Meeting challenges with Community management solutions

6 Key Challenges in Community Management & How you can Overcome Them

Managing a community with hundreds of residents is no easy task. For Management Committees (MCs) and Resident Welfare Associations (RWAs), the challenges can vary from ensuring maintenance collections to dealing with resident disputes. 

ApnaComplex offers digital tools that are designed to anticipate and meet these challenges. As a community management solution, it has been developed in collaboration with different MCs and RWAs to improve their efficiency and effectiveness.

OAM Challenges & solutions

MCs and RWAs face multi-faceted challenges in managing a community. ApnaComplex leverages different tools, including communication and accounting modules to meet these challenges. 


Gated communities can see thousands of visitors in a day. This makes a visitor management system (VMS) a prime concern. The challenges here lie in recording visitors, getting approvals, and tracking every entry. Legacy systems relied on registers for recording data and phone calls to get approvals. The risk lies in the loss of data due to damage or the failure to contact the resident for visitor approvals. 

Solution: ApnaComplex offers a community management solution with an app-based VMS. Visitor data is recorded digitally at the gate. Residents can also pre-approve visits, thus creating a seamless entry. Other features include pre-approving guests on specific dates and times as well as sending bulk invites for special events. Since the app records staff entries, residents can also check their attendance. Find more benefits of ApnaComplex VMS in our article Society Visitor Management System: Top 7 Features to Look for. Learn how to further leverage your digital VMS in our article, Digital Visitor Management System: Taking Data Beyond Gate Management.

Collecting maintenance charges 

As non-profit bodies, MCs and RWAs depend largely on the collection of maintenance charges to meet their expenses and plan ahead. Other than meeting the running costs of the community, MCs must also ensure a robust capital reserve and comprehensive insurance coverage to protect their assets. However, despite its importance, timely collection of maintenance charges remains the biggest challenge for every MC. Overdue collections impair the committee’s spending power and budgetary outlays. It also impacts maintenance planning. 

Solution: ApnaComplex facilitates timely collections through a step-by-step process, designed to induce residents to pay on time. The accounting module auto-calculates late payment charges with multiple penalty options. Residents receive reminders to further ensure timely payments. The platform provides ease of payment through its collection gateway. Find out more about ApnaComplex Payment Gateway. Read our article on How to Manage Late Payments & Maximise Collections.

Ensuring financial discipline

With limited avenues of income and heavy expenses, MCs must exercise strict financial discipline. But this is easier said than done with multiple people logging in expenses. Controlling unplanned expenses, reducing wastage, maintaining a positive cash flow, and staying within budget while ensuring efficiency in the delivery of services are some of the biggest challenges for every community manager. 

Solution: As a community management solution, the accounting module in ApnaComplex is designed to help MCs drive strict financial discipline. The automation of billing ensures timely collections. The Expense Tracker is designed to trace every penny spent, thus encouraging fiscal accountability and responsibility. Learn more with our article, How can management committees implement smart financial control?

Facility management

Well-run facilities are an asset for any community. But running these facilities can be more challenging than it appears. It requires preventive maintenance coupled with careful scheduling to ensure that there are no double bookings. 

Solution: ApnaComplex addresses both challenges through the facility management module. Managers can set maintenance schedules with timely reminders to ensure timely upkeep. This ensures that facilities run smoothly while reducing asset downtime. Residents can book facilities, thus removing any chances of double bookings. Read in detail in our article Facility Management: Challenges & Solutions.

Manage complaints & requests

One of the key tasks for every community manager is addressing resident complaints. These can range from leaky taps to stalled lifts. Dissatisfaction can grow when complaints are not addressed in time. Legacy systems create gaps where complaints can get lost or residents have no way of following up on the status of their complaints.

Solution: ApnaComplex offers a community management solution with a platform for tracking complaints, suggestions, and requests. Residents can register their complaints on the app. Unaddressed complaints are automatically bumped to the next supervisory level. This ensures that all complaints are addressed in time. It also allows residents to share feedback. Find out How a Digital Complaint Management System Leads to Speedy Redressal.

