Follow tasks and insurance
Inspections, servicing and policies have deadlines. Record each one with the person responsible, and Administra sends a reminder before the date.
-
Create a task
Choose the building and open Upkeep, then Tasks. Click New task.
Type the task, the date and the time.
For a task that comes back, choose In months or In years under Repeats, and type how many under Every.
Choose the Person responsible and the Days of notice for the reminder. Click Save.
-
Follow the deadlines
The list shows each task by date, with who does it and how often it comes back.
A task past its date is marked Overdue.
The person responsible gets an email on the days of notice you chose, and another on the day itself if the task is not done yet. A task with no one responsible has no reminders.
Each policy recorded makes the task for its end.
-
Mark a task as done
Click Mark as done. Choose the day and, if you want, add the proof: a certificate, an invoice or a photo.
The proof is kept in Documents, in the Tasks folder.
A repeating task moves on to its next date. To see each time it was done, open the task's menu and click History.
-
Record a policy
Open Upkeep, then Insurance. Click New policy.
Under Kind, choose The building's for the policy the management takes out, or The owner's for an owner's own.
Choose the Cover. Type the insurer, the number and the end, and tick the units the policy covers.
An owner's policy needs the proof: the policy or a receipt for it. The proof is kept in Documents, in the Insurance folder.
-
See which units are insured
The table shows the insurance of each unit and of the common parts: Valid, Ending soon, Expired or Not insured.
A policy is Ending soon in the 30 days before its end.
Fire insurance is required for every unit and for the common parts (Portuguese Civil Code, art. 1429).
-
Ask for the new policies
Click Ask for new policies. The message goes to the owners whose policy is ending soon or has expired, in Bcc, each with their own copy.
The subject and the text are a starting point. Change them before you send.
When an owner replies with the new policy, record it as in step 4.
