Be disaster-ready With ApnaComplex

Our Cities Have a Serious Problem in Disaster Preparedness. How About Gated Communities

Every monsoon our news channels feature at least one city drowning in its own urban cesspit. This year it was Bengaluru where billionaires found out that money cannot insulate them from nature’s fury or inept urban planning. It is no wonder that the livability index has taken a beating in our leading cities, but gated communities have by and large managed to buck this reality. So what went wrong in Bengaluru and are there lessons to be learned? 

The problem in this case lies in unplanned and unchecked urban development. For gated communities, this disaster was another lesson staying prepared for any challenge through disaster planning and preparedness. Villas and condos in low-lying areas have to invest in extensive drainage networks, full gutter systems, and sump pumps. Together, these measures can help in reducing hydrostatic pressure, direct excess water, and bring down the likelihood of flooding. 

Staying Prepared

While these infrastructural measures are critical, we must think beyond and plan for every eventuality. The pandemic has shown us that a disaster can strike at any time and in any form. These calamities can pose a serious threat to the high livability standards that many gated communities have managed to deliver within their premises. It jeopardises the health and safety of residents and strains resources.

With its full-stack technology solutions in apartment management, ApnaComplex can play a critical role in mitigating these impacts. It offers multiple tools to support disaster management. These are designed specifically to help MCs create a more accessible and efficient system for managing calamities. As an integrated platform, it can play a critical role in establishing, executing and tracking disaster management initiatives. 

Importance of Disaster Preparedness 

Data shows that the number of disasters have increased by fivefold over the last 50 years. Natural calamities like floods and hurricanes have increased in frequency, creating damage to both private and shared areas in a housing complex. At the same time, the spread of a disease or epidemic has created new healthcare challenges.

Disasters rarely come with any warning, creating an emergency where resources are put under strain to manage resources. MCs have to allocate manpower judiciously to contain or mitigate the impact while moving quickly to address resident queries. If unaddressed, these calamities can cause millions in damages, cause anger or dissatisfaction, and strain the limited resources of a housing complex. 

A 2021 study of residential-cum-commercial property in Mumbai demonstrated that proper planning can mitigate losses due to disasters. However, to be effective, a good plan must include detailed execution, operation, and maintenance systems. ApnaComplex enables this execution, creating a broadcasting system while strengthening it at the back end through its operational modules. 

ApnaComplex Tools for Disaster Management 

As a comprehensive apartment management software, ApnaComplex is a highly effective platform that can help the MC in disaster preparedness and management. 

Public broadcast

The first step in disaster management is ensuring timely communication. Residents must be made aware of impending disasters. They must be informed of the steps to take in an emergency. The ApnaComplex Notice Board under the Communication module can be leveraged to send multi-channel communication including in-app messages, emails, and SMSs. 

Communicating the plan

For any plan to be successful, the residents must be aware of its guidelines. They must be made aware of the steps to take when a calamity strikes. ApnaComplex Community Wiki is an information repository where important data can be uploaded and shared. With role-based access, the Wiki can also be used to upload the plan of action that should be followed by the MC and admin staff. 

In case of an emergency, a quick communication can be issued to direct residents to this repository. Apart from guidelines, this platform is also valuable in maintaining a contact directory. This can include contact details of the crisis team, emergency services, exit plans, and diagrams. 

Asset management

Maintaining emergency equipment is critical for quick response when a catastrophe strikes. Routine maintenance checks should be carried out on smoke and fire detectors as well as equipment like fire extinguishers and sump pumps. ApnaComplex has comprehensive modules for recording service history and AMC details. You can also add a maintenance schedule with reminder notifications. 

Similarly, the Inventory Tracker can be set up to track purchases and ensure stock levels of all items that may be required during a crisis. Together these measures ensure that the community is equipped and empowered to face a crisis. 

Case Study: ApnaComplex COVID Response

When the pandemic struck in 2020, many housing societies found themselves scrambling to accommodate a new reality where lockdown measures had to be imposed. There were many other considerations, such as limiting the number of visitors. The digital solutions offered by ApnaComplex helped in establishing and strengthening a smooth contactless management system. At the same time, there were further enhancements to monitor and track COVID cases. Together these COVID measures included:

  • Contactless visitor management 
  • Quarantine tracker to keep track of families that were under isolation
  • No-contact accounting
  • In-app communication 
  • Online polls and surveys to gather consensus for new COVID policies
  • Vaccination Tracker to keep track of vaccinated staff and members

You can learn more about ApnaComplex COVID management in our article here. If you want to know about our disaster management tools, call us at +91 80886 11229 or email us at Our team will get in touch with you at the earliest.

Boost rental income

Not Getting the Best Rent for your Home? Try Our Seven Smart Tricks

Real estate has traditionally been considered a critical investment. For most investors, the rent on their property is a valuable source of passive income with an asset base that will appreciate with time. This rental is even more important when paying off a home loan. Augmenting rental income is not just important for getting the most out of your buck. It can also be instrumental in making sure that you can earn a profit over monthly EMIs or add to your retirement corpus.