Speedy communication

Communication is a critical aspect of managing a community. But managing communication can be tricky in large communities. Important notices can go missing or people may just fail to read them. 

Solution: ApnaComplex’s communication module acts as a social media for the community where all residents can interact with each other. Community managers can post notices on the app. Online notices can be viewed by every resident at any time. MCs can also post critical documents like the minutes of the Annual General Meetings. Learn more about Why Centralised Communication is Key to Apartment Management Efficiency.

As an all-inclusive platform, ApnaComplex offers an all-in-one community management solution. To learn more, get in touch with us at support@apnacomplex or call 80886 11229.

ApnaComplex Refreshed

ApnaComplex Refreshed: Meet the New & Improved AC 3.0

Change is the only constant. Change allows us to grow and improve. As the needs and requirements of our communities change, ApnaComplex has kept pace with continued innovation to stay in step with the needs of Management Committees (MCs) and Resident Welfare Associations (RWA). With this in mind, the app now has a complete revamp with a new logo, functions, and improved functionalities. Read more about ApnaComplex refreshed and its enhanced functionalities. 

What to expect from ApnaComplex Refreshed?

With a refreshing sleek and modern look, the new app has an intuitive, efficient, and user-friendly interface. Here are some of the changes that you can look forward to:

New logo

ApnaComplex refresh comes with a new logo and colour theme. Users will now find a fresh new look in different colours and icons. 

Intuitive & modern homepage

The homepage offers a consolidated view for quick action. The design was developed according to the most used features. It includes facility booking, complaints, community corner, bills & payments, home store, and rentals. Additional features are also accessible with just a click. 

My Unit

My Unit has been completely revamped in the new ApnaComplex. Members can access all details under the convenient tabs of ‘Overview’ and ‘Unit details’. The Overview shows members, vehicles, and staff details associated with the unit. 

Residents can also find pending complaints and dues, lease details, and important documents like the minutes of Annual General Meetings. The ‘Unit details’ tab is more descriptive with attributes like occupancy status, built-up area, utility connections, and GST number. 

Visitor swipe-down

Now trace all visitor movement by just swiping down the Homepage. You can see all your recent guests at just a glance. The panel also offers quick access to other gate and visitor-related functionalities including visitor approvals.

Admin dashboard

The intuitive admin dashboard facilitates quick access to routine operations. It includes instant view of Notices, Members, Broadcasts, Complaints, Facility, and Maintenance logs. Admins can view approved and pending notices and bookings. They can add and remove members as well as check the status of all pending complaints. The handiest feature is the quick view of pending tasks. 

Frequent visitor pass

Allow frequent visitor entries with just a click. Residents can create a Gatepass for multiple guests for an entire month or for specific (non-continuous) dates. With ApnaComplex refreshed, this upgrade is designed to allow smooth entries for guests who visit frequently. It also allows residents to automate entries for delivery people, cabs, and other service personnel for a maximum period of a month, thus reducing disruptions caused by repeated approval requests.

QR-based entry

When it comes to gate entries, your unique member number acts as your dual identity. But this can cause its own troubles. Forgetting the number can mean wasted time at the gate as you work out some other way to enter. ApnaComplex refresh offers an alternative with QR-based entry. Members can enter by just scanning their QR code. 

Global search

Short of time? The global search is designed to save time and effort through a quick search. With quick access, you can navigate the app with ease. Find Facility Management, Complaints, Homestore, and Rentals with just a click.

If you want to learn more about the ApnaComplex refreshed, get in touch with us at support@apnacomplex or call 80886 11229. Our team will reacquaint you with the refreshed new look and how you can leverage its enhanced functionality.

Improving the Tenant Experience

Enhancing Tenant Experience with Rental Management Services

A rental property is a valuable investment property. However, managing a rental property can be challenging, especially for absentee owners like non-resident Indians. Even owners living in the same city can find it difficult to be available for site visits or handle queries from prospective tenants. 

