SocietyMantra - A Society Management Software

Being a member of managing committee brings a load of responsibilities. Along with managing the society, one has to be sure that the Society is adhering to the Govt. Compliance and submitting all requisite documents to the government bodies. With onset of GST, there are a number of new compliances that have become mandatory for all societies to be done on monthly basis.
Just a quick question: How do you keep a track of all such activities and ensure they are done on time??

Society Management Software is a one-stop solution that will handle all your Compliance related tasks with its Society Compliance Module. With new compliance being introduced on everyday basis, such tool can help you keep a close eye on each and every small aspect related to it.
Apart from the above, the below software features make it one of the most comprehensive Society Management Solution.

•    Visitor Management keeps a check on any visitor in the society
•    Flat Management is a complete document repository related to all info related to an apartment complex
•    Vendor Management for easy access to past information on any deals finalized and rate proposals
•    Staff/Maid Management with attendance feature & verification document repository
•    Complaint Desk for resident to easily register their day to day complaints thus getting quick resolution for the same
•    Accounting  as per GST standards
•    Maintenance Bills generation & tracking
•    Notice Board for an easy flow of information to all concerned

As described above, this product will help you manage your society with great ease and complete security. In connect to the same; we would like to have a discussion for 15-20 minutes with you wherein we can demonstrate how Society Mantra can help you in doing this.
Check on www.societymantra.co.in for more info.

Apartment Management solution

1. Need of Software
With security and vigilance becoming a top priority nowadays it is vital that you, as a society keep an eagle's eye on your staff and visitors. Neglected for long, this function is getting due attention now as the data that is held by security guards/ society managers is crucial to track and improve security as well as operational efficiency .

a. Rising Crime in the current scenario
a.i. Especially against females, elders and single residents
a.ii. Crimes raised in society by unreliable maids, servants, tenants etc.
a.iii. Thefts

b. Unorganized Society : Missing Verification Documents
b.i. Need to keep documents related to maids, vendors etc to identify the non-trusted visitors
b.ii. Tenants Documentation
b.iii. Ownership documents
b.iv. Parking documents

c. No Transparency in operations
d. Less control over accounts operation
e. Wastage of resources may be time, efforts, and money
f. Follow up residents for Bills
g. Manual listing of contacts, owners etc.
h. Parking Problems
i. Miscommunication or no communication among residents

 

2. Action points
a. Automate the entire process of society facility management and ensure you keep your habitat safe and secure for everyone involved.  The following areas will be covered in this project of digitization:

a.i. Visitor Management
a.ii. Staff Management
a.iii. Maintenance management
a.iv. Flat Management
a.v. Facility Management
a.vi. Notice Board
a.vii. Notifications
a.viii. Vendor Management
a.ix. Complaint Management
a.x. Accounting
a.xi. Inventory
a.xii. Revenue Generation

b. Goals to achieve:
b.i. Safety - Reduce Risk for each family: Record information of each visitor and prevention of any unauthorized entry in the society which will enhance safety for your family members. Visitor/Maid Alerts to the flat owners

b.ii. Simple Accounting: Online accounting can be monitored 24 X 7 from anywhere any place. Bills auto generated with hassle free payment collection. Residents any time can see their dues , ledger as well as payment history without any manual/ account person intervention.



b.iii. Information Management: A document repository for flats, vendors, visitors, etc
Complete databank of all the details of Flat owners / tenants / Vendors, Maids, Staff etc. with their verification documents

b.iv. Better Communication with the residents: notices/ important information can be sending on a click to the residents. It will make communication faster and also increase transparency to avoid miscommunication among the society members.

b.v. Resource (Staff ) optimisation: Attendance for all staff, complaints handled by them

b.vi. Ease of operation: It will reduce the daily stress of the society heads and make the information available on real time and accessible from anywhere.


b.vii. Expense and Maintenance management – Helps you to manage each due and expense etc. Control your inventory expenses and help your manage your assets

b.viii. Analytical MIS: Real time reports on vendors, visitors, staff, etc. Analysis of costings and last quotations

b.ix. Revenue Generation: Listing of local vendors to advertise their products / service on chargeable basis.


3. Commercial/ Infrastructure Involved :
a. One Mobile / Tab for guard
b. Internet connectivity
c. Cost:  Max to max Rs 100/- per flat per month

Challenges In a Society

As a member of Society Management Committee, there are lot of things that have to
be taken care of.