ApnaComplex offers a one-stop rental management solution to property owners. With a dedicated Estate Portfolio Manager (EPM), our end-to-end support starts from scouting suitable tenants to handling tenant verification and handling online rent collection. While the platform offers comprehensive support in ensuring maxising returns, as a landlord, you must also go the extra mile in ensuring that the returns on your investment can be maximised. 

Maximising Rental Income 

Ensuring high rentals depends on various factors, including finding the right tenant. Simply hiking the price does not work. Tenants will pay a high rent only if the property is well maintained and offers them value in terms of high quality fittings or a prime location. 

Retrofit for energy-efficiency

The first step is to ensure that your property is energy efficient. It reduces energy usage and promotes sustainability in the long term. More importantly, it can help in attracting tenants who are willing to pay higher rentals in return for lower bills and more conscious energy consumption. 

Keeping the property in good condition

You cannot attract a good tenant to a property that is shabby or unkempt. The house must be cleaned and painted during apartment viewing. Damaged floors, appliances, and furnishings should be repaired or replaced. A property in good condition also encourages the tenant to follow suit. They are more likely to take care of your home as their own and see that no damage occurs. 

Furnished or semi-furnished?

This is often the dilemma when it comes to augmenting rentals. A furnished home can be more expensive to fit out, but this can be realised through higher security deposits and rents. However, we must also take into account the depreciation over time. Such apartments also often attract short-term renters, such as students, professionals on tenure, or in general, people who want the mobility of moving on without carrying extra baggage. 

Many landlords also do not want to invest in fully furnishing their homes. A semi-furnished home with important fittings like wardrobes, is often seen as a better alternative. While the rents are lower, you are likely to attract more long-term renters. The overall asset depreciation will also be lower. 

Verify your tenants

What happens if your tenant packs up their home and leaves in the middle of the night? Or if they have made false claims about their income and do not have adequate means to pay the rent. This can impact your own rental income as you are forced to look for a new tenant. Verification is also important to ensure that the tenant does not have any legal or financial liabilities. 

If you are not sure about how to carry out this critical function, ApnaComplex includes KYC and tenant verification as part of their rental services. The process involves scanning the renters’ backgrounds for any red flags that may impact their ability to pay on time. 

Make it easy for tenants to pay rent  

A tenant is more likely to pay their rent on time if it is an easy process. Traveling to the other side of the town to pay a landlord in cash is always going to be more cumbersome than a simple online transfer that can be made anytime and from anywhere. ApnaComplex offers an online rent collection facility where tenants can pay their rents through their preferred payment gateway. To further ensure timely payments, tenants also receive alerts and reminders. 

Make it legal and secure

It is always advisable to ensure that tenants are onboarded through a legally-binding rent agreement. This must be followed even if the tenant is a friend, relative, or a highly trusted individual. A legal document protects both you and the renter from any unfair demands and sets clear expectations from both parties. It clarifies their fiduciary responsibilities and important details like the monthly rent and security deposit. Needless to say, it legally binds your tenant to pay on time.  

Stay updated with rentals

When you do not live in the same region as your rental property, it can be easy to lose touch with the rental trends. Rent amounts can change at different rates even in the same city. Hence, it’s always advisable to check the average rentals in the vicinity when looking for new tenants or renewing the rent agreement. 

With ApnaComplex rental and resale services you can be assured of staying abreast with the latest rental rates. Our dedicated team makes sure that you will get the best possible returns on your property. We also charge a reduced service fee for the users of ApnaComplex. In addition, there is  no signup or upfront fee, which further augments the overall gains. 

If you want to know more about ApnaComplex one-stop rental management services, call us at 0120 71173344 or write to us at

Manage Late Payments With ApnaComplex

How to Manage Late Payments & Maximise Collections

The most persistent challenge for every housing society is collecting maintenance dues. The larger the number of units, the more the chances of defaulting residents. In fact, at any given time, there are likely to be some residents who are always late or refuse to pay the charges. Most Management Committees (MC) or Resident Welfare Associations (RWA) find themself struggling in avoiding any such eventuality.

ApnaComplex automated Accounting and Billing module enables treasurers to improve their collections by streamlining payment functions. With the automated calculation of late payment charges, recurring invoices, timely reminders, and auto-generation of defaulters reports, treasurers can prompt residents to pay society dues on time. Ultimately, this helps in improving and increasing maintenance payments. 

Importance of timely Maintenance Payments

Most gated communities charge maintenance fees on a monthly, quarterly, or annual basis. The calculation of maintenance charges can depend on various factors and should be within model bye-laws. However, since these regulations can differ from state to state, there is no standard or fixed formula that applies to all gated communities across the country. 

