on human monitoring to ensure that vehicles are tracked at all times. 

Integrating with ApnaComplex 

With ANPR integration, ApnaComplex offers a single platform to track all vehicles. The ANPR cameras detect and read the number plates. The ApnaComplex ERP then informs residents through real time notifications. This integration ensures that ANPR solutions can be adopted with minimal disruptions. It automates vehicle management systems, strengthening the security of the premises.  

If you want to know more about ANPR integration, write to us at support@apnacomeplex or call at 80886 11229. Our team will help you understand how you can integrate ANPR to improve vehicle tracking in your society. 


Looking for a home? Follow our tips

LinkedIn Profiles & Rising Rents: How to Hunt for a Home in a Landlord’s Market

If you are looking for a home in cities like Bengaluru or Mumbai, chances are that you have been having some bad luck. Apart from the circus of juggling between different brokers, there are now landlords who want a CV that seems more demanding than a high-position job in a Fortune 500 company. 

This makes it challenging to look for a home in a high-demand location. All too often we may be settling for less than the desired goal. ApnaComplex makes the process easier by taking the hassle out of this search. You can now search for your next home in a gated community with just a few clicks and benefit from end-to-end rental management services, including negotiation support. 

Why is it a Landlord’s Market?

The residential property market has bounced back with a bang after a nearly two-year COVID slump. This can also be seen in the housing rental market where rents have gone up by at least 10%-20% across every major city. There are multiple reasons for this jump, including: 

  • People moving back to metros as offices open up
  • It’s a long overdue correction on rent hikes 
  • A lagging supply coupled with high demand means that landlords can dictate their terms. 

You can read our article on the rental boom to understand the factors driving the demand and why it’s here to stay. 

Tips for Scoring a Rental

It helps to be prepared in a highly competitive rental market. You can ease the effort of finding a home by being smart and strategising ahead. 

  • Keep your paperwork ready. This can include bank statements and references
  • Make sure you have enough funds to make the security deposit. This should be available at short notice.
  • Have realistic expectations. Do some research on prevailing rental rates to estimate how much you may have to pay. 
  • Keep your references ready. This can include testimonials by employers, past landlords, and other trusted sources. 
  • Put your best foot forward. It’s not unusual for landlords to ask for an interview or call before finalising a tenant. Make sure you are ready to make your case.  
  • Search ApnaComplex to find the best options.

Finding a Home with ApnaComplex Rentals

Now, you can easily find your next home with ApnaComplex Rentals. The easy process allows you to look for a home in a gated community. You can find a verified landlord and get extensive support in finalising your rental home. 

  • Search for home by your preferences 
  • Go through extensive property listings
  • Submit your details
  • Get access to gated communities in the ApnaComplex network

To help tenants in a competitive rental market, Estate Portfolio Managers (EPMs) manage end-to-end rental requirements that include rent negotiations, helping both landlords and tenants to reach a mutually beneficial agreement. With KYC and background checks, they also help tenants in assuring landlords of their dependability. As a trusted and verified platform, ApnaComplex Rentals creates a smooth and fast funnel to source and finalise homes. 

Tenants can also benefit from discounts on a wide range of home services, including movers and packers, cleaning and pest control services. In short, they can meet all their needs, from finding a home to leading negotiations and moving in, on a single platform. 

Learn more about navigating the landlord market in our article here. If you want to know more about ApnaComplex Rentals, write to us at rentals@apnacomplex.com.


Why you need ApnaComplex Move-in/Move-out

Why you must Record Resident Movement with ApnaComplex Move-in / Move-out

Every residential complex has a transient population. Residents moving in and out can include both homeowners and tenants. A society Management Committee (MC) or Resident Welfare Association (RWA) has the critical task of recording this data. This is important for multiple reasons, including invoicing and security. 

