Society Management Detailed Documentation

The Society Management Add-On is designed to simplify and organize the day-to-day operations of residential societies.

Demo URL

Introduction

The Society Management Add-On is designed to simplify and organize the day-to-day operations of residential societies. This detailed documentation will guide you through each feature and functionality offered by the Add-On, including owner creation and management, apartment setup, amenity bookings, billing, complaints, visitor tracking, and system configuration. Whether you’re managing a small community or a large complex, this Add-On helps you maintain smooth operations with clear structure and easy-to-use tools tailored for society administration.

How to Install the Add-On?

To Set Up the Society Management Add-On you can follow this link: Setup Add-On.

How to use the Society Management Add-On?

Society Dashboard Overview

The Society Dashboard provides a clear and centralized view of daily society activities, helping administrators monitor operations from a single screen. The top summary cards display key counts, including Total Apartments with occupied units, Total Residents, Pending Complaints, and Today’s Visitors, giving an instant snapshot of the society’s current status.

Below this, the Recent Payments section shows the latest maintenance or bill payments with details such as amount, tower and apartment information, and payment status like Cleared or Cancelled. The Open and Pending Tickets section lists active complaints with ticket number, complaint type, requester, assigned agent, and current status, allowing management to track and follow up on issues efficiently.

The dashboard also includes panels for Today’s Visitors and Service Clock-in / Clock-out. The visitors panel shows whether any visitors are recorded for the day, while the service staff section displays service category, staff name, and clock-in and clock-out times. Overall, the Society Dashboard connects information from multiple modules to provide real-time visibility and quick access to important society activities.

Manage Residents (Owners/Tenants)

The dashboard provides an overview of your store’s performance through:

• To add a new resident, click the “Create” button on the Manage Residents page. Select the User from the dropdown list of users with resident type and choose the Apartment from the apartments module. Select the Resident Type as Owner or Tenant, then enter the Relationship, Move In Date, optional Move Out Date, Emergency Contact, and mark Is Primary if the resident is the primary occupant. Click “Create” to save the resident.
• The list page displays residents with columns Name, Apartment, Resident Type, Move In Date, Emergency Contact, and Is Primary status. Use Search or Filters buttons as needed.
• In the Actions column, click View to see resident details including user name, apartment, resident type, relationship, move-in and move-out dates, emergency contact, and primary status. Click Edit to update the same fields. Click Delete to remove the resident record. This module depends on Users and Apartments modules, as residents are linked to existing users and apartments.

Manage Resident Documents

• To add a new resident document, click the “Add” button on the Manage Resident Documents page. Select the Resident from the residents module, enter the Document Type and Document Number, choose the Issue Date and Expiry Date, upload the document file, and select the Status as Active or Inactive. Click “Create” to save the document.
• The list page displays resident documents with columns No, Resident Name, Document Type, Document Number, Issue Date, Expiry Date, and Status. Use the Search or Filters buttons to manage records.
• In the Actions column, click View to see document details including resident name, document type, document number, issue date, expiry date, uploaded document, and status. Click Edit to update the same fields. Click Delete to remove the document record. This module depends on the Residents module, as documents are linked to registered residents.

Manage Towers

• To create a new tower, click the “Create” button on the Manage Towers page. Enter the Tower Name, optional Description, and Total Floors, then click “Create”.
• The list page shows all towers with columns No, Tower Name, Description, Total Floors, and No. of Apartments and Created Date. Use the Search buttons to find records.
• In the Actions column, click View to see tower details such as name, description, and total floors. Click Edit to modify these fields. Click Delete to remove the tower. Towers are connected to the Floors module, as each tower can have multiple floors.

Manage Floors

• To add a new floor, click the “Create” button on the Manage Floors page. Select the Tower from the dropdown, enter the Floor Name, Floor Number, Total Apartments, then click “Create”.
• The list page displays floors with columns Tower, Floor Name, Floor Number, Total Apartments and Created Date. Use the Search or Filters buttons to find records.
• In the Actions column, click View to see floor details including floor name and tower name. Click Edit to update the selected tower or floor name. Click Delete to remove the floor. This module depends on the Towers module, as each floor must belong to a tower.

