Facility Management Software Features

Tools that simplify complex operations, aid in cost reduction, and improve efficiencies

 

Water Monitor
 
Water Monitor APP

Water Monitor - an Android App to easily keep track of the Water delivered by Tankers to your Property

Track Water Tanker Trips and Consumption in your Property

  • Water Monitor is a new-age andrioid app offered by ApnaComplex which is used by the security staff at the entrance gate of your property.
  • Security staff can record details of water tankers coming in, the volume of water being supplied along with pictures in one simple step.
  • Facility Managers or Committee members can monitor and analyse the number of water tankers coming in and the volume of water being supplied from the ApnaComplex portal directly.
  • The designated Staff or Committee can log into the ApnaComplex portal and view the details like
    • Vendor and the volume of water supplied
    • Number of tankers have entered the complex of a specific/all vendors
    • Billed/unbilled trips of specific/all vendors
    • Amount of money spend of specific/all vendors
    • Consumption and Billing Trends of Water Tanker Water
  • Check out Water Monitor for more details.

ASSET TRACKER

Single register for all Assets in a complex and their service history

  • Create Asset Groups and capture details of assets like Lifts, Fire Equipment, Pumps, Electrical Fittings, Borewells etc
  • Assign unique id for each asset for easy tracking
  • Maintain attributes like model, make, date of purchase, expected life span, purchase cost, warranty period associated with asset
  • Helps in taking quick decisions at the time of repairs/replacement
  • Capture details of every service done on the asset
  • Maintain Service History of each Asset
  • Helps in tracking the # of services done by vendors as a part of AMCs
  • Get Email Reminders few days before the asset is due for next service
  • Guarantees preventive maintenance by ensuring that servicing is never missed
  • Decommission assets once the life span is over or when asset is destroyed. Helps maintain a record of all past assets that are no longer in use

 

Assets Add
 
Assets List

 

Stock Add
 
Stock Register

INVENTORY TRACKER

Track all inventory in a complex

  • Track inventory by defining various stock items such as Diesel, Water, Bulbs, etc
  • Facility to add, purchase and consume transactions of every item, along with the date of the transaction, the quantity and the price (for purchase transactions)
  • View Statement of each stock item for a given date range which gives an overview of how an item was purchased and used
  • Generate month-wise consumption reports for a given date range for all stock items

 

Maintanence Staff

MAINTENANCE STAFF MANAGEMENT

Directory of Maintenance Staff working in your complex

  • Maintain details of Maintenance Staff (Facilities Manager, Electrician, Security Supervisor) working in your apartment/layout
  • Maintenance Staff can be registered users of ApnaComplex and will be given "Staff" access in the portal
  • Maintenance Staff can be assigned Administrator Roles to delegate responsibilities - for example, you can mark the Facilities Manager as "Notification Administrator" who can broadcast emails, SMSs to all members
  • Maintenance Staff can be assigned complaints and they can update the status of the complaints, if needed
  • SMS can be directly sent to the staff when complaints are logged. For example, an electrican can receive an SMS of a new electrical complaint as soon as it is logged
  • Administrators can create any number of Maintenance Staff Roles and assign them to staff
  • Auditors, Security Supervisors can also be added to the portal as staff and given appropriate access
  • Optionally, Maintenance Staff Attendance can be tracked using Bio-metric Attendance Tracking module

SERVICE STAFF MANAGEMENT

Directory of Service Staff (Drivers, House helpers etc.) working in your complex

  • Capture all details of Service Staff working for individual flats/house along with a picture for easy identification
  • Attach documents (such as scanned copies of license or ration card) with a service staff as a background verification measure
  • Associate/Remove Service Staff with one or more units along with start and end dates
  • Inactivate service staff who are not working in any units
  • Easily view list of flats a given service staff is associated with and the list of service staff associated with a flat
  • View service history of a given staff to obtain feedback on the staff before employing

 

Staff Management Add
 
Staff Management List

FACILITY RESERVATION SYSTEM

A comprehensive facility reservation system for residential and commercial complexes