Typically, this would depend on manual verification by the MC. Even then, some gaps would often remain in recording the data. This could later cause problems in updating the resident database. ApnaComplex digitises the entire process with a new feature – Move-in / Move-out. It empowers the MCs and the admin to completely automate the process of recording and invoicing resident relocations from the society, thus increasing efficiency. Read the article to know more about the benefits ApnaComplex Move-in / Move-out.

Challenges in recording resident movement

Despite every effort, society MCs and admin often faced certain challenges in recording the data on residents moving in and out of the society, including:

  • Failing to add people who have moved in or removing people who have moved out from the residents’ register. 
  • Residents who have moved out still have access to the ApnaComplex app, including communication.
  • Residents who have moved in are unaware of ApnaComplex. Thus, they fail to leverage the app for booking facilities or when making payments. This can lead to chaos and confusion in overall operations. Lapses in digital payment through ApnaComplex can result in accounting gaps. 
  • The MC can miss levying moving charges in time. This can mean losing out on revenue or failing to recover from losses due to any damages. 
  • Security can be compromised by failing to record resident data.

Benefits of ApnaComplex Move-in/Move-out

The digitalisation and automation of the process have many benefits, including: 

Real-time dashboard: With ApnaComplex Move-in/Move-out, the admin has a real-time dashboard for all residents who are moving in or moving out of the society. 

Approvers & workflow: Create Approver Hierarchy Levels and the process of request approvals. This is essential in fixing responsibility and accountability. It also ensures that unaddressed requests are resolved quickly. 

Customisation: Every society has different rules for authenticating residents. Some may need just a verbal assurance while others may want documents like lease agreements. ApnaComplex Move-in/Move-out allows complete customisation to ensure that these different requirements can be accommodated. 

Payment automation: One of the most tedious and challenging tasks when managing resident movement from the society is the calculation of all pending dues. Any gaps in recording payments can result in missing payments and a drop in revenue. ApnaComplex Move-in/Move-out automatically calculates these pending payments, ensuring that the resident completes all payments before moving out. 

Move-in / move-out invoices: Without prior notice, admins can often miss out on issuing move-in / move-out charges. This fee is necessary to offset any damages that may occur during the resident moving out. It can be impossible to recover once they have already left. With ApnaComplex Move-in/Move-out, you can automate the process, ensuring the resident is billed the moment they send the move-out form. Similarly, moving-in requests are also billed at the right time. 

Automated data entry: Typically, the admin has to update all records with new data. This is often a manual process that has to be double-checked. With this feature, information is updated automatically, ensuring there are no errors or gaps in the data.

Digitised KYC: Knowing the details of each resident is a key security requirement. MCs and RWAs lay heavy emphasis on KYC for this reason. However, paper documents can get damaged or lost. ApnaComplex Move-in/Move-out makes documentation digital. These can be retrieved at any time to know the resident’s credentials. 

Need more clarity? Read here for a brief tutorial about ApnaComplex Move-in/Move-out. 

If you want to learn more, get in touch with us at support@apnacomeplex or call at 80886 11229. Our team will help you customise and leverage the feature to improve efficiency, ensure proper datakeeping, and increase transparency. 


New feature alert: Move-in / Move-out

Launching Move-in / Move-out: How to Set up & Raise Requests

Large residential complexes often have a large number of transient populations. These may be tenants who are likely to move out in a few years or homeowners who have to move to a new city or country. The process of tracking and supervising resident movement thus, is one of the biggest tasks for the Management Committees (MCs) and Resident Welfare Associations (RWAs). Yet, it can also be highly challenging, requiring constant scrutiny and tedious manual verification.  

ApnaComplex resolves these challenges with the introduction of a Move-in / Move-out feature that completely automates the process. It addresses the gaps in security, accounting, collections, and documentation. With a real time dashboard of resident relocations, it also facilitates transparency, accountability and promotes digitised behaviour.

What is ApnaComplex Move-In / Move – Out?