On the other hand, tenants today expect appropriate returns for their money.  With the high value of rentals, they expect a smooth journey during the negotiation and closing process. ApnaComplex Rentals management services focus on enhancing the tenant experience, connecting them with the landlord, and ensuring that their interests are protected. 

What are rental management services?

Rental management services offer an all-inclusive approach, bringing together both landlords and tenants on the same platform. For instance, ApnaComplex Rentals offer a hybrid offline-online approach to ease the rental journey, from search and discovery to move-in. Read in detail in our article ApnaComplex Launches Rental Feature. Now, Move within Leading Gated Communities with Ease.

Enhancing tenant experience

In an industry dominated by unregulated small brokers, rental management solutions like ApnaComplex Rentals have carved a niche in a very short time. Their fast-emerging market position comes from the ability to deliver a superior service standard. This includes tenant-oriented services like:

Connecting with landlords

Landlords have to be available to answer the tenant’s queries and site visits. This can be challenging for most landlords even when they are in the same city, let alone for non-resident homeowners. ApnaComplex rental management services help tenants to connect with landlords. Unlike a landlord, the tenants can reach out to the rental manager at any time.

Convenient scheduling

When do you go for a site visit? Multiple tenant tours are one of the biggest problems for landlords. They have to juggle visits with their other commitments. Hence, tenants often have to wait for days for a suitable time. With a rental manager, you have the convenience of fixing any time for site visits. 

Negotiation support

Once a property has been finalised, property negotiation is one of the biggest hurdles. Rentals management services work with both landlords and tenants to reach a mutually agreeable rent. Responsible managers can also guide tenants to find properties within their affordable range. They can also help tenants to negotiate their high rental deposit. Read more about How People are Arranging for a Rental Security Deposit.

Trusted properties

Tenants have to stay vigilant against rental and lease scams. With an absentee landlord, it can be difficult to check their validity and authenticity. Recent reports show that tenants are being scammed out of their savings in the guise of immediate leases. To remove any possibility of such scams, ApnaComplex Rentals thoroughly vets every property. To find out more read, Rental & Lease Scams: What they are & How to Avoid them.

Legal compliance

One of the critical differences created by rental management services is the regularisation of the home rental industry. Barring a few states, there are no set rules regarding rental agreements. ApnaComplex Rentals ensures that both landlords and tenants have a signed agreement that protects both their interests. As a legal document, it is binding on both parties. You can find more details in our article, What is a Rental Agreement & Why you Should Get One.

Move-in support

One of the unique advantages of ApnaComplex Rentals is the end-to-end support it provides the tenants. This support is extended from negotiation to move-in support. Renters can find home services like movers & packers and deep cleaning services. 

Visit to know more or write to us at

Why you need society maintenance app

Society Maintenance App: What it is & Why you Need it

What distinguishes a gated community? Other than security, it is the superior maintenance that makes a gated community such a coveted address. Behind that lies the hard work and dedication of the Management Committees (MC) and Resident Welfare Associations (RWA). Regular maintenance is a continuous process requiring routine supervision and periodic servicing.

ApnaComplex offers a society maintenance app to make the process easy and hassle-free for admins. The unique admin view facilitates hassle-free management of repair and maintenance tasks.

Importance of regular maintenance 

The assets and equipment in a housing society range from the lift to the water pump. These assets are essential for the smooth running of the society. Imagine the lift breaking down or the sewage treatment plant malfunctioning. As any mechanic can vouch, ignoring a small problem today can result in expensive and extensive downtime later. 

The purpose of preventive maintenance is to ensure that all equipment and assets are in good working order. This results in:

Reduced equipment downtime: Well-maintained machinery is less prone to breakdowns. With preventive maintenance, we can plan the downtime for minimal disruption. 

Lowers overall operating costs: Without regular maintenance, electric and hydraulic equipment cannot work efficiently. Frequent breakdowns are often coupled with waste of resources. For instance, a neglected hydraulic system can result in leakages. 