Manage Parking Spots

• To add a parking spot, click the “Create” button on the Manage Parking Spots page. Enter the Spot Number and optionally select the Spot Type from the apartments (Car, Bike, Visitor), then click “Create”.
• The list page displays parking spots with columns Spot Number, Spot Type, Status showing Available or Occupied, and Assigned Apartment. Use the Search or Filters buttons to find records.
• In the Actions column, click View to see parking details including spot number, linked apartment, and status. Click Edit to update the spot number or apartment assignment. Click Delete to remove the parking spot. This module is connected to the Apartments module, as each parking spot can be allotted to one apartment.

Manage Apartments

• To create a new apartment, click the “Create” button on the Manage Apartments page. Select the Tower and Floor, then enter the Apartment Number, which is auto-generated. Choose the Apartment Type, enter Area Sqft, Bedrooms, and Bathrooms, and then select the Apartment Status.
• If the status is selected as Available, the Owner and Tenant dropdowns are not shown. If the status is selected as Occupied, only the Owner dropdown is shown. If the status is selected as Rented, only the Tenant dropdown is shown, and the fields Monthly Rent and Security Deposit become visible. If the status is selected as Maintenance, no Owner or Tenant dropdown is shown.
• After selecting the status, choose the Parking Spot if applicable. Click “Create” to save the apartment details. Use the Search or Filters buttons to find records.
• The list page shows apartments with columns Apartment Number, Tower, Floor, Apartment Type, Area Sqft, Bedrooms, Bathrooms and Apartment Status.
• In the Actions column, click View to see apartment details including tower, floor, apartment type, area, rooms, owner, tenant, parking spot, rent, deposit, and status. Click Edit to update the same fields. Click Delete to remove the apartment. This module depends on Towers, Floors, Apartment Types, Users, and Parking Spots modules.

Manage Common Area Bills

• To add a common area bill, click the “Create” button on the Manage Common Area Bills page. Select the Bill Type from the bill type module, enter the Bill Amount, choose the Bill Date and Bill Due Date, select the Status as Paid or Unpaid, enter the Description, and upload the bill file. Click “Create” to save the bill.
• The list page shows common area bills with columns Bill Number, Bill Type, Bill Amount, Bill Date, and Status. Use the Search or Filters buttons to find records.
• In the Actions column, Click View to see bill details including bill type, amount, dates, uploaded bill, status, and paid date. Click Edit to update the same fields. Click Delete to remove the bill. This module depends on the Bill Type module.

Manage Utility Bills

• To create a new utility bill, click the “Add” button on the Manage Utility Bills page. Select the Apartment Number from the apartments module, choose the Bill Type from the bill type module, and enter the Bill Amount. Select the Bill Date and Bill Due Date, upload the bill file, and choose the Status as Paid or Unpaid. Click “Create” to save the bill.
• The list page displays utility bills with columns Bill Number, Apartment Number, Bill Type, Amount, Bill Date, and Status. Use the Search or Filters buttons to find records.
• In the Actions column, click Pay to open the utility bill payment form. Click View to see utility bill details including apartment number, bill type, amount, dates, uploaded bill, status, and paid date. Click Edit to update the same fields. Click Delete to remove the utility bill. This module depends on Apartments and Bill Type modules.

