Owner email replies
What you seeAn inbox with labels and ready drafts instead of 80 unread emails.
- It starts when
- An owner or tenant emails the manager's inbox.
- What happens
- The email is sorted: levy question, repair, by-law, meeting or complaint. For routine ones, a draft reply is written from the scheme's by-laws and the manager's usual wording. Urgent items (safety, flooding, legal threats) are flagged and not drafted.
- Your part
- Read the draft in your inbox, edit if needed, send.
AGM and EGM pack
What you seeA complete draft pack in minutes instead of a day of copying and editing.
- It starts when
- The manager enters the meeting date, scheme name and any motions into a short form.
- What happens
- A draft notice, agenda, motion wording and cover email are built from last year's pack and the firm's template. Dates and lot details are filled in.
- Your part
- Check the motions, approve, send.
Meeting minutes
What you seeMinutes done the same day, with action items ready to follow up.
- It starts when
- The manager uploads their notes or a meeting recording after a committee meeting.
- What happens
- A draft set of minutes in the firm's format, with resolutions, action items and who is responsible.
- Your part
- Correct anything missed, sign off.
Levy and arrears reminders
What you seeOnly the difficult cases need your attention.
- It starts when
- The manager exports the arrears list, or a lot becomes overdue.
- What happens
- Reminder emails in stages (friendly, firm, final notice) are drafted in the firm's wording. Replies from owners are sorted into “paid”, “promised date” and “needs a person”.
- Your part
- Approve each stage before it goes out. Handle any dispute or hardship case personally.
Maintenance requests
What you seeA tidy list of jobs with details, not a trail of back-and-forth emails.
- It starts when
- An owner reports a problem: a leak, a broken door, a lift fault.
- What happens
- The request is categorised, missing details are asked for (“which unit? photo?”), and a draft quote request goes to the usual contractor. Urgent ones are flagged immediately.
- Your part
- Approve the contractor and the spend.
By-law breach and notice letters
What you seeA consistent, professional letter in two minutes.
- It starts when
- The manager types a short note, such as “Unit 12, noise complaint, third time”.
- What happens
- A formal letter is drafted in the right tone and format, referencing the relevant by-law from the scheme's records.
- Your part
- Review the wording and the by-law reference, then send.