  • Define facilities of your complex that are available for booking by members
  • Attach usage rules, charges and details with each facility
  • View list of facilities and the bookings made by members
  • Facilities Manager (Administrators) can make reservations on behalf of the members
  • Members can make one time booking or recurring bookings on a daily, weekly basis - bookings such as "Book Tennis Court every Monday and Wednesday from 9:00-11:00 AM from October 15th 2010 to Dec 25th 2010" are possible with a single click (cannot book a facility if a booking already exists)
  • Administrators can define flexible rate structures in flat rate, hourly rate or daily rate with different slabs. For example, rates such as Rs. 400 for up to 2 hours of usage, Rs. 700 for up to 4 hours usage for Party Hall can now be easily defined
  • Administrators can also define different rates for different categories of bookings - one rate structure for owners, another for tenants, another for guests of members and yet another for vendors! The charge amount will automatically be calculated when a booking is made
  • Charges are automatically calculated based on the reservation made - total cost is shown for recurring bookings
  • Administrators can approve or reject each booking (can be configured to auto-approve bookings)
  • Upon admin approvals, an invoice of relevant charges will be posted to the member's accout and seamless interface will guide the facility booking admin to record the payment
  • View past bookings to understand the revenues generated due to the bookings

 

Facility Add
 
Facility List

 

Meeting Calendar
 
Create Meeting

MEETINGS AND EVENTS MANAGER

Make your Society an efficient, professional organization!

  • Schedule One-time Meetings, Recurring Meetings (daily, weekly, monthly)
  • Invite one or more attendees with agenda - all committee members, all owners, all residents, one or more groups or a selected list of members
  • Invitees can respond to a Meeting Invite by accepting/declining/marking tentative and organizers can track the responses
  • Meeting Organizers can reschedule/cancel meetings, update list of invitees, mark attendance of invitees
  • Record/Upload and share Meeting Minutes, create action items associated with a meeting and track them to closure
  • Members can see all the meetings they have been invited to and the ones they are organizing in a colour-coded calendar view

ACTION ITEM TRACKER

Register and track all action items of Managing Committee and long running issues to closure

  • Log and Track all issues and action items arising out of managing committee meetings
  • Committee Members can be assigned responsibility to every action item with a due date and status can be updated
  • Work-in-progress notes can be updated. Author name and time automatically captured for all updates
  • Re-assign action items to other managing committee members - ensures continuity of work on action items - easy hand over of action items
  • Receive email reminders of all due action items
  • Improves accountability within the committee members
  • Easy handover when a new committee takes over
  • Track the amount of time it takes for any action item to be closed
  • Enables to easily highlight "achievements" of the managing committee to other members of the association

 

Action Item Tracking

PARKING LOT AND VEHICLE MANAGEMENT

Increase security of your complex with central database of authorized vehicles with a mapping to parking lots

  • Add all parking lots of the complex with a unique number given to each parking lot
  • Capture vehicles of all residents in the complex - maintain details such as vehicle number, vehicle make, model etc for easy identification
  • Either members can enter their respective vehicle details or administrators can enter details of all vehicles
  • Track occupancy of parking lots in the complex - vehicles can be tagged with parking lots
  • Easily identify flats having more vehicles than the parking lots they own
  • Easily identify vehicles without any parking lot
  • Track sticker issuance for all vehicles - sticker issuance status can be reset for all vehicles any time to enable the sticker re-issuance periodically
  • Enables a tight monitoring of any unauthorized vehicle movement
  • Security supervisors can be given access to the Vehicle and Parking Lot directory for efficient tracking of vehicles

 

Parking Lot
 
Parking Vehicle

 

Visitors

VISITOR TRACKING

A central record keeping system to track Visitors to your Society

  • Record details of Visitors such as name, phone number, purpose of visit, vehicle details etc
  • Provision to add picture of the visitor
  • Download and Print Visitors Pass
  • Record in-time and out-time, and know the list of Visitors in the Society's campus at the click of a button
  • Captures Visitors entering from one gate and leaving from another - improving security
  • Easy User Interface built primarily for the Security Front Office
  • An inbuilt role "Security Front Office" is available, which provides access ONLY to this module - making it easier to delegate the access and yet control the information being shared
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For any other query, please visit contact us page.

For any other query, please visit contact us page.