User login

The following description of functions assumes that the site has been commissioned by a residents association or management company. The term "board" can either be board of directors of the management company or committee members of the residents association. The list of functions also assumes that the property is managed by a property manager/managing agent

Resident and landlord registration
This is via a registration form that requests apartment number/block, name, status (i.e. tenant/resident owner/landlord) .

  • Those who register as tenants are also required to provide details of their agent/landlord.
  • Email notification automatically sent to a nominated recipient to validate the new registrant.
  • Registration also includes requirement to agree to terms & conditions required by the board.
  • As soon as the registrant is validated, a welcome email is sent to the applicant.

Visibility of users within the site
Unless otherwise requested all users will be seen only by their user name. Personal details such as names, apartments and email addresses remain hidden from other residents, but can be made visible to the board/managing agent.

Visibility of site content
Our sites generally only allow "anonymous" users (i.e. visitors to the site who are not logged in) to view a promotional summary on the home page. This can be modified so that some content (e.g. development location, resources, photo gallery, apartments for sale/to let) can be publicly visible.

A full range of forums can be provided with varying functions and visibility. Forums for leaseholders can only be viewed and contributed by leaseholders, and general forums can be accessed by all residents.

The software enables a wide range of notifications via email. Residents are able to subscribe to forum topics, and members of the board could get email notification of all new web site content.

Static Pages
The site can have an infinite number of pages that can also contain images. The pages can be used to describe block facilities, rules, services etc. These can be posted/edited and deleted by anyone with the appropriate permissions.

News items can be posted by anyone with the appropriate permissions (often chairman of the board and or building manager/managing agent). News items are automatically posted on the home page.

Residents are able to raise issues related to common parts. This issues will be logged on the site and email notification goes to the building manager/managing agent inviting response. Response to issues are also posted on the web site. Issues raised and their responses can be viewed by all residents, or can be filtered so that residents can only see their own issues (my issues). Board members and managing agent will see all issues and associated responses.

A calendar is provided to which residents/board/managing agent can post events.

Document library
Those with appropriate permissions are able to upload documents such as minutes, appliance manuals. welcome packs etc.

Additional forms
We can provide a wide range of additional forms such as key release, request for visitor parking etc., but I suspect that may not be relevant in your case.

The site provides those with authority, the ability to mail out newsletters. The site can have a range of newsletter "types" so one type will be sent to all registered users, and another type will be sent to leaseholders only. Options can be provided for users to opt out of newsletters if you wish.

Private Messaging
Most of our sites retain resident confidentiality in that residents are not able to identify names, adresses and email address of fellow residents. Private messaging enables residents to contact one another without disclosing their contact details.

Other optional functionality at no additional price
Picture Gallery
Classified adverts
Book/DVD swaps

How the site is built (Drupal)
An important consideration is the software we use for the site. We use what is called an open source content management system. This means that the software is free and it enables content to be managed easily, by a wide range of users. The software itself is called Drupal ( ) an has now been adopted by a huge number of high profile users, including BBC, NATO, NASA, Sony, UK Government and even The White House.

We mention this because our sites can quickly become the key communicative and adminsitrative tool for residential developments, and it is essential that they are sustainable. That is why boards should never allow a resident whose association with the development may be short term, to build a site on their behalf. The software we use has tens of thousands of developers, so if there were to come a time when the board felt we were no longer able to provide them with the service they need, they would have no difficulty finding other developers to support and continue to develop the site.

In addition, if the board request additional functionality not listed above, we reserve the right to quote for the changes.