Full Guide PDF

Building Management

The Building Management module lets you configure every physical and administrative aspect of your property — from basic details to floor plans, galleries, and bank accounts.

Building Details

Navigate to Building in the sidebar to open the building details view.

Editing Building Information

Click Edit to modify:

  • Building name — the display name shown across the app.
  • Address — street, city, postcode, country.
  • Building type — Residential, Mixed-use, Commercial, Other.
  • Description — free-text notes visible to managers only.
  • Year of construction — used in reports and documentation.

Click Save to apply changes. All connected residents will see the updated building name immediately.

Entrances (Sections)

Large buildings are often divided into separate entrances or staircases. Kooperacia models each entrance independently.

Adding an Entrance

  1. From the Building view, click + Add Entrance.
  2. Enter a label (e.g., "Entrance A", "Block 1", "North Wing").
  3. Set the number of floors and units per floor.
  4. Choose the floor numbering scheme (starts at Ground, 1st, or custom).
  5. Click Create — units are automatically generated based on your configuration.

Editing an Entrance

  • Change the label, floor count, or unit count.
  • If you reduce the number of units, units with existing residents or outstanding balances will not be deleted — they are flagged for manual review.

Deleting an Entrance

An entrance can only be deleted if all its units are vacant and have zero outstanding balance. This prevents accidental data loss.

Floors

Within each entrance, floors are managed automatically. However, you can:

  • Rename specific floors (e.g., "Ground Floor", "Penthouse").
  • Add a floor above or below existing ones.
  • Reorder floors if the numbering scheme changes.

To open the floor editor, click the Floors tab inside an entrance view.

Gallery

The building gallery stores photos and documents associated with the property.

Uploading Photos

  1. Click the Gallery tab in the Building view.
  2. Drag and drop images, or click Upload to browse.
  3. Supported formats: JPG, PNG, WebP, HEIC (max 10 MB per file).
  4. Add a caption and date for each photo.

Photos are visible to all users with access to the building. Use the gallery to document renovation work, common area improvements, or building condition reports.

Managing Files

  • Rename any file by clicking the three-dot menu and selecting Rename.
  • Delete a file to remove it permanently (confirmation required).
  • Download a file for offline use.

Account Panel

The Account tab inside Building Management links the building to a payment account for online fee collection.

Configuring a Payment Account

  1. Click the Account tab.
  2. Select your payment provider from the list (ePay, Stripe, Iris Solutions, etc.).
  3. Enter the required credentials (IBAN, merchant ID, API key — depending on provider).
  4. Click Verify — the system performs a test connection.
  5. Once verified, online payments from residents are automatically routed to this account.

Multiple Accounts

You can configure separate accounts for different entrances — useful when each staircase is legally a separate entity.

Building Documents

Attach important documents directly to the building record:

  • HOA bylaws and regulations
  • Meeting minutes
  • Insurance certificates
  • Utility contracts

Documents uploaded here are accessible to all managers. Set individual documents as resident-visible if you want owners to be able to download them.

Deactivating a Building

If a building is no longer active (e.g., management contract ended):

  1. Go to Building Settings → Advanced.
  2. Click Deactivate Building.
  3. Confirm with your password.

Deactivated buildings retain all historical data but are hidden from active lists. They can be reactivated at any time.