Owner/Resident Portal & Owner Registry
Owner/Resident Portal & Owner Registry
Introduced in v1.0.4, the Owner Registry and Owner/Resident Portal form the resident-facing half of the platform. Together they enable unit owners in Irish multi-unit developments to access financial information, raise maintenance requests, retrieve documents, and receive communications from their Owners' Management Company (OMC) or managing agent.
Owner Registry
The Owner Registry is the authoritative record of unit-to-owner relationships within a development. It is managed exclusively by property management agents.
Key Concepts
- Unit-to-owner mapping — Each unit in a development can be linked to one or more owners. Joint ownership (e.g. co-purchasers) is supported.
- Ownership history — The registry maintains historical ownership records, allowing agents to track changes in ownership over time.
- Owner profiles — Each owner record holds:
- Full name(s)
- Contact details (email address, phone number, postal address)
- Correspondence preferences
- Ownership type and purchase date
Managing Owner Records
Agents can perform the following actions on owner records:
| Action | Description |
|---|---|
| Create | Add a new owner and associate them with one or more units |
| Update | Edit owner contact details or ownership metadata |
| Deactivate | Mark an owner record as inactive (e.g. following a sale) |
Note: Units must exist in the platform before owner associations can be created. Deactivating an owner does not remove historical records.
Owner/Resident Portal
The portal provides unit owners with a self-service interface to interact with their OMC and managing agent.
Accessing the Portal
Owners are invited to the portal by the managing agent once their record has been created in the Owner Registry. Access is scoped to the units associated with their owner profile — owners can only view data relevant to their own unit(s).
Features
Service Charge Statements
Owners can view and download their service charge statements directly from the portal.
- Current and historical statements are available
- Each statement includes an itemised breakdown of charges
- Payment status (paid, outstanding, overdue) is shown per statement
Maintenance Request Submission
Owners can raise maintenance requests through the portal without needing to contact the managing agent directly.
- Requests are submitted with a description of the issue and the affected area
- A confirmation is provided upon submission
- Owners can track the status of open and resolved requests
Document Downloads
Managing agents can make documents available to owners through the portal. Owners can browse and download documents such as:
- House rules and management company rules
- AGM minutes and notices
- Insurance certificates
- Any other documents published by the agent or OMC
Communications Inbox
All communications sent to an owner by the managing agent or OMC are accessible in the portal inbox.
- Owners can view the full history of received communications
- Supports general notices, billing notifications, and targeted messages
Setup Checklist (for Managing Agents)
Before owners can use the portal, complete the following steps:
- Ensure all units are created in the relevant development within the platform.
- Create owner profiles in the Owner Registry for each unit owner.
- Map owners to units — assign each owner to their corresponding unit(s).
- Invite owners to the portal — they will receive access credentials linked to their owner profile.
- Publish relevant documents to make them available for download in the portal.
Relationship to Irish Property Legislation
The Owner Registry and portal are designed with Irish multi-unit development law in mind. The Multi-Unit Developments Act 2011 requires OMCs to maintain records of unit owners and to communicate certain information to them. This release provides the infrastructure to meet those obligations digitally.