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Managing Buildings

Each building in your portfolio has its own record for documents, finances, issues, meetings, and communications. This guide covers how to add buildings and keep their data accurate.

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Adding a building

1

Go to Portfolio Setup

Navigate to Portfolio Setup or click Add Building from the portfolio dashboard.
2

Enter building details

Provide:
  • Building name
  • Full address and postcode
  • Number of residential units
  • Year built (if known)
3

Set management structure

Indicate whether the building is RTM, RMC, or managed under your agency agreement.
4

Add key contacts

Record the managing agent, maintenance contractor, and emergency contacts for this building.
5

Save

The building appears in your portfolio dashboard and is ready for operational setup.

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Bulk import & platform migration

If you are onboarding a portfolio of buildings, open Portfolio Setup → Import & Migration to:
  • Spreadsheet / Bulk Building Import: Upload a CSV/Excel register of buildings and units.
  • Blocks Online Migration Wizard: Step-by-step migration engine for importing your Block & Estate Register, Unit Apportionment Schedules (validated to 100.00%), Leaseholder Directory (preserving legacy tenant_reference codes and custom reference labels), Opening Balances & Arrears (verified by the deterministic £0.00 Trial Balance Reconciler), Service Charge Budgets, Reserve Fund balances, Trusted Contacts, PEEP records, Suppliers, Open Works Orders, Section 20 consultations, and H&S Compliance Registers — with pre-import dry-run validation, downloadable exception reports, and one-click demo data purge.
  • Qube Expenditure by Property Import: Bulk import MRI Qube expenditure reports across your portfolio.

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Building details page, Building Brain & Company Structure

Tap any building in the portfolio grid to open its details page. Beyond the summary stats, each building includes two dedicated governance and operational hubs:

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1. Building Brain Workspace

The Building Brain centralises operational intelligence for the property across four tabs:

Assets & Equipment

Catalogue communal plant and assets (lifts, boilers, pumps, entry systems, roofs, meters) with exact locations, serial numbers, maintenance notes, and Asset Context Photos.

Access & Security Codes

Store encrypted gate, bin store, plant room, and key-safe codes with Role-Gated Visibility (Staff, Directors, Contractors, or Residents) and an immutable Access Code View Audit Log (reveal_building_access_code).

Fire Safety, Escape Plans & PEEPs

Unified fire safety hub combining the Fire Escape Plan publisher (with revision notes and unit-by-unit resident acknowledgement tracking), emergency evacuation instructions, and the Personal Emergency Evacuation Plan (PEEP) register with review/expiry tracking.

Portal Visibility & Preview

Granular per-block toggles controlling which sections Leaseholders and Directors see in their portal, complete with a live Portal Navigation Preview.

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2. Company Structure & Secretarial Section

Each building has a dedicated Company Structure & Secretarial register covering:
  • Company Profile & Live Companies House Prefill: Search Companies House live by company name or number to prefill the company name, registration number, registered office, accounting reference date, and active officers. Company structure (rtm_company, rmc, freeholder_company, other) is recorded explicitly and never inferred from limitation type (limited_by_guarantee vs limited_by_shares).
  • Officers, Members & PSCs: Maintain registers of directors/secretaries (with Companies House Identity-Verification status badges), shareholders/guarantors, and Persons with Significant Control (PSCs).
  • Statutory Filings Register & Presenter Fields: Track Confirmation Statements (CS01), Annual Accounts (AA02 / FRS 105), and director appointments with automated next-due-date rules (or manual due-date prompts for uncalculated filings), plus approving director, presenter name/firm, and Companies House personal code / ACSP reference fields.
  • Constitutional Documents: Store and verify Memorandum & Articles of Association and deeds of variation with reviewer sign-off.

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Unit owners & Leases register

Through the Buildings & People workspace hub, you can switch between:
  • Homeowners & Units: See which units have registered residents, invite missing leaseholders and shareholders, and manage off-site correspondence addresses and trusted contacts.
  • Leases Register (/management/leases): Inspect unit tenure, lease start/end dates, years remaining, ground rent, and service charge schedules, plus the side-by-side Lease Clause Text & Extracted Rule Verification panel to verify AI-extracted lease rules (verify_lease_rules).

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Fire safety and insurance

These compliance areas are critical for every building:
  • Fire safety: Record the fire risk assessment date, responsible person, and key safety contacts
  • Insurance: Track the current policy, provider, cover level, and renewal date
Both drive compliance reminders and attention items on the portfolio dashboard.

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Removing a building

If you stop managing a building, contact support to remove it from your portfolio. This ensures data integrity and prevents accidental charges or communications.

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Tips

Complete setup before inviting residents

A half-configured building creates confusion — finish setup first

Record insurance early

Insurance dates drive compliance alerts across the portfolio

Invite residents in batches

Bulk invitations save time and ensure every unit is covered

Update after changes

If the agent, insurance, or unit ownership changes, update the building record promptly