Low repair bills: Without regular maintenance, equipment tends to break down often more frequently. Small repair costs can compound into a pricey bill. We can also miss out on early signs of wear and tear without a periodic overview. This can again lead to a hefty bill with long downtime, thus causing a bigger disruption.

Safety: Breakdown of equipment can cause damage and may pose danger to the users. For instance, the sudden breakdown of unmaintained gym equipment can cause injury if it is in use at the time. 

How a society maintenance app helps?

ApnaComplex’s Enterprise Resource Planning solutions are supported by a society maintenance app. The app includes an admin view to streamline their functions and resources, thus facilitating regular maintenance. 

Scheduling repairs: Admins can set regular maintenance schedules and get timely alerts. 

Addressing complaints: Maintenance also includes speedy repairs. Residents log repair requests on the app which are then taken up by the housekeeping team.

Providing instant view: Admins can scan the equipment QR code for a holistic view of the asset. It ensures that all information, including service history and schedule, is at our fingertips. 

Tracking repair and maintenance: Admins can track the state of repairs and maintenance on the premises. They can view pending tasks and the person responsible for their completion. 

Society maintenance app also helps in improving the overall operational efficiency of the MC and RWAs. To know more, read our article Enhancing Communication & Transparency with Apartment Maintenance System.

If you want to learn more about our society maintenance app, get in touch with us at support@apnacomplex or call 80886 11229. Our team will help you understand the various features you can use to improve the maintenance of equipment and assets in the community premises.

Ensuring a full housing society meeting

5 Ways to Increase Resident Participation in Society Meetings

A community can only thrive when its members come together on a common platform. This collaboration is even more critical in a gated community where people must work to decide on different issues. Housing society meetings provide the framework for members to meet and discuss key issues, devise policies, gather consensus, and discuss and plan for different contingencies and events. 

Types of meetings in a housing society

Cooperative housing societies can call three types of meetings – Annual General Meetings (AGM), General Committee Meetings, and Special General Meetings (SGM). An AGM is held once a year to decide on key issues like the appointment of the Management Committee, and discussing financial matters.

On the other hand, SGM is held for a specific subject or agenda. These agendas can include elections, infrastructure development, or serious misconduct. Housing society meetings are constituted and held as per the constitution or the bye-laws of the society. 

Ensuring maximum participation

Just holding a meeting is not enough. Participation of members is equally important. A minimum of two-fifth of members must participate to hold an AGM or SGM. The MC must aim at maximum participation to ensure that all concerns are discussed and addressed. But despite their importance, many people tend to ignore committee meetings.

Here are a few steps that can help in increasing member participation:

Stay responsive: No one will be eager to join a meeting if they think the committee members do not care. The MC should appear responsive to resident concerns and problems. Residents are more likely to participate if they see that their issues are discussed and given due weightage. 

Ask for suggestions: How can MCs know resident issues? ApnaComplex offers them a platform to gather suggestions and opinions from residents. The MC can open up a special forum for residents to submit their most pressing concerns and suggestions.

Gather consensus: In case of contentious decisions, it is always advisable to gather consent from residents. MCs can gauge public opinions through polls and surveys on ApnaComplex. Gathering consensus also ensures that people have a stake in the decisions taken in housing society meetings. 

Keep others informed: All members should be informed about the time, date, and location of the meeting well in advance. This should be pinned as a notice on ApnaComplex. It should also include a proper agenda. The advance notice allows people enough time to arrange their schedules and prepare for the meeting. Thus, it also encourages more participation. Every member should receive the minutes of the meeting. These can be published on ApnaComplex for easy access. 

Create a positive environment: The venue should be comfortable and conducive to a normal discussion. It should be large enough to house everyone. Members should be free to discuss the topics as per the agenda of the meeting. It is important that members be encouraged to speak freely and without repercussions. 

If you want to know more about ApnaComplex modules that can facilitate housing society meetings, 

Home rental companies

Enhanced Services & Occupancy Rates: How Home Rental Companies Help Management Committees

One of the interesting trends to emerge in the rental industry is the mandate model. Home rental companies work with Management Committees (MCs) or Resident Welfare Associations (RWA) to manage rental properties. It’s a win-win arrangement that can help rental companies, homeowners, and community bodies. 