While the calculation of maintenance changes may differ, the purpose is largely the same. These charges are meant for the maintenance and development of common amenities and facilities. It should be noted that the society does not earn any profits from these charges. Without residents paying maintenance dues, the management committee would not have the funds to discharge their essential duties. You can read more about the scope and calculation of maintenance charges in our article here

Challenges in Collecting Maintenance Dues 

In an ideal world, residents would pay their full maintenance dues on time. In reality however, there are always some residents who will either delay or default on these payments. This could be due to negligence, lack of intention, or some dispute over the maintenance amount. In the case of a dispute, the member can write to the treasurer or the management committee. If unresolved, they can pursue this further by writing an application to the Deputy Registrar, ordering the Society to rescind or refund the extra charges. 

There could be other challenges as well, such as bureaucratic problems of keeping track of different maintenance charges, calculating late charges and penalties, and making sure that all residents are informed in time. 

If the maintenance is not paid in time, a member risks becoming a defaulter. Defaulters are typically not allowed to hold any post in the MC or vote in Annual General Meetings. The MC may also choose to restrict the usage of common facilities like the clubhouse. Finally, the society can refuse to issue an NOC or No Objection Certificate to defaulters for resale or renting.  

How can ApnaComplex Help in Reducing Late Payments?

The automated accounting module helps in streamlining billing and collection functions so that residents are informed in time about defaulting payments. Here are some ways by which we can use the module to streamline the collection of maintenance dues:

  • Raise and send invoices against all or select flats 
  • Automate invoice calculations based on formulae or fixed value or both
  • Set up automated delivery for recurring invoices on a given date every month. 
  • Auto-calculate late payments with multiple options for adding penalties 
  • Automatically collect payments through the Collection Gateway 
  • Set up a delivery schedule for defaulters reports 
  • Set up reminder notifications for overdue invoices through Email, SMS or in-app push notifications 

In summation, ApnaComplex auto-calculates and sends maintenance invoices, following this up with notifications for overdue payments. This system ensures that no member misses the payment deadline due to oversight or negligence. The option to impose different penalties gives the admin control over the imposition payment charges. 

The defaulter report is critical in tracking late payments. It gives MCs an overall picture of the number of defaulters, total overdue payments, and the average outstanding amount each month. As an automated accounting module, ApnaComplex is also seen as an impartial source for collating data and calculating late payments. In case of a dispute, this data can be pulled up to see the actual picture. 

To know more about automated collection tools, get in touch with us at support@apnacomeplex. Our team can help you understand and adapt the accounting module to track late payments, send reminders, auto-calculate penalties, raise invoices, and schedule a defaulter’s report.

Building Community Engagement With ApnaComplex

Community Engagement: Building a Sense of Belonging

What makes a community? By definition, it is a social group with a shared characteristic, such as location, religion, custom, or identity. It is where we feel a sense of belonging and camaraderie. For gated communities inculcating the ‘community’ part of their nomenclature is often easier said than done. While we can get the ‘gated’ part easily enough, creating a spirit of community and belongingness can take a longer and more sustained effort.

ApnaComplex apartment management solutions offer multiple avenues for residents to connect and interact with each other. Apart from dispensing critical information, these communication channels help Management Committees (MCs) and Resident Welfare Associations (RWAs) to engage with residents, thereby creating a community.

What is community engagement?

People engagement or the attempt to bring together different individuals and families living in a residential area plays an important role in developing a community. Long-term engagement helps residents to find like-minded people within their community. Over time, they form deep interpersonal relationships that further develop their sense of belonging. 

Most communities grow organically, bound by a common factor that can be driven by their heritage, race, or common interests. In a gated community, this can be hard to come by as it comprises people from different backgrounds and interests. In such cases, an MC or RWA has the onus of finding the common ground between people.

Why do we need Community Engagement?

Community engagement is one of the most important aspects of involving every individual in the activities and governance of a residential complex. It creates a harmonious social environment that is critical to a positive living experience. Involving residents in social and non-social activities also helps in gaining their trust. 

An engaged community can also make a crucial difference in the governance of the complex. New policies have a better chance of being accepted if we can build consensus among people. Wider acceptance can also make a significant difference to the chances of people adhering to new policies or developments. This is only possible through sustained, multi-layered engagement. 

How to Drive Community Engagement with ApnaComplex

As an apartment management solution, ApnaComplex offers MCs an ideal platform to lead community engagement activities. Different features can be leveraged to reach out to and involve the residents of the complex:

Information repository: Access to information can go a long way in instilling trust in the MC and its functioning. Members can post important documents such as rules and regulations, Annual General Meeting reports, audited financial statements, bye laws, regulatory documents, old and new policies. These documents also form the basis of various decisions or in execution of social activities. 

Communication platform: ApnaComplex communication module brings together all residents on one platform. In larger societies, this module resolves the member limitations usually found on other chat platforms. Consequently, we can include all the residents on a single communication channel. It can then be leveraged to dispense important messages or in coordinating social activities, such as organising festivals or carnivals. 

Announcement: On ApnaComplex the MC can post notices to inform people about important events or activities. Unlike physical notice boards, the in-app announcements are visible to all members for a specified period of time. Higher visibility ensures that residents are well informed about various events and occurrences in the premises. 

