The Document Repository
The Documents workspace is the central filing cabinet for your building. Keeping it up to date makes everything else easier — from AGMs to service charge queries.Document categories
What directors can do
Upload files
Add PDFs, images, and common document formats to the right category
Create custom categories
Add extra categories if the defaults do not suit your building
Search and filter
Find any document by name, category, or tag
Preview and download
Open files in the browser or download copies
Rename and retag
Keep the repository tidy as records grow
Link to meetings and issues
Attach documents to meetings, votes, and issues for context
Essential documents to upload first
1
Leases
Upload a copy of each unit’s lease or the building’s head lease.
2
Insurance
Current building insurance policy and certificate.
3
Accounts
Last three years of annual accounts if available.
4
Meeting minutes
Minutes from the last AGM and any recent board meetings.
5
Contracts
Managing agent agreement, maintenance contracts, and service agreements.
Upload tips
- Use clear file names: “Insurance_Certificate_2025.pdf” not “doc1.pdf”
- Choose the right category so residents can find it later
- Add tags for extra filtering, such as “AGM_2025” or “Section_20”
- Replace outdated versions rather than adding duplicates
Resident access
Residents can view and download most documents but cannot upload, edit, or delete them. This keeps the repository clean and trustworthy.Tips
Upload after every meeting
Minutes and agendas are most useful when available within days, not months
Store insurance renewals
Replace the old certificate immediately after renewal to avoid confusion
Link to issues
Attach inspection reports and contractor quotes to related maintenance issues
Back up critical files
Keep offline copies of leases, deeds, and insurance for safety