Getting Started

Welcome to Kooperacia — the all-in-one condominium management platform. This guide will walk you through creating an account, setting up your building, and inviting your first residents.

Creating an Account

1. Go to and click Sign Up.
2. Enter your name and email address.
3. Enter the one-time password sent to your email.
4. Done! Your profile has now been created and you can start using Kooperacia.

Tip: If you have a profile with Google or Apple, you can sign in directly with it by clicking the corresponding button.

Initial Setup Wizard

The initial setup wizard walks you step by step through the basic configuration of your building and also shows any invitations sent to you for buildings that have already been created. It opens only when you access your profile for the first time and you still have not joined or created a building.

Step 1 — Language and Theme

• Choose the language and theme of the application.

Step 2 — Creating a Building

• If you do not have invitations to join other buildings, it is time to create your own!
• Click the "Add" button to open the building creation form.
• Enter the name of the building or complex (e.g. "Sunrise Residential Building - Entrance A").
• Select the building type.
• Set the address, city, and country (optional).

Step 3 - Selecting a Building

• The list will load the invitations sent to you, as well as the buildings you have created.
• If you have already been invited to join a building, you only need to accept the invitation and the building you were invited to will appear as a selectable option, which will automatically be selected.
• Select a building and start using Kooperacia right away.
• After completing the wizard, you will be taken to the Dashboard.

Understanding Roles

Each role receives personalized email and push notifications tailored to their responsibilities.

Inviting Residents

Once the building has been created, invite residents and managers:

1. Go to Dashboard and click the Invite button.
2. Enter the email address of the person or company you want to invite.
3. Select a role (Administrator, Treasurer, or Resident) and send the invitation.
4. The recipient will receive an email invitation with a unique registration link.

Next Steps

• Explore the Dashboard to see your building at a glance.
• Add residents and assign contacts in Contacts.
• Set up monthly fees using the Finance module.
• Publish your first announcement in Messages & Bulletin Board.

Dashboard

The Dashboard is your central command center — it gives you an instant overview of your building's financial health, occupancy, and recent activity.

Overview

When you log in, the Dashboard loads with key metrics across the top, followed by charts and a table of recent financial entries.

Stat Cards

At the top of the dashboard you will find summary cards:

Click any stat card to open a Detail Board with a breakdown by entrance, floor, or unit.

Charts

Monthly Chart

The monthly bar chart shows income vs. expenses for each week of the current month. Use it to spot irregularities or confirm that expected payments have arrived.

• Bars are color-coded: green for income, red for expenses.
• Hover over a bar to see the exact amount.
• Switch between income, expenses, and net views using the toggle above the chart.

Annual Chart

The annual line chart displays the cumulative financial trend across all twelve months of the year.

• Useful for identifying seasonal payment patterns.
• Compare two years using the year selector.

Recent Entries Table

Below the charts, the Recent Entries table lists the last 20 financial transactions recorded in the system.

Click any row to open the full entry details in a side drawer.

Stat Detail Boards

Clicking a stat card opens a dedicated detail view:

Units Detail

• Breakdown of units by occupancy status (occupied, vacant, partially occupied).
• Quick link to open any unit directly.

Residents Detail

• Count of owners and tenants, active vs. inactive.
• Shows units with no assigned residents (for follow-up).

Dues Detail

• Lists all units with outstanding balances.
• Sorted by overdue amount, with the most indebted unit at the top.
• Click a unit to open its payment history.

Income Detail

• Breakdown of this month's income by category.
• Pie chart showing proportions (management fees, maintenance, utilities, etc.).

Quick Actions

The Dashboard also provides quick-action buttons for common tasks:

• + New Fee Run — launches the fee wizard to generate monthly charges.
• + New Entry — opens the income/expense entry form.
• Post Announcement — opens the bulletin board compose window.

Refreshing Data

Data on the Dashboard is loaded when you open the page. To reload without a full page refresh, click the refresh icon in the top-right corner of the stats area.

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.

Units

The Units module is the heart of Kooperacia. Every apartment, commercial space, or storage unit in the building is tracked here, along with its residents, fees, and associated documents.

Unit Grid View

The default view shows all units as a grid of cards, color-coded by status:

Use the search bar at the top to filter units by number, resident name, or floor. Use the filter button to narrow results by entrance or floor.

Unit Details

Click any unit card to open its detail drawer with four tabs:

Overview Tab

Shows the unit's core information:

• Unit number and floor.
• Area (m²) and building type (apartment, studio, garage, etc.).
• Entrance / Section assignment.
• Current balance — the running total of unpaid fees and credits.
• Quick links to Edit the unit or View Payment History.