What is a mandated rental model?

Home rental companies tie up with MCs or Resident Welfare Associations RWAs to exclusively manage rental properties on the premises. While homeowners are not mandated to follow this arrangement, they often choose to because of the convenience. With a unique insight into the community, ApnaComplex Rentals offers homeowners the best chance to capitalise on their transactional property. 

While the rental company benefits from a strengthened portfolio, what do MCs and RWAs stand to gain?

Trustworthy residents

You cannot choose your family, but you can choose your neighbours. The emotional health of a community depends on the people who live there. Untrustworthy tenants are a flight risk. Other than rent and maintenance fees they can disappear without compensating domestic staff, workers and small businesses like grocers. 

ApnaComplex Rentals helps minimising the occurrence of such incidents by vetting eligible candidates. A thorough background check and KYC is carried out to ensure that the tenant’s credentials are accurate.

Boosting occupancy rates

Full occupancy is also beneficial to the MCs and RWAs. It ensures a maximal collection of maintenance fees. With a healthy corpus, MCs can undertake community initiatives. More people also help in creating a vibrant society. ApnaComplex Rentals can help in meeting any occupancy rate gaps by helping landlords to search for new tenants. 

Improving property value

One of the biggest objectives of home rental companies is to improve the property’s rental yield. ApnaComplex Rentals has facilitated transactions with rental yields as high as 4.2%, well above the industry average of 3.6%. This has a direct impact on the investment value of a property, hence, benefitting other homeowners in the society. 

Minimising disruptions 

A mandated model is based on a single home rental company handling all transactional requirements. While some homeowners may still choose other brokers, most prefer to go with the rental company. This also minimises disruptions caused by repeated visits by different brokers. 

Value-added services

ApnaComplex Rentals offers value-added services including support with the rental agreement and negotiations. The platform also offers comprehensive all-inclusive solutions including move-in / move-out services and online rent payment. 

Learn more about ApnaComplex Rentals in our article here. You can read about how it is Driving the Change in Rentals.

If you want to know more about ApnaComplex Rentals, write to us at or visit

Communication & transparency with apartment maintenance system

Enhancing Communication & Transparency with Apartment Maintenance System

Maintaining a community is a challenging task. Traditionally, maintenance was largely ad hoc, creating more work and effort in managing large premises. There were almost no means to track work progress or check expenses, leading to the wastage of resources and unchecked spending. These factors prompted demand for an all-inclusive apartment maintenance system that facilitated oversight while streamlining operations. 

ApnaComplex offers an all-inclusive apartment maintenance system through an award-winning enterprise resource planning solution. It has been developed in close association with different stakeholders to address the unique challenges of maintaining a gated community. 

What is an Apartment Maintenance System? 

An apartment maintenance system helps Management Committees (MCs), Resident Welfare Associations (RWAs), and community managers to streamline operations on one platform while ensuring no compromises in maintaining the common areas, amenities, and facilities of the community. 

Although housekeeping is the main function of community maintenance, it also includes asset and facility management. The two biggest challenges here are communication and transparency. Communication is the bedrock of smooth functioning while transparency is essential in ensuring accountability. ApnaComplex apartment maintenance system addresses both through multiple avenues. 

To learn more, read Society Maintenance App: What it is & Why you Need it.

Easing communication 

Even the most efficient manager can fall short without strong communication. Residents need a medium to register complaints and leave feedback. Traditionally, complaints were recorded in paper registers. However, this proved to be inefficient with missing complaints and lags in resolution. There was no way to track resolution without going through the tedious process of tracking each entry. 

ApnaComplex maintenance system bridges this gap through the app where residents can leave complaints. These are assigned to the maintenance and repair staff. Unresolved complaints are automatically bumped to the next supervisory level. The resident can leave feedback on the app. 

