Continuity
While community portals excel at sharing information with residents, they fall short in organizing and managing operational records needed for effective condo management. Managemate addresses this by turning condo records into actionable knowledge.
Picture this: You’re a condo manager or board director trying to track down a vendor contract from two years ago. You open your community portal, dig through endless folders, and still can’t find the right file. You turn to your emails and get hundreds of hits, scrolling and clicking for hours with no luck. Sound familiar?
Most community portals were built for one primary purpose: sharing information with residents and owners. But community portals were not designed to be record-keeping tools used to inform condo operations and board decision making. That’s where they fall short.
At Managemate, we take a different approach. Instead of just offering a digital filing cabinet, we turn condo records into actionable knowledge—helping boards and managers stay organized, make better decisions, and get work done more efficiently.
When it comes to managing records for condominiums and HOAs, many community portal software companies focus on basic file storage rather than creating a truly useful record-keeping solution. While these systems work well enough for simple file sharing with residents and owners, they lack the depth and functionality that property managers and board members need to make informed decisions.
Managemate takes a different approach. Instead of just storing files in folders, we allow managers and board directors to enrich documents with critical context, link them to related projects and vendors, and organize them with powerful tagging. Importantly, Managemate also integrates seamlessly with community portals, enhancing their strengths by providing a structured way to track and manage the work required to resolve incidents and service requests.
Community portals excel at sharing information with residents and owners, making them a valuable tool for communication. These portals typically receive incident reports from security and concierge staff, as well as service requests from owners. However, handling these issues requires much more than just logging them—it involves investigation, approvals, quotes, engineering reports, and more.
This is where Managemate steps in. Our platform enables managers and board members to efficiently track all the work required to resolve an issue. Once the necessary work is completed, the outcome can be communicated back to residents through the community portal, ensuring a seamless process from issue reporting to resolution.
Many community portals simply store files in folders, leaving them disconnected from the broader context of a building’s history. In contrast, Managemate treats documents as records, allowing them to be linked to maintenance activities, capital projects, vendor agreements, and more. This interconnected approach provides a full historical picture, helping managers and boards make better long-term decisions.
One major complaint about traditional portals is clutter. Many systems only allow basic folder organization, making it difficult to find important documents when needed.
Managemate eliminates the folder clutter problem entirely. Our flexible tagging system allows users to categorize records by asset type, common elements, workflow status, financial category, or custom tags that fit their needs. Instead of endlessly clicking through folders, users can instantly filter and find what they need with ease.
Traditional community portals often impose strict file size limits, making it difficult for managers to upload large building drawings, inspection reports, or high-resolution images.
Managemate solves this issue by supporting large file uploads, ensuring managers can store all essential documents without compromise.
Accidental deletions or outdated records can be a nightmare. Many platforms offer little to no protection against losing vital records.
With Managemate, files have a mandatory retention period of 90 days, preventing accidental loss. We also support file versioning, ensuring that updates to important documents are tracked and preserved.
Many community portals make it difficult to link working files from cloud platforms like Google Drive or Dropbox, disrupting collaboration efforts.
Managemate allows users to save and access links to shared files directly within the platform, streamlining collaboration and eliminating workflow roadblocks.
When transitioning away from a traditional community portal, users often face challenges in exporting their records or have to pay extra fees for data transfers.
Managemate believes that users should always have control of their data. Our export and migration services ensure that all project records, vendor lists, invoices, and associated files are neatly organized and accessible—even if a community decides to transition away from our platform.
Choosing the right platform for condo and HOA management isn’t just about storing files—it’s about creating a system that improves efficiency, accountability, and decision-making. Community portals excel at communication, but Managemate ensures that the work behind the scenes is properly tracked, managed, and executed before updates are shared with residents. Together, they create a comprehensive solution for condo management.
Want to see how Managemate can revolutionize your record-keeping? Schedule a demo today!
February 11, 2025
Picture this: You’re a condo manager or board director trying to track down a vendor contract from two years ago. You open your community portal, dig through endless folders, and still can’t find the right file. You turn to your emails and get hundreds of hits, scrolling and clicking for hours with no luck. Sound familiar?
Most community portals were built for one primary purpose: sharing information with residents and owners. But community portals were not designed to be record-keeping tools used to inform condo operations and board decision making. That’s where they fall short.
At Managemate, we take a different approach. Instead of just offering a digital filing cabinet, we turn condo records into actionable knowledge—helping boards and managers stay organized, make better decisions, and get work done more efficiently.
When it comes to managing records for condominiums and HOAs, many community portal software companies focus on basic file storage rather than creating a truly useful record-keeping solution. While these systems work well enough for simple file sharing with residents and owners, they lack the depth and functionality that property managers and board members need to make informed decisions.
Managemate takes a different approach. Instead of just storing files in folders, we allow managers and board directors to enrich documents with critical context, link them to related projects and vendors, and organize them with powerful tagging. Importantly, Managemate also integrates seamlessly with community portals, enhancing their strengths by providing a structured way to track and manage the work required to resolve incidents and service requests.
Community portals excel at sharing information with residents and owners, making them a valuable tool for communication. These portals typically receive incident reports from security and concierge staff, as well as service requests from owners. However, handling these issues requires much more than just logging them—it involves investigation, approvals, quotes, engineering reports, and more.
This is where Managemate steps in. Our platform enables managers and board members to efficiently track all the work required to resolve an issue. Once the necessary work is completed, the outcome can be communicated back to residents through the community portal, ensuring a seamless process from issue reporting to resolution.
Many community portals simply store files in folders, leaving them disconnected from the broader context of a building’s history. In contrast, Managemate treats documents as records, allowing them to be linked to maintenance activities, capital projects, vendor agreements, and more. This interconnected approach provides a full historical picture, helping managers and boards make better long-term decisions.
One major complaint about traditional portals is clutter. Many systems only allow basic folder organization, making it difficult to find important documents when needed.
Managemate eliminates the folder clutter problem entirely. Our flexible tagging system allows users to categorize records by asset type, common elements, workflow status, financial category, or custom tags that fit their needs. Instead of endlessly clicking through folders, users can instantly filter and find what they need with ease.
Traditional community portals often impose strict file size limits, making it difficult for managers to upload large building drawings, inspection reports, or high-resolution images.
Managemate solves this issue by supporting large file uploads, ensuring managers can store all essential documents without compromise.
Accidental deletions or outdated records can be a nightmare. Many platforms offer little to no protection against losing vital records.
With Managemate, files have a mandatory retention period of 90 days, preventing accidental loss. We also support file versioning, ensuring that updates to important documents are tracked and preserved.
Many community portals make it difficult to link working files from cloud platforms like Google Drive or Dropbox, disrupting collaboration efforts.
Managemate allows users to save and access links to shared files directly within the platform, streamlining collaboration and eliminating workflow roadblocks.
When transitioning away from a traditional community portal, users often face challenges in exporting their records or have to pay extra fees for data transfers.
Managemate believes that users should always have control of their data. Our export and migration services ensure that all project records, vendor lists, invoices, and associated files are neatly organized and accessible—even if a community decides to transition away from our platform.
Choosing the right platform for condo and HOA management isn’t just about storing files—it’s about creating a system that improves efficiency, accountability, and decision-making. Community portals excel at communication, but Managemate ensures that the work behind the scenes is properly tracked, managed, and executed before updates are shared with residents. Together, they create a comprehensive solution for condo management.
Want to see how Managemate can revolutionize your record-keeping? Schedule a demo today!