Residents Tab

Lists all people currently assigned to this unit:

Assigning a Resident

1. Click + Add Resident.
2. Search for an existing contact or enter a new person's details.
3. Assign the role (Owner / Tenant).
4. Set the move-in date (used in fee proration calculations).
5. Click Save.

The resident is notified by email. If they do not yet have an account, an invitation link is sent automatically.

Removing a Resident

Click the three-dot menu next to a resident and select Remove. A confirmation dialog appears. The resident's account remains intact — they simply lose access to this unit.

Transferring Ownership

When a unit changes hands:

1. Remove the old owner (mark as Moved out with an end date).
2. Add the new owner.
3. Any outstanding balance remains linked to the unit — you can choose to transfer it to the new owner or write it off.

Fees Tab

Shows the monthly charges configured for this unit:

• Base fee — fixed amount charged every month.
• Per-m² fee — calculated from the unit's area × rate.
• Custom charges — one-off or recurring special charges.
• Fee template — if the unit uses an entrance-level template, this is shown here.

To override a unit's fee independently of the template, click Set Custom Fee and enter the amount.

Pets Tab

Track registered pets for the unit:

• Add pets with type (dog, cat, other), name, and breed.
• Some buildings charge a pet fee — if configured, the pet registration automatically adds the charge to the unit.
• Useful for compliance with HOA pet policies.

Editing a Unit

Click Edit in the unit header to open the edit modal:

• Change the unit number, floor, or area.
• Reassign to a different entrance.
• Change the unit type (apartment, garage, commercial).
• Add or update notes (visible to managers only).

Unit Documents

Each unit has its own document area. Attach:

• Ownership deeds
• Rental agreements
• Renovation permits

Residents can download documents marked as Resident-visible. All other documents are manager-only.

Bulk Operations

From the unit grid, select multiple units using the checkbox in the top-left corner of each card to:

• Assign a fee template to all selected units at once.
• Export unit data to CSV.
• Send a notification to all selected residents.

Vacant Units

Units without residents still accumulate fees if they are assigned to an entrance with a fee template. A manager or treasurer can:

• Mark a vacant unit as Fee-exempt (zero charges).
• Assign the owner as the responsible party for fees even without an active resident.

Contacts

The Contacts module maintains a directory of every person connected to your building — owners, tenants, service providers, and committee members.

Contacts List

Navigate to Contacts in the sidebar to see the full directory.

Filtering and Searching

• Use the search bar to find a contact by name, email, or phone.
• Use the Role filter to show only Owners, Tenants, or specific role types.
• Use the Status filter to show Active, Inactive, or Pending (invited but not yet registered) contacts.

Contact Card

Each card in the list shows:

• Full name and avatar (initials if no photo is uploaded).
• Primary role badge (Owner, Tenant, Manager, Treasurer).
• Associated unit(s) — a contact can be linked to multiple units.
• Email and phone at a glance.

Contact Details

Click a contact card to open the details drawer.

Personal Information

• Full name, date of birth (optional, stored privately).
• Email addresses — primary and secondary.
• Phone numbers — mobile and landline.
• Language preference — determines the locale for emails sent to this contact.

Roles

A contact can hold multiple roles across the building:

To add a role, click + Add Role and select the type and associated unit.

To deactivate a role without removing the contact, click the role chip and select Deactivate. This is useful when an owner moves out but you want to retain their contact record.

Associated Units

Lists all units where this contact has an active role. Click a unit number to navigate to the unit detail directly.

Communication History

Shows all emails, SMS messages, and in-app notifications sent to this contact. Useful for verifying that payment reminders were delivered.

Adding a New Contact

1. Click + New Contact in the top-right corner of the Contacts list.
2. Enter the first name, last name, and email (required).
3. Add phone numbers and optional fields as needed.
4. Select the role and associated unit.
5. Toggle Send invitation to automatically send an account activation email.
6. Click Create.

Editing a Contact

Click the Edit button (pencil icon) in the contact details drawer. All fields are editable. Changing the email address will send a verification email to the new address before it becomes active.

Inviting a Contact

If a contact exists but has not yet activated their account:

1. Open their contact details.
2. Click Resend Invitation.
3. A fresh invitation email is sent immediately.

Invitations expire after 7 days. If the link expires, resend the invitation from this same screen.

Deactivating a Contact

Deactivating a contact:

• Revokes their login access immediately.
• Preserves all historical data (payments, entries, messages) linked to them.
• Keeps them in the contacts list with an Inactive badge.

To deactivate, open the contact details and click Deactivate → confirm.