In short, the ApnaComplex maintenance system eases communication through:

  • Easy access to repair staff
  • 24/7 communication portal
  • Quick follow up
  • Feedback mechanism 

Read our article to know Why Centralised Communication is Key to Apartment Management Efficiency.

Ensuring transparency

Maintenance and repair account for the most significant expense bucket for MCs and RWAs. With small repairs piling up, it can be difficult to keep track of every penny spent. Many maintenance activities are also carried out by outside vendors. This requires invoicing, billing, and adequate budgetary outlays. Accountability is, hence, one of the biggest issues in an apartment maintenance system. 

ApnaComplex facilitates transparency through meticulous expense tracking which includes:

  • Ensuring financial discipline by making it easy for the staff to record transactions.
  • Segregation of maintenance spending for easy tracking.
  • Tracking inventory like bulbs. 
  • Easy configuration of the petty cash account.
  • Categorising different expenses to track where money is being spent.
  • Access to instant budget variance and expense reports.

These trackers are designed to show where the money is being spent and by whom. This helps in fixing accountability and discourages spurious or overspending. It also reduces any chances of suspense entries. A budget variance report helps in further understanding where and how consumers may be exceeding the budgetary outlays. 

Find out more about Why you Need Automated Expense Tracking. Learn more about inventory tracking and how it can reduce pilferage of spares in your Apartment Maintenance.

If you want to learn more about our apartment maintenance system, get in touch with us at support@apnacomplex or call 80886 11229. Our team will help you understand the various features you can use to improve the maintenance of the premises.

Home Rental Management: Trends & forecasts

Hybrid Approach & Rising Rents: Evolving Trends in Home Rental Management Services

The real estate sector saw some turbulent times in the recent past. A slump in revenues during the initial COVID period was followed by a robust recovery in 2021. The rental industry also went through a similar recovery with record rents reported last year. What does the future hold for home rental management companies?

Trends in rental management services

Here are some of the emerging trends that will dictate the industry in the coming months:

Lagging supply to dictate soaring rents

House rents jumped by 23% in the 2019-2022 period. An ANAROCK report shows that even luxury markets have seen an 18% growth in the same period. With supply still lagging behind demand, this trend is expected to continue its upward curve in 2023. The gap in supply can be traced to the pandemic when construction came to a complete halt. With the available inventory still falling short of the demand, rents are expected to rise further. 

Evolution of hybrid approach

Traditionally, the rental market was run by local brokers. Online portals entered the market majorly as a listing platform. However, the trend has now moved towards hybrid services where online access is backed by personalised services.

ApnaComplex is a home rental management company that offers extensive listing to ease the process of finding a home or tenant. In-person services by Estate Portfolio Managers help tenants and homeowners through the process. Read our article to know How ApnaComplex is Driving the Change in Rentals.

Proptech taking the lead

Like other industries, technology is changing the game in the home rental industry. Today, the average person is more likely to look for a home or tenant online. Proptech like ApnaComplex Rentals allows landlords to list their property without any hassle. At the same time, it makes it easy for tenants to find a home. Other solutions include rent payment, easy data access, negotiation and rental agreement support. Other benefits like tenancy score can be gamechanger in securing a desired home. 

Data analytics and insight

Home rental management companies are now leveraging data to gain insight into market trends, tenant behaviour, and rental rates. This information can help identify investment opportunities, improve decision-making, and maximise rental yields. 

Enhanced service experience

With the intense competition, rental management companies are now focusing on enhancing the delivery of services to both tenants and landlords. ApnaComplex eases the rental process at every step, from easy property listings to negotiation support. Other services include KYC and move-in/move-out assistance. 

Legal compliance 

Home rental management companies are now increasingly focusing on ensuring legal compliance. Even where state laws are ambiguous, rental agreements and contracts are signed and registered. ApnaComplex Rentals took the lead by further protecting the interests of tenants and landlords through KYC and background checks.

Gated communities get a preference 

As rentals increase across the top cities, gated communities have emerged as the preferred address. Typically, homes in these housing societies are priced higher and tenants are willing to pay the extra buck. The reason for this preference is better security and the availability of amenities like sports facilities and fitness centre.