Suggestions & feedback: One of the best ways to involve residents in society governance is by asking for their suggestions and feedback. ApnaComplex Online Society Helpdesk allows residents to leave their suggestions and requests. They can also track progress of their requests on the app. 

Democratic governance: With ApnaComplex you can hold surveys and polls to gauge residents’ opinion on key measures. This process allows the residents a say in the management of the society, thereby boosting their overall involvement. 

ApnaComplex is an apartment management software that aims to build communities by leveraging technology. Our modules are designed to help MCs ensure a wider involvement of the residents in community governance, build trust, and help garner support for their policies and decisions. 

Enabling Data insight for smart living

Leveraging Data to Improve Lives in Gated Communities

Big Data is now widely recognised as one of the most powerful assets in the Corporate world. Yet, its importance in gated communities like apartment complexes has been largely ignored. Part of the reason lies in the fact that management committees and resident welfare associations had few means to collect data. Information analysis posed another challenge as few, if any, MC members or admins have the required proficiency.

ApnaComplex is an integrated platform with in-built data gathering tools that are immediately accessible and easy to understand. It offers MC and RWAs the opportunity to collate and interpret data without any additional infrastructure investment. With incisive data insight, they have the golden opportunity to empower decision-making, improve operational efficiency, and deliver a higher standard of living for residents. 

Gated Communities and Big Data

With thousands of residents, gated communities generate a sizable amount of data. This includes sensitive information, such as personal contact details, rent agreements, and more. This information is vital to the execution of key functions like validating new residents and collecting maintenance dues. Large residential complexes generate other data as a result of their daily operations. This can include information about visitors or patterns of utility consumption. 

As a community, MCs can also gather vital information like asking for residents’ suggestions or holding surveys and polls to collect consensus. Typically, this information is kept in silos and rarely taken beyond its original intent. With ApnaComplex, this information can be a powerful tool in improving efficiency and delivering a higher standard of living for residents.

How ApnaComplex enables Data Insight

ApnaComplex offers multiple avenues for data collection which are further strengthened by analytical tools. Information is collected automatically and can be easily accessed. More importantly, in-built analytical tools allow data insight that facilitates decision-making. Some of the areas where data can make a significant difference are:

Asset performance:The facility management module tracks asset performance. It offers us a comprehensive view of each asset, including individual attributes and servicing history. One can also input a regular maintenance schedule with timely notifications. Data like servicing and maintenance history is vital in assessing the performance of an asset. It can be leveraged to take decisions on future purchase orders, maintenance budget allocations, and determine the overall state of the society’s amenities and facilities.  

Budget allocation:The automated billing and accounting module is an extremely useful tool when collecting financial data on society expenditures. Features like Expense Tracking provide an accurate picture of spending under every category. The Budget Variance Report tracks any variance in planned spending, thereby throwing light on shortcoming of the current budget outlay. This data can then be leveraged to identify areas of overspending and where the allocation may be falling short. 

Instilling accountability: The honest and accountable use of maintenance funds is critical to ensure that the entire corpus is used for its intended purpose. Accountability at every step ensures that there are no diversions of funds and you have sufficient funds for various development or upkeep activities.

ApnaComplex data collation has in-built mechanisms to ensure traceability of data. This includes time stamps and user credentials every time the admin makes an addition. The ability to trace this data creates a tamper-proof framework where fund allocations can be easily traced. It enforces accountability, ensuring that every expenditure can be justified. 

Increasing productivity :For the management committee to effectively execute its policies, the staff must discharge its responsibilities efficiently. Legacy systems rarely have any system to track employee efficiency other than gathering direct feedback from residents. It can be difficult to carry out regular feedback for each employee. There is also no system for data recall.

With ApnaComplex you can track the performance of the housekeeping and maintenance staff through various modules. You can assign tasks and track its progress. The ERP gives you a clear data overview at one glance of all pending functions. It even sets up reminders so that key tasks are executed on time. 

Other productivity tools include the complaint module where an escalation ensures that unresolved issues are addressed in time. Similarly, attendance tracking ensures that the staff logs in their entry. Other than processing payrolls, this data is useful in performance review.

Resident satisfaction:One of the measurements of a high standard of living is the level of satisfaction among residents. Legacy systems have almost no established system of gathering residents’ feedback, suggestions, and opinions. In such cases, society governance can seem completely one-sided where the planning, execution, and enforcement of various policies lies solely with the management committee.

ApnaComplex Online Society Helpdesk module addresses this gap by creating a centralised data-gathering platform to collect complaints, suggestions and requests from every resident. Polls and surveys can be carried out to gather opinion on a proposed initiative. This empowers residents to initiate a task, enforce follow-up, and leave feedback. Data transparency is also critical in gaining the confidence and trust of the residents. 

