In July 2019, we released brand new functionality where managers can upload documents to a unit or specific resident account. This gives managers the ability to store documents for internal use or to share them with residents, and in turn, have residents share documents with management. In this month’s edition of the Manager Toolkit series for our community and property managers, we discuss some best practices for unit document management.
Tip # 1: Organize your documents using folders and subfolders
The framework for folders and subfolders in the unit document area is similar to a feature that you may already familiar with, the newer document library. Creating folders and subfolders not only is a great way to organize your documents but it also allows you to set more granular permissions for each folder. We’ll walk through permissions more in Tip # 3.
Tip # 2: Upload unit-specific files to the “Unit File” folder
The “Unit File” folder is a designated place where managers can store documents that are specific to a unit and is not tied to a current or previous resident. This folder can be managed and viewed by community and property managers only. Here are some applicable scenarios of uploading documents to a unit:
- Maintenance contracts for units.
- Equipment warranty documents.
- Inspection documents.
Tip # 3: When adding documents to a resident specific folder, set permissions
This new feature also allows managers and residents to attach documents to a unit so that only managers and that unit’s residents can access those documents. This means that by default, Pilera’s system filters and hides documents from past accounts using the resident account management framework we implemented earlier this year. There are three default folders you will find in each resident account:
- Management – Folders and files here are visible to management only.
- Owner – Only managers and owners can see folders and files here. Managers can allow owners to view files, to upload files, or choose to not display files to them.
- Tenant – Only managers and tenants can see folders and files here. Managers can specify one of three permissions: allow tenants to access files, upload files, or choose to not display files to them.
Managers can allow residents to upload a variety of documents:
- A signed copy of lease agreements and renewals.
- Pet vaccination records and photos of their pet.
- Copies of insurance policies such as renters or homeowners insurance.
- Inspection forms and photos of issues.
- Other filled/signed forms.
Tip # 4: Add a title and description to all folders and files
Finally, when you create folders and upload files, it’s very important that you add titles and descriptions to them. Folder/file names should be clear and concise, making it easy for your staff to understand the contents of it. The description can be a high-level summary of what the folder or file is about or specific instructions for your staff and residents.
Summary: Best Practices for Unit-Level Document Management in HOA Software
Effective unit document management is essential for property managers looking to stay organized, responsive, and efficient. Pilera’s resident and unit-specific document upload feature provides a secure, centralized way to store, share, and manage files across your communities.
In this article, we covered four best practices to help community managers optimize this functionality:
- Use folders and subfolders to organize documents clearly and apply tailored access controls.
- Upload unit-level files such as maintenance contracts or inspection documents to the “Unit File” folder, which is only visible to managers.
- Set permissions when uploading documents to resident-specific folders, allowing you to choose whether owners or tenants can view or upload files.
- Add clear titles and descriptions to all folders and files to improve accessibility and ensure everyone understands what the content includes.
By following these document management tips, HOA and condo managers can reduce paperwork, improve internal processes, and enhance communication with residents.
Unit level documents help with internal accountability, efficiency, and customer service
By attaching documents to a unit or a resident account, managers can keep their documents better organized, thus improving internal accountability, operational efficiency, and customer service efforts. Rather than maintaining a binder, managers can keep a record of all pertinent resident and unit information within the unit itself. The tips we\’ve highlighted above will set managers for success as they handle all document needs in the communities they manage for each unit.
About Pilera
Pilera Software is the premier community and property management suite that has helped thousands of community managers and back-office personnel enhance communications, improve customer service, and manage compliance and operations. May we help your community achieve these success stories? Book a demo to see how Pilera’s community management suite can help your company.
