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Administration guide

How a condominium or school administration manages residents and units, approves sign-ups, publishes announcements, sets up common areas, answers complaints, reviews receipts, and controls the chat.

If you manage a condominium or a school, your workplace in ArmorPass is the web panel. Residents, units, announcements, bookings, and everything that happens in the community live there. This guide walks the panel by task, in the order you need them during daily operations.

Remember the golden rule: ArmorPass is activated property by property. Your panel is already linked to your condominium or school, and from there down, you manage all of it.

Residents and units

The heart of the panel is the unit list. Each unit stands for an apartment, a house, or a school grade, and each one has its residents or families associated with it.

Typical tasks in this view:

  1. Check which units have registered residents and which are empty.
  2. Add a new unit when someone moves into a space that did not exist yet.
  3. Update a unit's details when the person in charge changes.
  4. Remove access from someone moving out or leaving, without erasing their history.

When a resident moves out, remove their access from their unit. Their pass history stays saved, but they can no longer create new passes. That way the list of authorized people always matches the people actually living or studying there.

Resident sign-up requests

Residents do not add themselves. When someone downloads the app and searches for your condominium or school, their request lands in your panel and waits for your review.

For each request you see the person's name, their contact details, and the unit they claim as theirs. Your job is to confirm that person really belongs to that unit:

  1. Open the pending request from the panel.
  2. Compare the unit and names against your records.
  3. If everything matches, approve it. The person gets the confirmation and can start creating passes.
  4. If something does not match, reject it. The person can correct their details and apply again.

Do not leave requests pending for days: behind each one is someone waiting to be able to receive visitors. Review the request inbox at least once a day.

Announcements

Announcements are your channel to the whole community: meetings, water shutoffs, maintenance work, payment reminders. An announcement published in the panel reaches residents inside the app.

Publishing takes less than a minute:

  1. Write a clear title and the announcement body.
  2. Choose whether it applies to the whole community or only to some units.
  3. Publish it and confirm it in the list of active announcements.

The complete announcement guide, with use cases and good practices, is in announcements and notices.

Common areas and their rules

Each social hall, pool, sports court, or meeting room is set up once and then books itself. In the panel you decide which areas exist and with which rules.

For each area you define:

  • The hours when it can be booked.
  • How many people it holds, and whether it is shared with other bookings.
  • How far in advance it can be booked, and until when a booking can be canceled.
  • Whether the booking approves itself, or you want to review it before confirming.

If you turn on manual approval, each booking reaches you as a request and the resident waits for your confirmation. If you leave it automatic, the system confirms instantly as long as the rules are met. The full guide is in common area bookings.

Surveys

When a decision affects everyone, ask everyone. From the panel you create surveys with fixed options, publish them to the community, and watch participation in real time.

  1. Create the survey with its question and answer options.
  2. Publish it so residents can vote from the app.
  3. Follow participation while the survey is open.
  4. Close it and review the results before deciding.

Surveys work very well together with announcements: publish the decision made and link the survey that backs it. Details and examples in surveys.

Requests, complaints, and claims

Residents' requests, complaints, claims, and suggestions reach your panel and stay on record with date and status. Nothing gets lost in a hallway conversation.

For each case:

  1. Read it and assign an owner if you will not handle it yourself.
  2. Reply to the resident from the same thread.
  3. Change the status as it moves along: received, in progress, resolved.
  4. Close it once the resident has an answer.

The value of the record is twofold: the resident sees their case did not fall through the cracks, and you hold the full history whenever you need to review how it was handled. The complete guide is in QR-coded complaints.

Payment receipts

If your community uses ArmorPass to record payments, residents upload their proof of payment from the app and you review it from the panel.

The flow is simple:

  1. Review the inbox of pending receipts.
  2. Open the proof of payment and compare it with what you expect from that unit.
  3. Approve it if correct, or reject it noting what is missing.
  4. The resident sees the result in the app, with no phone calls in between.

It pays to review pending receipts on a fixed schedule, for example every morning, so nobody waits whole days for a payment to be recorded. More details in payment receipts.

Community chat: public or administration only

The community chat has two modes, and you decide which to use:

  • Public: all residents can see the chat and take part. Good for communities that know each other and help one another.
  • Administration only: the channel stays between each resident and the administration. Every conversation is private and nobody else sees it.

You switch modes from the panel with a toggle, and you can flip it whenever the community's dynamics call for it. If the public chat becomes hard to moderate, switch to administration only and conversations become one on one. The full guide is in community chat.

Frequently asked questions

Do I need a resident account to manage? No. The administration works from the web panel with its own user. Resident accounts are for the people living in the units or with children at the school.

Can I give panel access to more people on the administration? Yes. You can invite other team members to help with requests, complaints, and receipts, so operations do not depend on a single person.

What if I approve the wrong person by mistake? Remove that person's access to the unit from the panel. Their ability to create passes disappears immediately, and the history stays on record.

Does the guard need me to create their user? Yes. Access to the gatehouse app is handed out by the administration. When shifts change, update the accesses so only the guards on duty stay active. The full guide is in the guard guide.

Where do I see the entry log? Gatehouse scans are recorded with date, pass, and result. If you need to reconstruct what happened on a specific day, start from that log.