01 / AuthorityThe board
The board
and members
Trustees, directors or committee members set direction and decide within their authority. Matters reserved for owners or members go through the appropriate approval process.
Records & administration
Know what was agreed.
Keep the work moving.
Keep property contracts, correspondence and approvals organised. PropAI coordinates the agreed administration and follow-up, with the owner or authorised board kept informed.
Meet GAPResponsible person. Status. Next action.
The everyday administration
The details
kept in order.
Organised records help your board find a previous decision, see what remains outstanding and pass useful context to the next trustees or directors.
01Scheme and member recordsOwner details, correspondence and governing documents
Owner or member information, scheme correspondence and the current governing documents kept organised.
02Notices and meeting recordsNormal notices, agendas and minutes
Normal notices, agendas and minutes handled through the agreed meeting process. Draft minutes remain distinct from approved records.
03Approvals and resolutionsThe decision and its supporting information
The decision, supporting information and authorised instruction retained together, so the board can review what was agreed.
04Routine CSOS administrationRegistration updates and annual returns
Routine registration updates and annual returns for the Community Schemes Ombud Service (CSOS), where applicable.
05Administrative follow-upApproved actions and the next step
Approved actions coordinated, with the responsible person, current position and next step kept clear.
Clear responsibility
Your scheme decides.
We carry it through.
Who can approve a matter depends on your scheme’s governing documents, applicable requirements, resolutions and agreed management authority.
02 / Administration
PropAI
Brings the relevant information together, retains the decision and coordinates the authorised administrative work. Routine work already approved can proceed within that authority, with the board kept updated.
03 / Professional adviceAppointed
Appointed
specialists
Provide the legal, accounting or technical advice their appointment requires. PropAI coordinates the agreed administration; specialist advice and technical sign-off stay with the appointed professional.
Follow one approved task
Approved once.
Then carried through.
If trustees have approved a quarterly pest-control programme, PropAI can arrange the agreed visits and update them. The same principle applies to planned fire-extinguisher servicing: the approval must cover the work being arranged.
01 / Supporting information
Find the decision and the information behind it.
The agreed programme, approval and relevant correspondence belong to the same matter. Trustees can see what service was authorised without searching through separate email threads.
- Responsible person
- PropAI organises the administrative record.
- Status
- The recurring service and its approval are recorded.
- Next action
- Use the programme to arrange the agreed visit.
Open the supporting record
SUPPORTING RECORD
Agreed service programme
Keep the agreed service in view.
Quarterly pest control, with the agreed service, schedule and relevant correspondence retained together.
AuthorityTrustee approval retained with the programme
Record statusApproved programme
A change needs a fresh look.
If a visit requires extra treatment, a changed service or a cost outside the recorded approval, PropAI brings the relevant information back for the required decision before instructing that additional work. An update and an approval request serve different purposes.
Read the complete example
01 / Supporting record
The agreed programme, approval and related correspondence stay connected. PropAI organises the record so the authorised service can be identified.
02 / Approval
Trustees have authorised the quarterly programme in this example. PropAI checks that the planned visit falls within that approval and the agreed mandate. The same approval is not requested again for the same authorised work.
03 / Arrangement
PropAI arranges the agreed visit and communicates the planned service. The appointed contractor carries out the pest-control work. Trustees receive an update on what is happening.
04 / Follow-up
The contractor’s service information and resulting correspondence are retained with the matter. Any outstanding follow-up has a responsible person and next action. Recording a visit does not automatically approve additional work or release payment.
Keep the information useful
GAP.
Know what happens next.
A record explains what was agreed. Follow-up makes clear who is handling the work, where it stands and what needs to happen next.
PropAI’s operational portal
The work still to do,
in one view.
OUTSTANDING TASK
Next quarterly pest-control visit- Responsible person
- PropAI property manager
- Status
- Arranging the agreed visit
- Next action
- Confirm the next visit date with the contractor
Meet GAP, PropAI’s operational portal for outstanding matters and to-do lists. The focus: a responsible person, a clear status and a next action for each task.
The portal supports the people doing the work. PropAI coordinates the agreed follow-through, and your scheme keeps its decision-making authority.
How records are shared
Minutes, resolutions and operational updates are currently shared with authorised trustees and directors through email and WeConnectU. WeConnectU is the current platform for financial information and reporting.
Access follows the scheme’s agreed arrangements and the relevant permissions.
Start with your scheme
Less searching.
Clearer follow-through.
Tell us how your scheme’s records and administration are currently handled, what is difficult to find and which approved actions need better follow-up. We’ll review the details and contact you to discuss the support your scheme needs.
Requesting a proposal does not commit your scheme to making a change.