Ensuring Data Privacy

The flipside of data empowerment lies in ensuring its security. With a stellar record of zero data breaches, ApnaComplex offers the most secure apartment management solution. Our ISO/IEC 27001:2013 Certification for Information Security Management systems is a testament to our continued commitment towards upholding the highest standards in preserving users’ privacy, meeting compliance requirements, and maintaining control. 

Click here to know more about ApnaComplex data security and privacy policies. To know why ISO/IEC 27001:2013 Certification is critical for us and our users, read our article here.

ApnaComplex Gatekeeper is app-based visitor management system that tracks all guests

Worried About Robberies? Here’s What You can Do to Secure Your Society

Enhanced security is one of the biggest reasons people opt to pay premium prices for a home in a gated community. Yet, robberies can happen due to simple gaps in security or negligence. Despite management oversight, lapses can and do take place. Gated communities rely on a centralised multi-tiered security system to ensure that these gaps do not occur. However, such a system relies on efficient communication with residents on the one hand and round-the-clock surveillance at the gate on the other hand. 

Legacy systems have relied on intercoms and entry registers where the guests are required to enter their details. But this system has proven to be ineffectual due to multiple reasons apart from being labour and cost-intensive. An app-based visitor management system provides a more sustainable solution that is easy to implement and manage. Best of all, it provides a judicious use of our resources. 

What is an App-based Visitor Management System?

Visitor management is the process of tracking everyone who enters a gated community. It can include guests, delivery people, contractors, vendors, service providers, and household staff. Essentially, anyone who is not a resident or staff falls under the category of visitors. A visitor management system (VMS) is designed to record these callers, guests, and invitees. 

Gatekeeper by ApnaComplex is an app-based or digital VMS technology that leverages technology to track visitors, notifying residents in real-time. It even tracks your child’s school bus! It brings together all stakeholders, from the guards to the residents, at a common platform. It can upgrade any existing security process to strengthen the safety of a residential complex without any additional infrastructure investment. 

Why Legacy Systems do not Work?

To begin with, there are no standard systems. Some societies rely solely on register entries while some may follow this up with a call on the intercom. Others may have an additional layer of visitor passes. These systems suffer from some common challenges, including the difficulty of contacting a resident in time. Guards can make mistakes or the guests may give wrong information when registering caller details. 

From a security perspective, the biggest challenge is the tracking of visitors and retrieval of data. These systems are not designed to track the movement of guests and vehicles within the premises. Registers are the only record of data and these are prone to damage. They also act as a poor repository of information where it’s difficult, if not impossible, to recall data. For instance, you will find it difficult to trace data visitors to a particular flat if it is more than a few days old. It would be almost impossible if the timeline extended beyond a year. 

Switch to ApnaComplex Gatekeeper

What if you could handle all visitor management requirements while improving the overall security? ApnaComplex Gatekeeper is an innovative feature that addresses both of these issues. The app-based visitor management system records all data digitally, allowing for easy access and immediate communication. Some of the security features of the app include:

  • Known guests can be pre-approved by the residents. 
  • Ad-hoc visitors, including delivery people, have to file their information, including a photograph, at the point of entry. 
  • Residents receive real-time notifications when someone visits their home. They can choose to accept or reject a visitor. 
  • The digitally stored data can be retrieved at any time to check the details of the visitors.
  • Residents can view all approved and non-approved guests for any given date.
  • Residents can create a group to track school buses within the premises.
  • Residents can create a gatepass during the movement of goods or materials. The app will maintain a record of the material and moving out of the flat. 

Tracking guard movement: Gatekeeper includes an innovative feature to track guard movement in the premises. Under this feature, specific locations are assigned geo-tagged checkpoints. Patrolling guards have to check in at these locations using QR code, NFC card or any other security system. The supervisor can define patrol timings and get real-time alerts in case of violations. With this system not only do you get an accurate report on each guard’s route but also ensure that corrective action can be taken in time. 

Patrol guards have to check in at geo-tagged locations on their daily route, allowing for easy verification. This ensures diligent patrolling in less visible areas.

If you want to know more about app-based VMS, read our article here. Find out how you can leverage Gatekeeper for data management and operational efficiency here

In case you want to learn more about ApnaComplex Gatekeeper, get in touch with us at support@apnacomeplex. Our team will help you understand the various features you can use for improving the security in your community without any additional investment in enhancing the infrastructure.

Digital facility reservation improves access and efficiency

Facility Management: How Digitalisation Improves Access and Efficiency

Modern residential complexes today offer a slew of amenities and facilities that cater to almost every recreational requirement of the residents. High-end gated communities will typically include a swimming pool, banquet room, gym, and sports facilities like skating rink, and tennis or squash courts. 

Traditionally, most gated communities have managed facilities on an ad hoc basis, granting access on a first-come approach. However, this would result in chaos whenever there was heavy traffic. Being a fairly basic system, it was not designed to monitor usage patterns or handle facility and asset management. 

As a society management Enterprise Resource Planning solution, ApnaComplex resolves these challenges through a comprehensive digital facility reservation system. As part of its award-winning ERP platform, it facilitates process automation while providing us with invaluable data insight.  