To reactivate, find the inactive contact (use the Status filter), open their details and click Reactivate.

Exporting Contacts

Click Export in the contacts list toolbar to download all contacts as a CSV file. The export includes name, email, phone, role, and associated units — useful for external mail clients or reporting.

GDPR and Data Privacy

All contact data is stored in compliance with GDPR:

• Only authorized roles (Manager, Treasurer) can view full contact details.
• Residents can view only their own profile.
• Contacts can request data export or deletion via the support email.
• Personal data is encrypted at rest and in transit.

Finance

The Finance module is the accounting engine of Kooperacia. It handles income, expenses, monthly fee generation, payment collection, and financial reporting.

Finance Overview

Navigate to Finance in the sidebar. The main view shows two tabs:

• Ledger — all income and expense entries.
• Payments — resident payment records against issued fees.

The period selector at the top lets you filter by month, quarter, or custom date range.

Ledger Entries

Income Entries

Income entries record money received — monthly fees, parking charges, late-payment penalties, etc.

To add an income entry:

1. Click + New Entry → choose Income.
2. Select the date, category, and amount.
3. Optionally link to a unit (if it's a unit-specific payment).
4. Add a description and attach a receipt or document.
5. Click Save.

Expense Entries

Expense entries record money spent on behalf of the building — utilities, repairs, cleaning, insurance, etc.

To add an expense entry:

1. Click + New Entry → choose Expense.
2. Select the date, category (electricity, water, elevator maintenance, etc.), and amount.
3. Add the vendor/supplier name.
4. Attach a scanned invoice (PDF or image).
5. Click Save.

Editing and Deleting Entries

• Click any entry row to open its detail view.
• Click Edit to modify any field. Changes are logged with a timestamp.
• Click Delete to remove the entry (requires manager or treasurer confirmation).

Fee Wizard

The Fee Wizard automates the monthly fee generation process — the most important financial operation in the system.

Running the Fee Wizard

1. Click Fee Wizard in the Finance toolbar.
2. Select the billing period (month and year).
3. Review the fee template applied to each entrance or unit.
4. Preview the generated fee amounts in the summary table.
5. Click Generate Fees to create fee entries for all applicable units.

The wizard checks for already-generated fees for the selected period. If fees exist, it shows a warning and lets you overwrite or skip.

Fee Templates

Fee templates define how charges are calculated:

Templates are configured under Building Management → Entrances → Fee Template.

Fee Summary Modal

After generating fees, the Fee Summary modal shows:

• Total amount issued this period.
• Breakdown by entrance.
• Units with zero fees (fee-exempt).
• Estimated collection rate based on historical payment patterns.

Payments

Viewing Payment Status

Navigate to Finance → Payments to see all units and their payment status for the selected period:

Recording a Manual Payment

When a resident pays cash or bank transfer:

1. Click the unit row.
2. Click + Record Payment.
3. Enter the amount, date, and payment method (cash, transfer, card).
4. Optionally add a reference number from the bank transfer.
5. Click Save — the unit's balance is updated immediately.

Online Payments

If a payment provider is configured (ePay, Stripe, Iris Solutions), residents can pay directly from their account. Online payments are automatically recorded and reconciled.

Payment History

Each unit has a full Payment History showing all payments ever made:

• Date, amount, method, and recorded-by user.
• Running balance.
• Printable receipt for each transaction.

Income Editor

The Income Editor is a bulk tool for quickly entering multiple income items at once:

1. Click Income Editor in the Finance toolbar.
2. A spreadsheet-style grid appears with one row per unit.
3. Enter the payment amount for each unit that paid.
4. Set a shared date and description for all entries.
5. Click Save All — all entries are saved in a single operation.

This is especially useful for cash collection days where the treasurer receives payments from many residents simultaneously.

Reports

Period Summary

Select a period and click Reports → Period Summary to see:

• Total income, total expenses, net balance.
• Breakdown by category.
• Collection rate (% of issued fees that were paid).

Debtor Report

Reports → Debtors lists all units with outstanding balances:

• Sorted by amount owed (highest first).
• Shows how many months overdue.
• Includes contact details for follow-up.
• Exportable as PDF or CSV.

Annual Financial Statement

Reports → Annual Statement generates a full-year income and expense report suitable for presenting at the annual general meeting (AGM):

• Monthly breakdown.
• Category totals.
• Year-over-year comparison.
• Export to PDF.

Categories

Finance categories are customizable per building. Default categories include:

Income: Management Fee, Parking, Late Payment Penalty, Reserve Fund Contribution.

Expense: Electricity, Water, Elevator Maintenance, Cleaning, Insurance, Repairs, Administration.