Manage Maintenance Cycles

• To create a maintenance cycle, click the “Create” button on the Manage Maintenance Cycles page. Select the Year and Month, and the Payment Due Date is set automatically based on the Maintenance Settings from the system setup. Click “Create” to save the maintenance cycle.
• The list page displays maintenance cycles with columns Year, Month, Total Amount, Collected Amount, Due Date, and Status.
• In the Actions column, click Edit to update the Year, Month, or Due Date while the status is Draft. Click Delete to remove the maintenance cycle; this button is available only when the maintenance cycle status is Draft.
• When you click Generate Bills, maintenance bills are generated for all apartments for the selected month. During this process, all utility bills of that month for each apartment are included, and all common area bills of that month are collected and divided equally among the total apartments. The calculated common area share is added to each apartment’s maintenance bill. The Total Amount of the maintenance cycle is updated as the sum of all apartment maintenance bills, the status changes to Published, and the View button becomes available.
• When you click the View button, the Month Maintenance Bills page opens. At the top, you can see the Maintenance Cycle details including Year, Month, Due Date, Total Amount, and Status.
• Below this, the list page shows apartment-wise maintenance bills with columns Bill Number, Apartment, Maintenance Amount, Utility Amount, Common Area Amount, Penalty Amount, Total Amount, and Status. You can use Search and Filters to find maintenance bill records.
• In the Actions column, click Record Payment to open the payment form. In this form, Payment Date is entered manually, while Maintenance Cycle, Apartment, and Bill Number are auto-selected. Select the Payment Method from Cash, Bank Transfer, Cheque, or Online Payment. Select the Bank Account, which is fetched from the Accounting add-on Bank Accounts module. Enter the Reference Number, review the auto-filled Payment Amount, enter Notes, and click Create to save the maintenance bill payment./li>* When you click the View button on a maintenance bill, you can see full bill details including Bill Number and Apartment Information such as Tower, Floor, and Apartment Number. The Bill Breakdown section shows Maintenance Amount and Penalty Amount. The Utility Bills Included section lists that month’s utility bills with Bill Number, Bill Type, Date, Total Amount, and Apartment Share. The Common Area Bills Included section lists common area bills with Bill Number, Bill Type, Date, Total Amount, and Apartment Share. At the bottom, you can see the Due Date and Amount Due.

Manage Maintenance Bill Payments

At the top of the page, a card shows the selected Month and Year from maintenance cycles, Total Additional Cost, Total Payments With Cost, and Payment Due Date. The list page displays maintenance bill payments with columns No, Apartment Number, Total Cost, Status, and Paid Date. In the Actions column, click Pay to open the maintenance payment form and record the payment. This module depends on Maintenance Cycles and Apartments modules.

Manage Complaints

• To create a new complaint, click the “Add” button on the Manage Complaints page. Select Requested By from residents or users, choose the Complaint Type from the complaint type module, and enter the Subject and Description. Upload a file if required, select the Priority, choose the Status as Open, In Progress, or Closed, and assign the complaint to a user. Click “Create” to save the complaint.
• The list page displays complaints with columns Ticket Number, Resident, Complaint Type, Priority, Status, and Subject. You can use Search and Filters to find complaint records.
• In the Actions column, click the Assign button to open the assign form. Select Assign To Staff from the dropdown fetched from the users module and click Assign. After assigning, the complaint status is updated to In Progress, and the Edit and Delete buttons are hidden while the Resolve button becomes available.
• When you click the Resolve button, a form opens where you enter the Resolution Notes and select the Satisfaction Rating from 1 to 5. After saving, the complaint status is updated to Resolved.
• When you click View, the complaint details page opens. At the top section, the Ticket Number, Priority, and Status are displayed. Below this, the Complaint Information section shows Resident, Type, Subject, Created At, Currently Assigned To, and Description. If the status is In Progress, you can add new comments, and existing comments can be edited or deleted. If the status is Resolved, the Resolution Details section is displayed showing Resolved At, Resolution Notes, and Satisfaction Rating. Below this, the Management section appears with a Close Complaint button. Clicking this button opens a confirmation dialog where you can cancel or confirm closing the complaint. After confirmation, the complaint status is updated to Closed.
• When the status is Open, you can use the Edit and Delete buttons. Clicking Edit allows you to modify the complaint record, and clicking Delete removes the complaint record. This module depends on Residents, Users, and Complaint Type modules.

Manage Visitors

• To add a new visitor entry, click the “Create” button on the Manage Visitors page. Enter the Visitor Name and Mobile Number, then select the Visitor Type from the dropdown fetched from the system setup Visitor Types module. Enter the Number of Persons, select the Tower, Floor, and Apartment. After selecting the apartment, the Apartment Details are displayed, showing the Owner or Tenant Name and Mobile Number. Select the Vehicle Type from the dropdown, enter the Vehicle Number, enter the Purpose, select the Visit Date and Time, optionally upload a Photo, and click “Create” to save the visitor entry.
• The list page displays visitors with columns Visitor Name, Mobile, Visitor Type, Apartment, Persons, Vehicle, Visit Date and Time, and Status. You can use Search and Filters to find visitor records.
• In the Actions column, click View to see visitor details. Click Edit to update the same fields. Click Delete to remove the visitor record. This module depends on the Towers, Floors, Apartments, and Visitor Type modules.