What is a Digital Facility Reservation System?

A digital facility reservation system automates the process of reserving common facilities at a residential complex. Residents can reserve facilities for a certain time, date, and duration through the ApnaComplex app. However, its utility goes beyond simple record keeping to include improved efficiency and asset management.

As an automated digital system, it facilitates managerial overview through inventory and asset tracking, data collection and management, and access control. It can be leveraged to set up conditions for usage and generating invoices. By scheduling access, we can reduce any chances of duplicate booking or overcrowding. Unlike booking registers in most legacy systems, a digitalised system allows us to create additional functionalities, further improving operational efficiency.

Challenges in Managing Facilities in Gated Communities

The facilities in a residential complex include gym, swimming pool, event halls, and various sporting facilities. Managing these multiple facilities can include challenges like:

  • Scheduling bookings during peak hours
  • Controlling or blocking access during maintenance work or emergencies 
  • Tracking inventory to ensure accountability and availability
  • Asset management with timely maintenance
  • Communicating usage rules
  • Monetising and invoicing facilities 
  • Get data insight on bookings and usage patterns 

Digital Transformation with ApnaComplex

ApnaComplex facility management system integrates app-based reservation with invoicing, asset and inventory management. 

Seamless booking: Residents can book facilities at any time and anywhere through the app. These are automatically scheduled to ensure that there are no double bookings. 

Controlling access: The system can be configured to limit access as per time and the number of users. This can be particularly useful when we want to avoid overcrowding or close down the facilities for a short period. 

Predictive maintenance: ApnaComplex facility management system maintains the service history and details of all assets, allowing the management to keep a track of in-service equipment. You can further improve asset management by scheduling regular maintenance and setting up a notification system to ensure adherence. 

Inventory tracking: Keep track of purchases, consumption and stock level of each item in the inventory. The customisable tracker allows you to setup and organise inventory in an easy-to-follow manner.

Inventory optimisation: Advanced inventory reports can reveal purchase and consumption patterns. This information can be leveraged to optimise inventory, ensure stock availability, and cut down on over-consumption. It can also be critical in tracing unexplained or unplanned purchases. 

Optimal usage: To ensure proper usage of all equipment and assets, residents must be made aware of the relevant regulations. For instance, pool usage rules must be clearly communicated to all swimmers. These guidelines can be included in the reservation system to ensure that residents are kept aware. 

Automated invoicing: The system automatically generates invoices wherever applicable. The invoices are posted to the resident’s account. The automated system saves time and reduces any chance of errors.  

Data insight: You can get valuable data insight through comprehensive reports on booking, revenue and usage. This information can be used to tally consumption, monetise facilities, evaluate the performance of equipment, and take strategic decisions on improving sustainability. 

The digitalisation of the facility reservation system is undoubtedly one of the most efficient utilisation of ApnaComplex’s award-winning ERP. Apart from automating functions like scheduling and invoicing, it offers residents an easy-to-use format while allowing MCs to derive multiple functionalities. During emergencies like COVID, its ability to control access has been invaluable in reducing any chances of overcrowding in common areas while ensuring that normal operations could continue seamlessly. 

If you want to learn more about our facility reservation system, get in touch with us at support@apnacomeplex. Our team will help you understand the various features you can use for streamlining your reservation process while improving asset performance. 

What you should keep in mind about ensuring a smooth builder handover

Society Management: Checklist for a Smooth Builder Handover

A good beginning always sets the stage for an easier ride in the future. This is why it is important to ensure a smooth handover from the builder after a Management Committee (MC) or Resident Welfare Association (RWA) is formed. It ensures that the daily affairs of the community can be addressed by democratically elected representatives of property owners. 

A smooth handover is also important to ensure that the MC or RWA is well organised prior to taking over the challenging task of managing a residential complex. It is critical in ensuring that they have access to all relevant information and documentation. The preparation for the process should ideally start well before the main event so that committee members are well versed about the necessary documentation.

Checklist for the Builder Handover 

The management and maintenance of any apartment or residential complex and related amenities are initially handled by the builder. This arrangement continues till an apartment owners’ association or management committee is formed. The builder has to then hand over these responsibilities to this representative body. Other than important documents like Occupancy and NOC Certificate, this also includes leftover money from the corpus of funds to manage the premises. This has to be accompanied by audited accounts of the maintenance fund and interest earned. 

Document handover

One of the critical aspects of the handover process is the handing over of key documents. These include:

Occupancy certificate: An occupancy certificate is a proof that the builder has completed the project as per the approved plan and observed all relevant government compliances. The inability to furnish the occupancy certificate should be taken as a red flag as it may mean that the builder is violating building laws. 

NOC certificate: The builder has to submit a NOC or No Objection Certificate from pollution, fire safety, electricity, and water authorities to the MC or RWA. 

Building and car parking record: This refers to the approved building plan with details of block-wise and floor-wise layout and specifications on fire protection, drainage, sewage, and power. Car parking records should include allocation details. 