To add or edit categories, go to Finance → Settings → Categories.

Messages & Bulletin Board

The Messages module keeps your building community informed and connected. It includes a Bulletin Board for official announcements and Channels for organized group discussions.

Bulletin Board

The Bulletin Board is the primary communication tool for managers to post official notices, reminders, and important updates.

Viewing the Bulletin Board

Navigate to Messages → Bulletin Board. You'll see a chronological feed of all posted notes, with the most recent at the top.

Each note card shows:

• Title and preview text.
• Author (manager or treasurer who posted it).
• Posted date.
• Attachment indicator (paperclip icon if files are attached).
• Pinned badge if the note is pinned to the top.

Creating a Note

1. Click + New Post in the Bulletin Board toolbar.
2. Enter a title and the body text.
   • The body supports Markdown formatting: bold, italic, lists, links, etc.
3. Optionally attach files (PDF, images, Word documents — max 20 MB each).
4. Choose visibility:
   • All residents — owners and tenants see this post.
   • Owners only — tenants cannot see this post.
   • Managers only — internal note, not visible to residents.
5. Toggle Pin to top to keep the note at the top of the feed regardless of date.
6. Click Publish.

Residents receive an in-app notification (and optionally an email) when a new note is published.

Editing a Note

Click the three-dot menu on a note card and select Edit. You can change the title, body, attachments, and visibility at any time.

Deleting a Note

Click the three-dot menu → Delete. Deleted notes are removed from the feed immediately and cannot be recovered.

Pinning and Unpinning

Click the Pin icon on a note card to pin it. Pinned notes appear above all other posts. Unpin by clicking the same icon again.

Channels

Channels provide structured spaces for ongoing communication on specific topics.

Default Channels

Every building starts with a default General channel. Managers can create additional channels for specific purposes.

Creating a Channel

1. Click + New Channel in the sidebar.
2. Enter a channel name (e.g., "Parking", "Maintenance", "AGM 2025").
3. Set visibility: All residents, Owners only, or Managers only.
4. Click Create.

Posting in a Channel

1. Click a channel in the left sidebar to open it.
2. Type your message in the input field at the bottom.
3. Attach files by clicking the paperclip icon.
4. Press Enter or click Send.

Messages in channels support Markdown formatting.

Channel Notifications

Residents can configure their notification preferences per channel:

• All messages — notified for every new message.
• Mentions only — notified only when @mentioned.
• Off — no notifications for this channel.

Archiving a Channel

When a channel is no longer needed (e.g., after an AGM), archive it:

1. Open the channel settings (gear icon next to the channel name).
2. Click Archive Channel.

Archived channels are read-only and can be browsed under Channels → Archived.

Note Cards

Note cards are informal sticky-note style posts, typically used for quick reminders:

• Water shut-off tomorrow 9:00–12:00
• Elevator maintenance this Friday
• Lost cat — contact manager

Creating a Note Card

1. From the Bulletin Board, click + Note Card (or use the compact compose button in the sidebar widget).
2. Enter a short message (max 280 characters).
3. Click Post.

Note cards do not support attachments or Markdown. They are designed for very short, time-sensitive notices.

File Attachments

Files attached to posts and channel messages are stored securely and can be:

• Downloaded by any resident with visibility to that post.
• Renamed by the posting manager.
• Deleted by the posting manager (removes the file from storage).

Supported file types: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, ZIP.

Maximum file size: 20 MB per file, 100 MB per post.

Resident View

Residents log in and see:

• The Bulletin Board (filtered to their visibility level).
• Channels they have access to.
• Unread message count in the sidebar badge.

Residents can react to posts with emoji reactions but cannot delete or edit other users' posts.

Notifications

The Notifications module keeps residents, owners, and managers informed about important events — payment due dates, new announcements, system updates, and more.

Notification Types

Kooperacia sends several categories of notifications:

Notification Channels

Notifications are delivered through three channels:

In-App Notifications

Appear as a badge count on the bell icon in the top navigation bar. Click the bell to open the notification panel and see all recent alerts.

Each notification shows:

• Title and short description.
• Timestamp.
• Action button (e.g., "View Payment", "Open Post").

Mark individual notifications as read by clicking them, or click Mark all as read to clear the badge.

Email Notifications

Emails are sent to the contact's primary email address. Email notifications include:

• Full context (amount, due date, unit number).
• A direct link back to the relevant section of the app.
• Unsubscribe option at the bottom (for non-critical notification types).

Push Notifications (Mobile App)

When using the Kooperacia mobile app, push notifications are delivered to the device even when the app is closed. Residents can allow or deny push permissions from their device settings.