ApnaComplex Move-in / Move – out is a nifty new feature that has been added to both the app and the ERP. It allows people to submit moving requests, upload documents, and receive approvals. Admins can track these through the ApnaComplex ERP dashboard. The system automates almost every aspect of the process, making it efficient with easy access.

The automation and digitisation of the process ensures that every resident movement is immediately recorded. It also facilitates the collection of relevant documents and makes sure that the admin can levy moving charges on time. The new feature offers multiple benefits. It makes data sacrosanct, facilitating its collection, storage, and tracking. It also promotes digital behaviour among residents and admin, which ensures that data is collected at source and immediately recorded. 

How Move-in / Move-out works

The move-in / move-out feature is available on both the app and the web ERP. It is available by default in all ApnaComplex communities. It can be disabled if not required. The admin or MCs can reactivate the feature by enabling it under the ‘Community Settings’. The MCs can also appoint role-based access for the approval process, including the Approval Hierarchy Levels (AHL). This ensures that only the designated person can approve or reject a request. 

Setting up the process

  • Start with the move-in / move-out form. Admin can start the process by clicking on the Move-in / Move-out tab in the Helpdesk. They can create the form as per requirements. The customisation of the form allows an admin to include mandatory fields such as pan number or uploading documents like lease agreement. The admin can also add a checklist of community guidelines that the applicant must accept to be approved. 
  • Set up workflow and ALH. The workflow lays down the process while the ALH specifies the people responsible for verifying and approving all requests. It also defines the escalation matrix in case of any concerns. 

Raising Move-in request

  • Sign into the app, search for your community.
  • Raise a Move-in request. Fill unit details and select the ‘Moving-in’ option under ‘Residing status’. 
  • Fill the Move-in form and upload the required documents
  • Move-in request is sent to the approvers and automatically routed to the Admin dashboard.

Approval process

  • The approvers and members receive email and in-app notifications 
  • Homeowner requests are sent via email and app to only the approvers. Tenant requests, on the other hand,  are sent to both the approvers and the homeowner.
  • Pending or rejected Move-in requests land on the ‘Remind Admin’ screen. Clicking will ensure that reminder emails are sent to admin for approvals.
  • Admin will receive reminders in case a Move-in approval is pending or rejected                                                      
  • Homeowners receive their own Move-in approvals via email and in-app notifications. In case of a tenant, approval is informed to both the homeowner and the tenant by email and in-app notification. 
  • Rejections are sent via email to only the Owner

Post-approval

Once the Move-in request is approved, the member can login to the app which will land on the community homepage.

Raising Move-out request

  • A Move-out request can be raised on the ApnaComplex app from the Account tab. Select your Unit details and click the floating ‘+’ button. You will see the ‘Move out’ option
  • Fill the Move-out form. It will consist of the Move-out date. Homeowners will also get the option of selling or renting out.
  • Move-out request is sent to the approvers who can also view the request on the ApnaComplex Admin Dashboard
  • Approvers and members receive emails and app notifications on the Move-out request.
  • Owner requests are sent via email and app notifications to the approvers. The owner can also receive and approve the request in case he/she is also an approver.
  • Tenant requests are sent to the approvers via email and app notification. The owner will be notified if he/she is also an approver. 

Approval process

  • In case of a pending request, the applicant can click on ‘Remind admin’. Subsequently, the admin will receive a reminder email. 
  • Tenant Move-out approvals are sent by app notification to the tenant, approvers and the homeowner. The approvers and the homeowner will also receive an email. 
  • In case a request is rejected, the tenant will receive an app notification while the owner will be notified by email. 

Deactivating the users post approval

Tenants are deactivated from the app once the Move-out request is approved. Homeowners are deactivated if they are selling their property. In case the homeowner is simply moving out, their residing status is changed to NO. However, they can still be active in the community. 

Joining another ApnaComplex community

  • To join another community, go to the Account tab and click on ‘Join Another Community’
  • Search for the community and start the move-in process. 

Ensure a smooth approval process by going through this article on Dos and Don’ts to follow before submitting your approval form.