Manage Service Staffs

• To create a service staff record, click the “Create” button on the Manage Service Staffs page. Select the Staff User from the dropdown fetched from the users module, select the Service Category from the dropdown fetched from the system setup Service Categories module, and review the auto-generated Employee ID. Select the Status as Active or Inactive, then click “Create” to save the service staff record.
• The list page displays service staff records with columns Employee ID, Name, Service Category, and Status. You can use Search and Filters to find service staff records.
• In the Actions column, click View to see service staff details. Click Edit to update the same fields. Click Delete to remove the service staff record. This module depends on the Users and Service Categories modules.

Manage Staff Attendance (Clock-in/Clock-out)

• To add a staff attendance entry, click the “Create” button on the Manage Staff Attendance page. Select the Staff from the service staff list, choose the Apartment, enter the Purpose, enter the Clock-in Time, and click “Create” to record the attendance.
• The list page displays attendance records with columns Staff ID, Apartment, Visit Date, Clock In Time, Clock Out Time, Total Hours, and Status. You can use Search and Filters to find staff attendance records.
• In the Actions column, click View to see attendance details. Click Edit to update the same fields. Click Clock-out to record the clock-out time if the staff has not yet left. Click Delete to remove the attendance record. This module depends on the Service Staffs and Apartments modules.

Manage Notice Board

• To create a new notice, click the “Create” button on the Manage Notice Board page. Enter the Title and add the Description, then select the Priority as Low, Medium, High, or Urgent. Select the Status as Draft, Published, or Archived, choose the Publish Date and Expiry Date, and select the Target Audience from All, Owners, Tenants, or Specific. If Specific is selected, the Select Residents dropdown is shown, allowing you to choose residents. Upload any required Attachments and click “Create” to save the notice.
• The list page displays notices with columns Title, Priority, Status, Publish Date, Expiry Date, and Target Audience. You can use Search or Export to manage records.
• In the Actions column, click View to see notice details including title, full description, publish and expiry dates, priority, target audience, attachments, and status. Click Edit to update the same fields. Click Delete to remove the notice.

System Setup

Apartment Type

• To create a new apartment type, click the “Add” button on the Apartment Type setup page. Enter the Apartment Type Name and click “Create”.
• The list page displays apartment types with a column Apartment Type. In the Actions column, click Edit to update the apartment type name. Click Delete to remove the apartment type.

Bill Type

• To add a new bill type, click the “Create” button on the Bill Type page. Enter the Bill Type Name Click “Create” to save.
• The list page shows bill types. In the Actions column, click Edit to update the bill type name or category. Click Delete to remove the bill type.

Complaint Type

• To create a complaint type, click the “Create” button on the Complaint Type page. Enter the Complaint Type Name and click “Create”.
• The list page displays complaint types with a column Complaint Type. In the Actions column, click Edit to update the complaint type name. Click Delete to remove the complaint type.

Visitor Type

• To create a visitor type, click the “Add” button on the Visitor Type setup page. Enter the Visitor Type Name and click “Create”.
• The list page shows visitor types with a column Visitor Type. In the Actions column, click Edit to update the visitor type name. Click Delete to remove the visitor type.

Maintenance Settings

• To add maintenance settings, Enter the Rate Per Sqft, Due Day, Late Fee Percentage, and Grace Period Days Click on “Save Changes” to save the settings. This setup is connected to maintenance and is used during maintenance bill calculations.

Manage Service Categories

• To add a new service category, click the “Add” button on the Manage Service Categories page. Enter the Service Category Name and Description, then click “Create”.
• The list page shows service categories with columns No, Service Category Name, and Description. In the Actions column, click Edit to update the service category name or description. Click Delete to remove the service category. This module is connected to Service Staffs, as staff members are assigned based on service categories.