Notification Preferences

Each user controls their notification preferences from Profile → Notification Settings.

Available Settings

Manager Notification Settings

Managers have additional options:

• Overdue alert threshold — number of days after due date to trigger an overdue alert.
• Automatic reminder schedule — configure automatic reminder emails sent to all units with outstanding balances.
• Summary reports — weekly or monthly email digest of financial activity.

Notification Card Details

Click any notification in the panel to open its detail card, which shows:

• Full notification text.
• Related entity (unit, contact, or financial entry).
• Timestamp of when it was sent.
• Status: Delivered, Read, or Failed.

If a notification failed to deliver (e.g., invalid email), a Retry button appears.

Sending Manual Notifications

Managers can send ad-hoc notifications to selected residents:

1. Go to Contacts or Units.
2. Select one or more contacts / units.
3. Click Send Notification.
4. Choose delivery method: In-app, Email, or Both.
5. Write your message (subject and body).
6. Click Send.

Manual notifications appear in the recipient's notification panel and are logged for audit purposes.

Automatic Payment Reminders

Set up automatic reminders to reduce late payments without manual intervention:

1. Go to Finance → Settings → Reminders.
2. Enable Automatic Reminders.
3. Configure the schedule:
   • Before due date: 7 days, 3 days, 1 day.
   • On due date: send on the day.
   • After due date: every 7 days until paid (configurable).
4. Customize the email template with your building name and contact details.
5. Click Save.

The system sends reminders automatically at 08:00 local time on the configured days. Residents who have already paid are automatically excluded.

Notification Log

Go to Settings → Notification Log to see a full audit trail of all notifications sent:

• Timestamp, type, recipient, and delivery status.
• Filter by date range or notification type.
• Exportable as CSV for compliance reporting.

Settings

The Settings module lets you customize the appearance and behavior of Kooperacia to fit your preferences and building requirements.

General Settings

Navigate to Settings in the sidebar to open the general settings panel.

Display & Appearance

Changes to display settings take effect immediately without a page reload.

Localization

• Timezone — set to match your building's physical location. This affects when automatic notifications are sent (reminders fire at 08:00 in the configured timezone).
• First day of week — Monday or Sunday, affects calendar views.
• Number format — European (1.234,56) or American (1,234.56).

Building Settings

Building-level settings (accessible to Managers only):

Fee Settings

• Default due date — day of the month by which fees must be paid (e.g., the 10th).
• Late payment penalty — flat fee or percentage applied after the due date.
• Reserve fund rate — percentage of each fee contribution that goes to the reserve fund.
• VAT — enable if the building is VAT-registered (adds VAT line to invoices).

Notification Settings

• Automatic reminder schedule — configure when payment reminders are sent.
• Sender name — the name that appears in the "From" field of building emails.
• Reply-to email — where resident replies are directed.

Privacy Settings

• Resident payment visibility — whether residents can see a summary of the building's total collection rate (not individual payments).
• Directory visibility — whether residents can see other residents' contact details.

Profile Settings

Manage your personal account settings:

Personal Information

• Display name — how your name appears to residents.
• Email address — primary contact email. Changing this requires email verification.
• Phone number — used for SMS notifications (if configured).
• Profile photo — upload a profile image (JPG/PNG, max 2 MB).

Security

• Change password — enter your current password, then the new one twice.

• Two-factor authentication (2FA) — enable 2FA using an authenticator app (Google Authenticator, Authy, etc.):

  1. Click Enable 2FA.
  2. Scan the QR code with your authenticator app.
  3. Enter the 6-digit code to confirm.
  4. Save your backup codes in a secure location.

• Active sessions — view all devices where your account is currently logged in. Click Log out next to any session to revoke it remotely.

Release Notes

The Release Notes section (accessible via Settings) shows the version history of Kooperacia with a description of new features, improvements, and bug fixes.

• Each release is shown in reverse chronological order (newest first).
• Click a release to expand its details.
• Subscribe to email notifications for new releases from your notification preferences.

Data Export

Managers can export all building data as a structured archive:

1. Go to Settings → Data Export.
2. Click Request Export.
3. The system compiles the export (this may take a few minutes for large buildings).
4. You receive an email with a download link (valid for 48 hours).

The export includes:

• All units and residents.
• Complete financial history.
• Documents and attachments.
• Contact directory.

Exports are in JSON and CSV formats, suitable for backup or migration to another system.

Danger Zone

The Danger Zone section (visible to Managers only) contains irreversible actions:

These actions cannot be undone. Proceed with extreme caution.

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.