Improving rental yield

Soaring rentals mean that rental yield will also continue to improve. The average yield in the pre-COVID era was around 3%. With rents going up by 23%, yields have also improved in the top 7 cities. ApnaComplex has facilitated rental yields up to an impressive 4.2%.

If you want to know more about ApnaComplex Rentals, visit or write to us at

Hidden costs of renting an apartment

Looking for a home? Beware of the hidden costs of renting an apartment

With the spiraling rentals rates today, most tenants are preoccupied with calculating how much they can afford to pay every month. In the process, they often fail to plan for unexpected or hidden costs. Quite often these can be substantial, adding significantly to the monthly rental. While some of these may be stated upfront, such as the security deposit, some may not be as expected. 

This article explores the expected and hidden costs of renting an apartment.

Expected costs

Some of the expected costs when renting a home are: 

Security deposit: Rent is only one part of the payment. The security deposit is the first and most substantial expense you will have to fork out. Equivalent to two to ten months of rent, the security deposit is the first roadblock in getting a home. Many prospective renters often fail to count on this or to make adequate arrangements for their total liability. 

Brokerage and other fees: Typically, the brokerage is equivalent to a month’s rent. In addition, there are stamp duty and registration fees that can further inflate your liability. Some gated communities also charge a moving-in fee. Combined with the security deposit, these additional charges can again raise the financial liability for the tenant. 

Relocation: When moving to a new home, we often forget packing and moving charges. This amount can increase substantially depending on the distance and scope.

Unexpected costs:

The hidden costs of renting an apartment are not always factored in, especially by the unaware renter. 

Maintenance charges: Maintenance charges may or may not be included in the rent. In some cities like Mumbai, the quoted rent will include these charges. It is the landlord’s responsibility to pay the monthly or quarterly fee. The practice may vary in cities like Bangalore and Delhi. Premium gated communities have high maintenance charges, adding to the monthly rental. 

Repainting & repairs: Minot repairs and maintenance are the tenant’s responsibility unless otherwise stated in the rental agreement. The landlord is expected to hand over the home in optimum condition. This includes furnishing and appliances in good working condition. However, you may soon find that the bathroom exhaust is not working or the stove needs servicing. 

Parking: You may end up paying additional parking charges if your apartment or home does not include the space. Additional parking charges can also apply when you have more vehicles than your parking space. It is also best to check if there are any additional parking charges to be paid to the housing society. 

Utility bills: Payment of utilities like electricity, water, and garbage collection charges can vary. These can depend on the terms of the rental agreement or the scope of the society maintenance charges. For instance, water and garbage collection are often included as part of the maintenance fee. However, it is best to check your total liabilities.

Penalties: Very often tenants fail to check if there are any penalties in the rental agreement and how these are decided. For example, what is the penalty if you want to vacate your flat before the lease ends? Similarly, gated communities often have certain rules and regulations with penalties for violations. 

How to avoid hidden charges? 

When minimising the hidden costs of renting an apartment, it is always advisable to check every little detail. This includes:

  • Find out the security deposit. Negotiate if it is higher than what you expect or the prevalent rates in the market. Learn more about How People are Arranging for a Rental Security Deposit
  • Lock down all the details through the rental agreement. Most agreements specify each party’s liability for maintenance and repairs. Usually, minor wear and tear is the responsibility of the tenant. But major repairs have to be taken up by the landlord. 
  • Ensure the house is repainted and cleaned before you move in.
  • Ensure that appliances like ACs and gas stoves have been serviced. 
  • Inspect the apartment or home thoroughly to make sure that electrical fittings and plumbing are working properly. Check for any damages like water leakages or broken windowpanes. 
  • Does the rent include maintenance charges? Find out what falls under maintenance, particularly in terms of utility charges.
  • Check the rules and regulations of your housing society. This can help you avoid penalties later on. 

How can ApnaComplex Rentals help?