Other documents: These include original registration documents, audited accounts documents with all tax documents, conveyance of property, insurance papers, contracts with vendors, and all papers related to the handover of the corpus fund. The builder has to hand over invoices, warranties and Annual Maintenance Contracts on assets and equipment like transformers, generators, lifts, and gym equipment. The MC must also ensure that they have the clearance to operate elevators. In addition, get the list of amenities and services along with maintenance and staff schedule. Finally, get the architectural and structural drawings, such as wiring, and plumbing layout.

Transfer of Maintenance and Amenities

One of the contentious issues can be the transfer of maintenance and amenities from the builder to the committee. In many cases, maintenance charges are shrouded in mystery before the takeover as the quantum is disclosed only during the handover. The RWA can set its own schedule and rules for calculating maintenance charges. However, it’s always a good idea to know the builder’s terms for charging maintenance. 

Amenities can be another contentious topic, especially where the builders do not follow through with their commitments. Some builders may delay the construction or may fall short in terms of the project quality. All the documentation on the delivery of these projects should be collected and agreed upon at the time of the handover. 

Secure Records with ApnaComplex

Once the MC has these documents, their storage is equally important. Ready access to these documents is also critical in carrying out administrative tasks, formulating policies, and when settling disputes or disagreements. As a digital platform, ApnaComplex offers safe and easy access to these records and documents through its Community Wiki feature. 

The MC or the RWA can upload all or some of these records on the app, ensuring that every resident can view them when required. This transparency is further supplemented by ApnaComplex’s strong security framework. With ISO/IEC 27001:2013 certification for Information Security Management system, the international standard validates that the platform uses acknowledged processes and best practices to manage the infrastructure that supports and delivers its services.

For more information on our data repository or security measures, get in touch with us at support@apnacomeplex. 

ApnaComplex is Now ISO/IEC 27001:2013 Certified

ApnaComplex is Now ISO/IEC 27001:2013 Certified: What it Means & Why it Matters

There is little doubt that technology has revolutionised the management of residential communities. Cloud-based computing and automation have paved the way for improved operational efficiency while ensuring tight control on finances. However, these essential tools are not without their drawbacks. Digitally recorded information can be vulnerable to cyber-attacks and data breaches. 

For Management Committees (MCs) and Resident Welfare Associations (RWAs) data security is a prime concern when digitising their functions. MCs and RWAs often have to work with sensitive personal information, such as contact numbers and bank details. Hence, their prime concern lies in safeguarding the sanctity of their residents’ data. 

With a stellar record of zero data breaches, ApnaComplex has further enhanced its commitment in preserving data with ISO/IEC 27001:2013 Certification for Information Security Management systems. ApnaComplex has always stayed proactive in ensuring data security of its users. As partners in the digital transformation of gated communities, we are conscious of our responsibility to uphold the highest standards in information security to preserve users’ privacy, meet compliance requirements, and maintain control. 

What is data privacy?

Data privacy refers to the protection and proper handling of sensitive data including personal and financial information to meet regulatory requirements, protect the confidentiality, and ensure its immutability. Data privacy not only includes protection from internal and external threats, it is also concerned with its access. 

For an MC, it is critical that residents’ information is strongly protected against any breach or access from an unauthorised third party. Hence, ApnaComplex is hosted in a Top Tier Data Center that provides a secure server environment. To further protect the data from breaches, we use a 256-bit SSL certificate for every page. So, every piece of data is encrypted.

ApnaComplex NEVER sells or rents contact information, address, or any other personal information to any third party. Moreover, the platform supports role-based access. It means that only users with the appropriate role can see the information on a need-to-know basis.

What is ISO/IEC 27001:2013?

ISO/IEC 27001 is an international standard for managing information security by the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC). It validates that the platform uses acknowledged processes and best practices to manage the infrastructure that supports and delivers its services. It recognises that we have implemented the guidelines and general principles for initiating, implementing, maintaining, and improving the management of information security.

What does it mean for ApnaComplex communities?

Managing a residential complex can involve dealing with sensitive personal and financial information. Despite this, RWAs are not covered by strict compliance guidelines that are applicable to businesses. Yet, with residents directly involved in these management bodies, there is an acute awareness of the sanctity of data. 

A safe and secure platform is the first requirement when it comes to onboarding residents. It assures residents that their confidential information will remain private and protected from any breaches. This is likely to increase adoption and thus, improve the effectiveness of the app, further improving operational efficiency. 

However, the biggest challenge for RWAs and MCs lies in assessing the security protocols of their digital partner. With a high bar for the certification process, ISO/IEC 27001:2013 assures them that ApnaComplex has met the requirements for intensive documentation, detailed risk assessment, audits, training, managerial review, and other key documentation.

What does it mean for ApnaComplex?