It’s a thought to wonder if,

• Details of all documents related to Flats (owners and residents) with theirID proofs are available at a click??

• Are you able to get records for Servants when required?

• Is your current system of Data maintenance easy and govt. complied?

• Are your gate security personnel keeping proper record of all visitors to the society?

• Do you keep up-to- date inventory to manage day to day activities in the society?

• How easy it is to get Invoice/bills generated for any of the services?

• Are you able to get timely reports for proper analysis towards the welfare of the society?

If any of the answers is a NO, you should explore the Society Management software!
These are the need of the HOUR for a safe & secured Society Complex!

Society Mantra Challenges & Solutions

Challangres	Solution
Lack of tracking system for unauthorised entry in the society: Lack proof of visitor identity, no photograph & id of the visitors	The entry of unauthorised persons can be controlled by using a system where the visitors are properly managed with their photographs & vehicle details. Also they are counted for, when they enter & exit the premises
Security of elderly & children: Security & children & elderly persons is a big issue as the entry and exit of all persons is not always monitored	There might be lot of people visiting in a day and a proper system helps in reducing the no. of unaccounted visits of unwanted persons, as they are also aware that there are checks at the gate of the society
Complaint from residents: firstly, complaints are not always recorded and due to this many complaints are verbal and thus are delayed in response	With a proper system in place residents can register their complaints online with least efforts, and also know the status for it, i.e., whether action is took or not
Lack of Accountability of documents: the documents not managed in a centralised place, there is mismatch whenever the members of managing committee get changed	With a centralised repository this challenge can be resolved. If all documents are maintained in e-format at a centralised place, the change in persons, or staff will have no effect on it and it will be accessible to only authorised persons on real time basis
Less Transparency in operations in the society: Due to lack of proper system, the flow of information is not in time	The chances of manipulation of any kind of information get reduced with a technology based solution in place. Anyone messing up in the system can be recognised easily
Wastage of resources (time, efforts, and money): As there is no efficient tracking of inventory, so the required inventory is not properly maintained	Once proper inventory is maintained, benefit can be attained in terms of material as well as monetary terms. On time availability of material will be there, and no money will be blocked due to large inventory
Follow up residents for Bills payment every time: Manual bills get lost a lot of time due to which the residents are unable to pay them on time	When residents have a bill notifications when its due and reminders on it, the bill realization will be on time, thus creating proper flow of funds from all sources
Manual listing of contacts, owners , vendors, etc.: for every info one has to contact the committee as there is no centralised address book	Once a address book is maintained that has all contacts for the residents and important emergency contacts, it provides all help at just a click
Communication gap among residents & managing committee: Due to no proper transparent system, people are not able to communicate with managing committee	The regular news flow between all, timely updation of any changes in the functioning committee, etc when intimated on time help gain more faith in the residents

Features defined: Society Mantra

Visitor Management

• Entry for each visitor: the visitor entry maintains detail of all, who visit to the society for any work in the apartments, etc

• Maintain listing for the visitors: Once entered the record is maintained forever & listing can be viewed at any point of time

• Upload photo for each visitor: the photo can be directly clicked from device & attached to the details

• In time and out time: the time of entry in the society & exit time are properly maintained, in case of any information required, register are not to be searched & get all info at just a click

• Vehicle details of the visitor: the vehicle that the visitor used to come can be maintained for any future reference

Staff Management

• Staff name and details: complete details of the staff along with his residential address are maintained

• Photograph for each staff: Photograph of the staff can be attached with the information

• Identification documents: Scan copies of any documents of identification can be attached with information of the staff like ID proofs, address proofs, etc

• Reference (if any) through which he/she joined: in case the staff has been brought by some reference, the name of the person introducing him/her can also be associated in the listing

• Keep staff attendance properly scheduled: the daily attendance of staff can be maintained &  it also makes it easy to count his leaves, etc.

