Community Owners' Association System
Owners' associations of residential and commercial complexes with shared services and periodic fees.
The complex's daily operations, association fees, and assembly decisions in one system that protects owners' rights and documents votes.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
The association's work is spread over five columns: “Daily Operations” for security, cleaning, and running operations; “Scheduled Maintenance” for elevator, pump, and systems works at their periodic dates; “Fees” for tracking the issuance of periodic fees and their collection from owners; “Assembly Decisions” for matters escalated to the general assembly, such as budgets and major contracts; and “Implementation” for what the assembly has approved and is being executed on the ground. A card moves from one column to the next as its stage completes — an approved decision in “Assembly Decisions” turns into an implementation card with an owner and a due date.
Dues preserves the owners' financial privacy: each unit's fee, what its owner has paid and what remains, and the association's expenses of salaries and maintenance contracts — visible only to the association manager and their accountant. The Forum is the internal democracy floor: every matter needing a vote is raised in the Voting section with its justifications and cost, and the assembly's decision is documented permanently so it is never lost in Chat. Chat is for quick coordination between the manager, the committee, and contractors, and Announcements is the association's official channel to owners: meeting invitations, maintenance notices, and scheduled water shutoffs.
The association manager runs the board daily and moves the cards, the owners' committee reviews and approves what exceeds their authority, and the fees accountant manages the “Fees” column, posts payments in Dues, and chases late payers with formal letters. Every quarter, revenue and expense statements are issued from Dues and presented to the assembly, so the owner sees where their fees went — and this transparency is the essence of the association's work.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Association Manager
Runs the board daily: assigns operations and maintenance tasks, moves cards between columns, and executes approved assembly decisions in the “Implementation” column.
Owners' Committee
Reviews budgets and major contracts, raises matters for voting in the Forum, and documents assembly decisions and meeting minutes.
Fees Accountant
Issues periodic fees and posts each owner's payment in Dues, follows late payers, and prepares the quarterly revenue and expense statements.
Maintenance & Operations Supervisor
Carries out “Daily Operations” and “Scheduled Maintenance” on the ground, receives owners' reports from Chat, and closes their cards after completion.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (5)
- Assembly Votes & DecisionsEvery matter needing the assembly's approval is raised here with its cost and justifications, and the vote result and final decision are documented in the same topic.
- Vendor & Contractor BidsComparing bids for major maintenance and operations contracts before presenting them to the assembly — prices, warranties, and track records.
- Shared ServicesDiscussing the level of cleaning, security, and daily operations, and proposals to improve them with current or alternative contractors.
- Owner Notes & ComplaintsNon-urgent owner observations on facilities and services — accepted ones are converted into cards on the board.
- Complex DevelopmentIdeas to improve shared facilities and raise the complex's value: outdoor seating, signage, entrance upgrades, and the like.
«Working Rules for This System» — Pinned in the forum
1) Every operations or maintenance task has a card on the board with an owner and a due date — no work is done verbally. 2) No spending beyond the manager's authority limit is executed without a documented decision in the “Assembly Votes & Decisions” section. 3) Owner fees and accounts live only in Dues, and no one but the manager and the accountant may view them. 4) The result of every vote is recorded in its Forum topic the day it is passed, and a card is created for it in “Implementation”. 5) Official owner notices are published in Announcements — Chat alone is not enough. 6) Late payers are addressed with graduated formal letters documented on their unit's card.
Welcome announcement: «Welcome to the Association System»
This system is how the association works from today: operations and maintenance as cards on the board, owner fees in Dues in full privacy, and every decision needing an assembly vote raised and documented in the Forum. First step: review the current fee statement and register the current operations contracts. Meeting invitations and official notices to owners are published in this channel.
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