ApnaComplex Rentals offers all-inclusive rental management services. Apart from extensive listings, tenants can also benefit from specialised services, including negotiation support in deciding on rent and security deposit. Find out more in our article Everything you Should Know about Rental Security Deposit.

You can also get support with finalising the rental agreement. Our Estate Portfolio Manager can help you with the details about the rules and regulations of the community. 

Tenants can also be vulnerable to rent & lease scams. Learn What they are & How to Avoid them. To know what else you should be aware of, read our article on Things to keep in mind when looking to rent a flat

7 key features for a society visitor management system

Society Visitor Management System: Top 7 Features to Look for

Ensuring security is paramount for every gated community. It ensures that residents are safe in their homes and surrounding. To ensure a high level of security, gated communities must switch over to tech-first solutions. Digital society visitor management systems are designed to address the challenges of legacy systems.

Technology can help Management Committees (MCs) and Resident Welfare Associations (RWAs) to optimise their resources. But with so many digital visitor management systems in the market today, how do you pick the right one? 

App supported

In an increasingly mobile world, a society visitor management system must be deployable through an app. ApnaComplex Gatekeepers app connects the society guards directly with the residents. The guards send notifications for visitor entries through the app which the resident must approve. This creates a seamless and touchless experience that is not dependent on landlines, allowing a resident to approve visitors from any location. Read our article here to learn more about an app-based visitor management system.

Enables pre-approvals

A security system allows only approved visitors to enter the society. However, repeated approvals in some cases can be a needlessly time-consuming exercise. For instance, approving your domestic helps or when hosting multiple guests. Many homes also have multiple deliveries in a day, from groceries to apparel. It can be irritating to approve each visitor. 

ApnaComplex Gatekeeper allows you to approve a visit prior to the date. In other words, you can pre-approve multiple guests or delivery people in one go. Similarly, staff has a separate seamless system where the residents have to register their help to auto-approve their entry.

Records visitor data

Approvals are only one aspect of society visitor management. We also need to record data, particularly contact details. Legacy systems relied on paper registers for recording this data. ApnaComplex Gatekeeper replaces this system with digital solutions for visitor management for a society. This ensures that records are safely stored and can be recalled with ease. 

Tracks visitor movement

How do you track a delivery personnel’s movements within the premises? Or which homes a domestic staff will be visiting? With ApnaComplex Gatekeeper, visitors have to record the units they will be visiting. In addition, visitors have to also inform their exit. This ensures that all entries and exits are recorded.  

Not just visitors, ApnaComplex also helps in tracking vehicles entering the premises. To know more, read our article here

Easy data recall

One of the biggest advantages of ApnaComplex digital society visitor management system is the ease of data recall. Digital data is nearly indestructible and highly accurate. This has implications that go beyond pulling up contact details for delivery people. Easy data tracking means that we can also trace the attendance of admin staff and domestic workers. 

Available in vernacular languages

For any visitor management system to be successful, it must be cognizant of language challenges faced by guards who are primarily responsible for recording data. To accommodate different language preferences, ApnaComplex Gatekeeper’s guard interface is available in eight languages – English, Marathi, Hindi, Tamil, Telugu, Bengali, Oriya, and Gujarati. This ensures that guards can easily navigate the app and record accurate data. 

Enhances monitoring 

An effective society visitor management solution should strengthen the security of the premises. ApnaComplex Gatekeeper enables comprehensive monitoring to ensure a high level of scrutiny. For instance, it helps in tracking guests, visitors, staff, delivery people, and vehicles on the premises.

One of the key features of ApnaComplex Gatekeeper is the guard patrol tracking. Guards have to scan QR codes in specific locations during their patrol. Effectively, this means that their movement can be tracked by checking if and when they scanned and recorded the QR codes. 

To leverage ApnaComplex Gatekeeper to its full potential, read our article on Digital Visitor Management System: Taking Data Beyond Gate Management.

Read our article to know What You can Do to Secure Your Society.

If you want to learn more about ApnaComplex Gatekeeper, get in touch with us at support@apnacomplex or call 80886 11229. Our team will help you leverage the society visitor management system to its full potential.