To know more about the Move-in / Move-out feature, write to us at support@apnacomeplex or call us at 80886 11229.


Building sustainability With eMobility support

Gated Communities Must Move Towards eMobility. Here’s How

As Electric Vehicles (EVs) gain wider prominence, the focus has shifted towards strengthening the supporting infrastructure. Resident Welfare Associations (RWAs) and Management Committees (MCs) must share the onus of eMobility by encouraging installation of EV charging stations. The adoption of these measures is critical in ensuring that residents have the support they need to deploy EVs.

Despite its importance, the adoption of EVs is still lagging in many gated communities with a number of RWAs expressing reluctance. However, this is a shortsighted approach since EVs are likely to gain an increasing acceptance in the automobile sector. Failure to adapt to this changing environment can result in conflict and push back any sustainability initiative. 

ApnaComplex offers comprehensive support for RWAs and MCs to help them adopt EV charging stations at no extra cost. As a value-added service, it is a critical part of improving the living conditions in gated societies. 

eMobility Policy push

The government has been pushing for EVs as part of its net zero goals and to reduce its dependence on fossil fuels. As part of their focus on sustainable and clean mobility solutions, state and central governments have taken various initiatives to meet this goal. The National Electric Mobility Mission Plan lays the roadmap for faster adoption of EVs.

As part of these initiatives, various governments have been transitioning from fuel-guzzling public transportation into EVs. They have also asked for greater public-private partnerships to further push e-mobility. These measures combined with a wider international demand for sustainable solutions have also resulted in a manufacturing push in EVs. 

As the technology improves and the government continues to leverage e-mobility, gated communities will see more EVs. This will raise the demand for charging stations as more residents look for eMobility solutions within their residential complexes.

Embracing e-mobility in gated communities

Supporting infrastructure is one of the biggest challenges in the adoption of EVs. The government has tried to resolve this by promoting battery swapping stations across the country. However, the most critical requirement for EV owners is the availability of charging points at home. Apartment complexes can be at a disadvantage since people cannot charge their vehicles at home. 

RWAs and MCs should see this as an opportunity to meet their sustainability goals. The installation of charging points in parking areas is critical in meeting this objective. It will allow residents to charge their vehicles at home. As the government tightens e-mobility regulations and more people choose EVs, the availability of charging stations is emerging as one of the prime requirements in gated communities. 

Challenges in installation of EV charging points

Despite its importance, there are challenges in installing charger points. These include: 

  • High charger and installation costs. 
  • Coordinating with multiple parties
  • Allocation of power supply
  • Creating a charging schedule for residents 

These challenges have been the major stumbling block in the adoption of an EV-friendly infrastructure in gated communities. While the number of EV or hybrid vehicle owners are increasing, quite often there are not enough numbers for the additional investment. 

How ApnaComplex facilitates eMobility

As a complete society management solution, ApnaComplex offers value-added services for societies. This includes sustainability solutions like installation of EV charging points at no extra cost. The installation of EV charging points through ApnaComplex has multiple benefits, including: 

Free installation: Societies do not have to pay any capital amount for installing EV charging stations.

Earning revenue: Societies have access to additional revenue sources through electric vehicle brand activations. They can earn rent from EV companies for brand placements.

Building sustainability: The availability of charging stations in their parking lot can encourage more residents to buy EVs. Thus, societies can facilitate the objective of meeting net zero goals. 

Resident satisfaction: Meeting the emerging needs of residents is important in ensuring resident satisfaction. It reduces conflict between residents and the MCs.

Meeting Government’s green vision: An EV-friendly infrastructure will be critical in meeting the green goals. With the government expected to further tighten regulation on EV adoption, gated communities must be prepared to meet the transition.

You can read about ApnaComplex previous EV charging associations here. If you want to learn more about our EV charging offerings, get in touch with us at support@apnacomeplex. Our team will help you understand the best way to adopt an EV charging infrastructure.