Maintenance Management

• All kinds of bills required: Bills related to any kind of services provided to the residents, maintenance, power back up, water etc can be raised using the software

• Mailing of bills for maintenance: The bills can be send to the residents at a click

• Online payment integration for easy payment: The payment can be made by the residents by online method and transferred easily

• Dates for servicing of lifts, Gensets, etc: any Service due for any device/equipment available in the complex can be maintained

• Get reminders for any maintenance due: with timely reminders, any service due can be easily completed on time, No missing on dates

Flat Management

• Maintain tower wise flat master: details on all flats in a particular tower and block

• Details of owner for the flat: Keep all data of the owner for each flat and maintain the listing for it. This will help in one click info of all flats

• Staff associated with that flat: Association of all staff allotted to a particular flat can be maintained in the software

• If rented, maintain tenant details: Complete details of the tenant residing in the flat, with no. Of members in the family, vehicle owned can be maintained

• All documents related to flats: Any kind of docs like lease papers, owner details, rent agreements, etc that are related to flat can be kept as scanned docs for access from anywhere any time

• Services being used by the flat: All kind of services used by flats like Water, Power, Gym, etc can be listed so that all info is available in one single place

Facility Management

• Track of all staff provided with Co.: The details of all staff and their vendor company in case hired from a third party company

• Track of space availability for functions: Facility management in terms of knowing availability of spaces like halls, gyms, recreational facilities etc

Parking Management

• Vehicles owned by each flat resident: Database of all vehicles that are owned by the residents is available in on need to know basis

• Keep detailing for all Visitor vehicles: Any visitor to the complex also require mentioning details of vehicles they have traveled with

Notice Board

• Notices can be uploaded on the common space: Any common information to be distributed between the Society complex cab be flashed to all

• Can be for Events, Functions, Common issues, etc: the information can be shared for any common thing like Puja celebration, opening of new facilities, etc

Notifications

• Get push messages displayed on App: The notifications can be generated when there are any visitors on the gate, maid entry, staff, etc

• Generation of Maintenance Bills, event notifications etc: These notifications will also flash whenever any bills are generated for that flat

Inventory

• Item master database management: Manage the details on no. of items required in day to day activities within the society like chairs, utensils in the facilities available, etc.

• Keep track on all items available in stock: the items count helps to know the availability n one can replenish it as they are to finish

• Updation on inventory allotted to the staff: Entry can be done on allotting any inventory which helps to know where it is being used for

• Get inventory ordered as and when required: Whenever there will be less stock than desired, you can re-order the inventory so that there is always a stock available

• Maintain stock ledger: The ledger helps in knowing monthly expense required to maintain that level of inventory thus help in financial planning also

Vendor Management

• Keep record for each vendor: There are no. of vendors who provide various services to the society & its residents, so all vendor details can be maintained

• Maintain the type of business they are into: The system gives an idea on the services provided by each vendor and their rates for the same, so you can compare and chose the best one

• Details of contact person for them: Once decided, contact details can be directly extracted from the app thus reducing time for contacting at the gate and getting details, etc

• Documents related to that vendor: The security is the foremost and for that the vendors should be trusted one. The vendor documents can be verified and kept for reference whenever required

• Upload photo for products offered by them: The photos of their product offerings can also be attached with their profile for more clear decision making

Accounting

• Voucher Entry: Maintain each voucher entry for all tasks being done related to incoming or outgoing of funds

• Maintain Ledger & Sub Ledger: For exact calculations and estimates all ledgers and sub ledgers can be kept up to date

• Generate all bills: Any bill be it for external vendors or internal residents can be generated at just a click and all entries can be maintained automatically

• Balance sheet preparation: All accounts need to be closed with matching balance sheet, and as the entries are timely maintained for input/output, it is easy to create a perfect balance sheet

• All payments/receipts can be mapped: the payments received against bills, etc can be mapped with the entries to match the accounts as per the funds being transferred

Complaint Management

• Complaints raised by any member of the Society: For a transparency in the society, Complaints should be resolved in time, and with proper system to maintain all compliances they can be truly traced and resolved

• Give resolution for all by assigning engineers: The resolution can be done by assigning the complaint to the correct engineer, who is experienced in providing the solution of the complaint

Revenue Generation

• Get Vendors registered for displaying add: Once the vendors are registered on the app and they get business through it they can be worked upon for revenue sharing basis which can act as an added source of income for the society funds

• Make it a revenue generation stream for the society: Such a revenue generation stream can help in having CSR activities arranged for the needy people, or can be used for any such purposes

Society Mantra is easy to use software to manage all functions of a Society & thus is the Need of the Hour that can lead to a Comfortable & Secured living for all residents