Our service caters to two distinct profiles: individual condominiums with direct management and condominium management companies. For individual condominiums, the service allows the registration of a single condominium, even if it comprises multiple buildings and units with different configurations. On the other hand, condominium management companies have the flexibility to register multiple condominiums with diverse buildings and units. The differentiation between the two account types is determined during the service activation process, where condominium management companies are required to specify their active company status.

It's important for condominiums with direct management to be aware that utilizing our system incurs a cost for the condominium. Therefore, the decision to adopt the service must be collectively agreed upon and approved during a condominium assembly, ensuring transparency and accountability in the financial aspects of the condominium management.

The service assists the administrator in the following functions:

1. Convening the assembly: The administrator can use the service to schedule and organize assemblies, ensuring that all relevant parties are informed and able to participate.
2. Drafting the budget for revenues and expenses: The service provides tools for the administrator to create and manage the condominium's budget, including tracking income from owners and outlining projected expenses.
3. Verifying insurance coverage: The service helps the administrator ensure that the condominium has adequate insurance coverage against the risk of fire and assists in determining the appropriate insured capital amount, which can be presented and discussed during the assembly.
4. Recording common revenues and expenses: The service allows the administrator to keep a record of all incoming revenues, such as maintenance fees, and outgoing expenses, such as repairs or services, for transparency and accountability.
5. Demanding contribution from owners: The service facilitates the process of notifying and requesting co-owners to contribute their proportionate share of approved expenses, ensuring fair distribution of financial obligations.
6. Regulating the use of common property and services: The service provides tools to establish and enforce regulations regarding the use of common areas and the provision of services that benefit all residents, promoting a harmonious living environment.
7. Providing accounts to the assembly: The service enables the administrator to present financial reports and accounts during the assembly, providing a clear overview of the condominium's financial status and activities.
8. Storing and maintaining digitally stored documents: The service offers a centralized platform for the secure storage and management of important documents related to the condominium, such as contracts, regulations, minutes of assemblies, and other relevant files.

By assisting with these functions, the service streamlines administrative tasks, promotes transparency, and enhances the overall management efficiency of the condominium.

The configuration of the condominium account in the service should be carried out using the constitutive deed of the condominium. The constitutive deed specifies the parts of the building corresponding to the various fractions and establishes the relative value of each fraction, expressed as a percentage or permillage, of the total value of the property, which is used in the quota system. The constitutive deed may also contain information regarding each fraction or common area. This information should be used for registering and associating the fractions with the buildings. In some cases, the constitutive deed may include the condominium regulations, which govern the use, enjoyment, and maintenance of both the common areas and the autonomous fractions, along with the provision for arbitration to resolve disputes arising from the condominium relationship. These regulations and arbitration provisions should be considered relevant information in the organization of the condominium and, if they already exist, should be transferred to the service during its configuration.

Organizing and managing the condominium is facilitated if the relationship between the zones and the things that comprise the condominium is as accurate as possible. In the initial configuration, you can start by correctly defining the various zones and associating the fractions within them. Things can be dynamically added as you create service or construction budget requests, when you publish notices or write minutes, or even when you exchange alerts or record incidents. In all of these processes, you will need to identify the thing that is the subject of the service or that generated the incident. At that moment, the system will allow you to add it if it has not yet been registered in the service. During the registration, you will need to locate it within the corresponding zone.

For example, when you receive a message from a resident on the 2nd floor notifying you that the floor lamp is not working, you can register the incident. If the lamp (thing) on that floor is not in the system, you can add it at that time, specifying the corresponding zone.

Unless otherwise specified, the expenses necessary for the conservation and enjoyment of the common parts of the building and for the payment of services of common interest are paid by the condominium owners in proportion to the value of their fractions. However, expenses related to the payment of services of common interest can be shared equally among the condominium owners or in proportion to the speculative enjoyment, provided that the criteria determining their allocation are duly specified and justified. This also applies, with necessary adaptations, to sets of contiguous buildings functionally linked together by the existence of common parts allocated for the use of all or some of the units or fractions comprising them.