For ApnaComplex ISO/IEC 27001:2013 certification stands for an important milestone. It recognises our effort to follow best practices when handling and storing data. As a company that considers data protection as one of its core components, this international standard helps to position ourselves as an ideal digital partner with an organisation-wide dedication to security. It upholds our commitment to formulate, implement, and control trust in our data security protocols. 

The consistent effort required in acquiring an ISO/IEC 27001:2013 certification also means that ApnaComplex has been successful in implementing best practices in ensuring cyber security with a well-established framework for continued training and audits for the long-term. It assures MCs and RWAs of the security of our platform. 

Finally, adherence to international standards in security and safety is a key part of establishing a digital ecosystem. These recognitions are held at a high bar and establish the standard that all digital companies strive for. The process of certification encourages companies to keep building on their security framework, invest in training, and ensure consistent control. Thus, ApnaComplex is proud to be acknowledged as one of the most secure apartment management software providers in the world.
Click here to know more about ApnaComplex data security and privacy policies.

Why Centralised Communication is Key to Apartment Management Efficiency

Communication is the bedrock of every community. In a housing society where people from different professions, backgrounds, and cultures co-exist, it is essential in smoothing over differences in opinions and perspectives. It is also an essential part of the administration. Every key function, from sending resident notices to activating security policies, depends on effective communication. 

One of the biggest strengths of ApnaComplex is its centralised communication module. Where Resident Welfare Associations (RWAs) and Management Committees (MCs) previously depended on flyers, text messages, and letters to disseminate important information, the digital platform consolidates every critical piece of data in one place, creating a central repository and distribution centre. This centralisation is not just important in sending out important notices, it also streamlines critical administrative tasks. 

How does a centralised communication platform function?

Under a legacy system, data was stored in silos and distributed in an ad hoc manner through multiple channels that included both online and offline modes. This created challenges in circulating and storing critical data. In addition, it was mostly one-way with very few options for residents to leave feedback. This system rarely leveraged the power of communication to improve administration.

As an Enterprise Resource Planning solution, ApnaComplex consolidates all communication on one platform. This ensures that each resident can view every single document or message at one place. It redefines community management by facilitating planning, organisation, coordination, collaboration, and supervision.  

Administrative Tool 

Smooth functioning of a residential complex depends on the ability of the management body to liaise with different parties, including the residents, office personnel, security workforce, and the housekeeping staff. ApnaComplex brings them all together on one platform to streamline different functions. 

Prioritising tasks: A centralised platform can be leveraged to schedule different tasks which is then informed to the staff on the ground. For instance, residents can register their complaints on the Online Society Helpdesk and mark it urgent. This allows the housekeeping and maintenance staff to prioritise their tasks.  

Complaint tracking: ApnaComplex Online Society Helpdesk enables residents to register and track complaints. Once the complaint is registered, the centralised platform allows the resident, the housekeeping or maintenance staff, their supervisor, and manager to view its status. If unresolved, the complaint is bumped to the next level in the command chain, ensuring that corrective action is taken on time. 

Streamlining tasks: As an online platform, ApnaComplex streamlines multiple tasks through simple and quick communication. For instance, move-in processes can be smoothened by uploading important documents like No Objection Certificates, No Dues Certificates, Address Proof Letters, and Move Out Letters on the online portal. Similarly, complaint tracking becomes effortless, reducing time and ensuring quick action.

Information repository: Efficient management depends on the easy access to critical data, such as contact information, audited statements, bye laws, contracts, forms, minutes of meetings, regulatory documents, and approved policies. This data can be critical for taking important decisions. ApnaComplex central data repository gives one instant access to this information, thus reducing the chances of errors.

Gathering feedback: Good administration also depends on a constant loop of feedback to address problems and issues before these blow up and create conflict. Legacy systems were largely one-way where residents had few options to communicate their opinions, requests, complaints, or dissatisfaction. With ApnaComplex, they have multiple avenues to leave feedback. The centralised platform also ensures that these messages can be gathered for actionable results. For instance, one can use it to carry out a poll or survey before implementing a policy. This minimises any chances for disagreements or conflict once the policy is rolled out.  

Visibility: A central communication platform offers real-time visibility to all stakeholders, lessening chances of miscommunication or loss of information. Moreover, as a data repository, ApnaComplex also ensures that critical messages are transmitted to everyone without a hitch. 

Managing crises: One of the biggest challenges for any MC or RWA is managing emergencies that can range from a fire to the outbreak of a global pandemic. Effective management relies on prompt transmission of messages on policies, corrective measures, and constant updation of information. ApnaComplex’s communication platform makes the process highly streamlined, swift, and efficient. 

A centralised communication platform facilitates the planning and execution of various activities that are critical in running a residential complex. Through a common digital platform, we can significantly reduce the time and effort required in ensuring wide dissemination of information. At the same time, real-time communication also lowers the chances of delays or misunderstandings, further improving overall efficiency. 

If you want to learn more about our Online Society Helpdesk or Communication module, get in touch with us at support@apnacomeplex. Our team will help you understand the various features you can use to improve overall efficiency!