Requirements checklist
What to ask for when choosing software for resident welfare associations.
A checklist built from how resident welfare associations work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Unit register and residents
- Maintenance charges and arrears
- Complaints and work requests
- Staff and duty roster
- Vendor and service contracts
- Notices, meetings and minutes
- Common-area bookings
Roles that need their own access
Who logs in, and what each person may see or change.
- For treasurers
- For secretaries
- For supervisors and gate staff
- For residents
- For other committee members
Reports to ask for
Ask to see each one with your own sample data.
- Charges raised, received and in arrears by block
- Arrears by age with unit and occupant
- Complaints open, closed and overdue by category
- Guard and housekeeping attendance and pay
- Contracts due for renewal and visits completed
- Expenses against budget head
- Hall bookings and deposits held
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Gate intercom or visitor app
Questions for any vendor
Put these to every supplier you are comparing.
- Can the same system hold owners and tenants?
- How do sinking fund and fines work?
- Can a resident approve a visitor from a phone?
- What happens when the committee changes?
- Can we run it without a gate system?
- Are meeting minutes kept in the system?
- Can we enter last year’s unpaid dues?
- How is the cost set?
- Who owns the records?
- How soon can the committee start collecting dues in it?
- What should the committee gather before set-up?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Dues are tracked per cash book entry
- Tenants and owners are confused
- Complaints stay in a chat group
- Service contracts lapse unnoticed
- Meeting decisions are lost
Prefer to talk it through? See the resident welfare associations page.