Full Guide PDF

Account & Users

The Account module manages your subscription plan, user access, and team roles. It is accessible only to users with the Manager role.

Users & Team Members

Navigate to Account → Users to see everyone with administrative access to your building.

User List

The user list shows:

  • Name and email of each team member.
  • Role(s) — Manager, Treasurer, or both.
  • Status — Active, Invited (pending), or Suspended.
  • Last active — timestamp of last login.

Inviting a New Admin User

  1. Click + Invite User.
  2. Enter the person's email address.
  3. Select their role: Manager, Treasurer, or both.
  4. Click Send Invitation.

The invited person receives an email with a link to activate their account. If they already have a Kooperacia account, the building is added to their dashboard automatically.

Changing a User's Role

  1. Click the user's row to open their details.
  2. Click Edit Roles.
  3. Toggle Manager and Treasurer checkboxes as needed.
  4. Click Save.

Role changes take effect immediately on the user's next page load.

Removing a User

  1. Open the user's details.
  2. Click Remove from Building.
  3. Confirm the action.

The removed user immediately loses access to the building. Their historical activity (entries, messages) remains in the system for audit purposes.

Suspending Access

Instead of removing a user, you can suspend their access:

  1. Open user details → click Suspend.
  2. The user is blocked from logging in but their data is preserved.
  3. To reinstate, click Reinstate on the suspended user's record.

Subscription Management

Current Plan

Go to Account → Subscription to view your current plan details:

  • Plan name and unit limit.
  • Current billing cycle (monthly or annual).
  • Next renewal date and amount.
  • Payment method on file.

Upgrading Your Plan

  1. Click Upgrade Plan.
  2. Review the available plans and select one with a higher unit limit.
  3. If upgrading mid-cycle, you are charged the prorated difference for the remainder of the current period.
  4. Enter or confirm payment details.
  5. Click Confirm Upgrade.

Downgrading Your Plan

  1. Click Change Plan.
  2. Select a lower-tier plan.
  3. If your current unit count exceeds the new plan's limit, you must reduce units before the downgrade applies.
  4. Downgrade takes effect at the next billing cycle.

Switching Billing Cycle

  • Switch from monthly to annual billing to save 2 months per year.
  • The switch takes effect at your next renewal date.
  • You are billed the annual amount at the start of the new cycle.

Cancelling Your Subscription

  1. Go to Account → Subscription → Cancel Subscription.
  2. Choose a cancellation reason (optional).
  3. Confirm cancellation.

Your subscription remains active until the end of the current paid period. After that, the building switches to the Free plan (up to 20 units). Data is retained.

Payment Provider Setup

To accept online payments from residents, link a payment provider:

Supported Providers

  • ePay (Bulgaria) — debit/credit card payments.
  • Iris Solutions (Bulgaria) — bank transfer integration.
  • Stripe — international card payments.
  • Manual bank transfer — residents pay to your IBAN; treasurer records manually.

Linking a Provider

  1. Go to Account → Payment Settings.
  2. Select your provider.
  3. Enter the required credentials (varies by provider):
    • ePay: Merchant ID and Secret Key.
    • Stripe: Publishable Key and Secret Key.
    • Iris: Terminal ID and merchant credentials.
  4. Click Verify Connection — the system performs a test transaction.
  5. Once verified, the Pay Online button becomes available to residents.

Multiple Provider Support

You can configure multiple providers and let residents choose their preferred payment method at checkout.

Subscription Result & Callbacks

After completing a subscription payment or linking a provider, the system shows a confirmation screen with:

  • Transaction reference number.
  • Amount charged.
  • Next billing date.

If a payment fails, the screen shows the error reason and a Retry button.

Invitation Management

Track all pending invitations from Account → Invitations:

  • See all outstanding invitations (not yet accepted).
  • Resend an invitation that has expired (invitations expire after 7 days).
  • Cancel an invitation you no longer want to honor.

Audit Log

Go to Account → Audit Log to see a timestamped record of all administrative actions:

  • User invitations and role changes.
  • Subscription changes.
  • Building settings modifications.
  • Data exports.

The audit log is read-only and cannot be modified or deleted. It is retained for a minimum of 2 years for compliance purposes. Export it as CSV from the toolbar.