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FeaturesBlockManOSUpdated March 15, 2026

Unit Owner & Occupier Registry

Unit Owner & Occupier Registry

The Owner & Occupier Registry lets property management agents record and maintain ownership information for every unit within a development. It is the authoritative source for owner contact details, billing attribution, portal access, and ownership history.

Overview

Each unit in a development can have one or more registered owners. The registry stores a structured owner record per unit and tracks changes over time, ensuring that service charge liability can always be attributed to the correct owner for any given period.

Owner Record Fields

Each owner record contains the following fields:

FieldDescription
Owner NameFull legal name of the owner or organisation
Contact DetailsEmail address and phone number for the owner
Correspondence AddressPostal address for formal notices (may differ from the unit address)
Ownership Start DateThe date on which this ownership period began
Ownership PercentageFractional share of the unit (relevant for multi-owner units; must total 100% across all owners on a unit)
Owner / Occupier StatusWhether the owner currently occupies the unit or rents it to a separate occupier
Tenure TypeClassification as Leaseholder or Freeholder

Multi-Owner Units

Units with more than one registered owner are fully supported. Each co-owner has an individual record with their own contact details and ownership percentage. The combined ownership percentage across all active owners on a unit must equal 100%.

This is particularly relevant for service charge apportionment and legal correspondence under Irish property legislation.

Leaseholder vs Freeholder

Every owner record is classified as either a Leaseholder or a Freeholder. This distinction is used to:

  • Apply the correct billing and notice rules under the Multi-Unit Developments Act 2011 and related Irish legislation.
  • Filter owner lists for specific legal communications.
  • Report on the tenure mix across a development.

Owner Portal Invites

From any owner record, an agent can send a portal invite to the owner's registered email address. Once accepted, the owner gains access to the owner portal, where they can:

  • View their unit details
  • Review service charge statements and payment history
  • Access formal correspondence and notices

Invites can be resent at any time from the owner record. Access is scoped to the owner's own unit(s) only.

Bulk Import from CSV

Owner records can be created in bulk using a CSV import. This is recommended when:

  • Onboarding a new development
  • Migrating data from a legacy system or spreadsheet

CSV Format

The import file must include the following columns:

unit_ref, owner_name, email, phone, correspondence_address, ownership_start_date, ownership_percentage, occupier_status, tenure_type
  • unit_ref — Must match an existing unit reference in the development.
  • ownership_start_date — Format: YYYY-MM-DD.
  • ownership_percentage — Decimal value, e.g. 100 for sole owner, 50 for equal co-ownership.
  • occupier_status — owner or occupier.
  • tenure_type — leaseholder or freeholder.

Validation errors are surfaced row-by-row after upload. Rows with errors are skipped; valid rows are imported immediately.

Ownership History

The registry maintains a complete ownership history for every unit. When an ownership record is ended (e.g. a unit is sold), a handover date is recorded, closing out that ownership period.

This history is used to:

  • Determine which owner held a unit during a specific service charge period.
  • Attribute arrears liability to the correct person at the time the charge was raised.
  • Produce an auditable ownership timeline for legal or dispute purposes.

Historical records are read-only and cannot be edited after a handover date is set.

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