Regarding the allocation of expenses related to different flights of stairs or to common parts of the building that exclusively serve a particular condominium owner, they are borne by those who use them. Only the condominium owners whose fractions can be served by the elevators participate in elevator expenses. In the organization of the condominium in the system, it is important to associate these parts with the fractions that use them.

Works that constitute innovations require the approval of the majority of the condominium owners, with that majority representing two-thirds of the total value of the building. The system offers the functionality to schedule works, send budget requests, organize proposals, update quotas, and manage the occurrences associated with the work.

Budget requests and contracts for works or services can be drafted using templates provided by the service, specifying the affected areas. Access to and comparison of proposals can be done by the condominium owners within the system, but the selection and execution of the contract, unless otherwise agreed in the assembly, must be approved in the assembly.

Note that essential and urgent repairs to the common parts of the building can be carried out, in the absence or impediment of the administrator, by any of the condominium owners. In case of emergency, the system allows one of the condominium owners to take responsibility for a contract when the occurrence is classified as an emergency. The classification of an emergency incident is done via email with the consent of the other condominium owners.

It is mandatory to have insurance against the risk of fire for both the individual units and the common areas of the building. During the condominium setup, you will be asked to provide the insurance policy details. This information will be required from the condominium owners to associate the corresponding insurance policy data with the records of their units. The insurance should be taken out by the condominium owners themselves; however, the administrator should arrange it if the owners have not done so within the specified timeframe and for the agreed-upon value in the assembly. In such cases, the system assists in updating the quotas so that the condominium can recover the respective premium from the owners.

In this option, all the bank accounts belonging to the condominium should be identified. It is advisable to have at least one current account, one account for the Reserve Fund (FCR), and one account for the Working Capital Fund. When registering a condominium, a working capital account (cash on hand) is automatically created. The initial balance and the respective date for the Working Capital Fund account should be indicated. This account cannot be deleted.

If there are more than four co-owners in the condominium, the system will exempt the introduction of the Condominium Regulations. If it is not part of the constitutive deed, a set of Condominium Regulations must be drafted to regulate the use, enjoyment, and maintenance of the common areas. The system provides templates for its preparation by the administrator. To facilitate consensus-building before scheduling its approval at the co-owners' meeting, a discussion group is created within the service's communication system. Until the Condominium Regulations are approved, the system includes this resolution in the meeting agenda.

The administration of the common areas of the building is the responsibility of the co-owners' meeting and an administrator. Each co-owner has as many votes in the meeting as the whole units that correspond to the percentage or permillage of their fractions. During the meetings, the system takes this weighting into account when voting on a resolution. Therefore, it is important for the administrator to confirm the value of the percentage or permillage of the fractions according to the constitutive deed.

The meeting is convened by the administrator. It is mandatory to discuss and approve the accounts for the previous year and approve the budget for expenses to be incurred during the year. The meeting will also be convened by the administrator or by co-owners representing at least twenty-five percent of the invested capital. Co-owners can be represented by a proxy. The system allows for the provision of documentation for the meeting and its prior discussion. A discussion group is associated with each meeting scheduled by the condominium administrator, with the agenda made available for review. This allows condominiums to initiate the procedure for convening an extraordinary meeting through the communication module of the service.

The meeting is convened through registered mail or email, as chosen by the co-owners. The notice is sent at least 10 days in advance, or with a convocation notice made with the same advance notice. Once the meeting is convened, a discussion group is created for it in the system. The convocation can be prepared based on existing templates in the service. The system can automatically add to the agenda for discussion the balance value of the condominium, incidents, and missing information in the fraction records. It is important that the organization of the condominium configured by the administrator is approved in the convocation of the first meeting after subscribing to the service.

The system assists in the preparation of the minutes by allowing certain parts of the discussions to be automatically transcribed into text during the meeting. If necessary, the transcription can be translated into Portuguese.