Apartment MS Documentation

Authentication

1. Login & Portal Access

Access the centralized Apartment MS management web portal. The system automatically detects role permissions for Super Administrators, Society Owners, Committee Members, and Facility Staff upon authentication.

Portal Access Details

Open Login Page

Portal URL

https://app.apartmentms.in/login

Email Address

sk@gmail.com

Password

12345678

Apartment MS Portal — Sign In Interface

https://app.apartmentms.in/login

Figure 1.1: Authentication Screen featuring role-based sign-in and direct credential entry. Live Interface

Login Steps

Navigate to the Portal

Open https://app.apartmentms.in/login in any modern browser (Chrome, Edge, Firefox, Safari).
Enter Authorized Credentials

Input your registered administrator or society email address (e.g., sk@gmail.com) and your password (e.g., 12345678).
Role-Based Dashboard Redirection

Check "Remember me" for persistent session state and click "Sign In to Portal →". The system authenticates and automatically routes you to your assigned Tenant or Society Console.

Tenant Console

2. Executive Dashboard

The executive dashboard provides an at-a-glance operational overview of the apartment complex, showing real-time occupancy statistics, pending alerts, immediate task lists, and recent activity logs.

Key Metric Indicators (KPIs)

TOTAL FLATS

4

All Flats

OCCUPIED FLATS

4

100% Occupied

VACANT FLATS

0

0% Vacant

TOTAL RESIDENTS

8

Registered

VISITORS TODAY

0

Checked In

PENDING ALERTS

6

Requires Action

Apartment MS Console — Executive Dashboard Overview

https://app.apartmentms.in/dashboard

Figure 2.1: Executive Tenant Console Dashboard displaying occupancy statistics, pending approvals, quick shortcuts, and building activity feed. Live Interface

Pending Tasks

Real-time counts of items requiring administrative intervention:

Visitor Approvals: Pending guard approvals
Helpdesk Tickets: Open resident maintenance requests
Maintenance Overdue: Flats with unpaid dues past deadline

Recent Activities

Continuous audit stream tracking building events:

Resident profile updates & contact modifications
Flat vehicle tag registrations (e.g., Flat B-101)
Visitor entry logs & security checkout timestamps

Quick Actions

One-click action buttons positioned for rapid daily management:

Add Resident: Onboard owners or tenants
Register Visitor: Log unexpected guest entry
Add Vehicle: Map resident car/bike to slot
Raise Notice: Broadcast emergency alerts

Notices & Events

Community engagement & calendar announcements:

Active broadcast circulars (e.g., festival celebrations)
Today's community events & AGM meetings schedule
Full calendar link with monthly overview

Property Architecture

3. Building Info

Manage the physical infrastructure of your society. Configure towers/blocks, floor tiers, flat inventories, and parking bay allotments.

A. Blocks (Towers)

Master block/tower configuration with unit and floor allocations.

Total Blocks (2) & Status Tracking
Block A & Block B Management

B. Floors

Multi-tier floor levels per block with occupancy metrics.

Floor tiers (Floor 1, Floor 2)
Occupied vs Vacant counters

C. Flats (Units)

Master inventory of all units, square footage, and owners/tenants.

4 Total Flats (100% Occupied)
Owned (75%) vs Rented (25%)

D. Parking Management

Slot inventory tracking, vehicle assignment, and capacity stats.

Total 3 Slots (Four Wheeler L-Size)
Vehicle & Resident tag mapping

A Blocks (Towers) Management

Master Towers

Define and manage all physical towers or wings in your society (e.g., Block A, Block B). Track aggregate statistics across all blocks including total units (4 Flats), registered occupants (8 Residents), and block-level facility supervisors.

Apartment MS — Property > Blocks List

https://app.apartmentms.in/blocks

Figure 3.A: Blocks Overview screen showing 2 Total Active Blocks, 4 Flats across blocks, 8 Registered Residents, and quick action shortcuts. Live Interface

B Floors Configuration

Floor Tiers

Organize floor levels per block. Filter by block (e.g., Block A), review floor names (e.g., Floor 1), monitor occupied vs vacant ratios, and utilize the "+ Add New Floor" modal or bulk generator.

Apartment MS — Property > Blocks > Floors (Block A)

https://app.apartmentms.in/floors?block=Block+A

Figure 3.B: Multi-tier Floor Configuration screen for Block A with active floor status, 100% flat occupancy, and search filtering. Live Interface

C Flats (Units Master Inventory)

Unit Inventory

Comprehensive master flat directory mapping every unit (Flat 101, 102, B-101, B-102) with registered Owner / Resident names, contact phone numbers, ownership type (Owned vs Rented), active occupancy status, and built-up area in square feet (1000 - 1200 sq.ft.).

Apartment MS — Flats List (All Blocks, All Floors)

https://app.apartmentms.in/flats

Figure 3.C: Master Flats Inventory listing all units, owner/tenant links, square footage, ownership classification, and quick filter sidebar. Live Interface

D Parking Management

Bay Allocations

Configure society parking slot inventory and track real-time allocations. Monitor slot status (P-101, P-102, P-103), slot category (Four Wheeler L-Size vs Two Wheeler M-Size), open parking designation, and exact assigned vehicle registration numbers linked to resident profiles.

Apartment MS — Property > Parking Management

https://app.apartmentms.in/parking

Figure 3.D: Parking Management console displaying 3 Four-Wheeler slots, 100% assignment rate, assigned vehicle license plates, and space allocations. Live Interface

Member Master

4. Residents Directory

Manage comprehensive resident records for both property owners and active tenants, including contact numbers, move-in dates, and KYC documentation.

Owner Management

Maintains legal property ownership records, emergency contact numbers, and possession records.

Primary owner & co-owner contact directory
Society voting rights eligibility assignment
Multiple property ownership mapping across blocks

Tenant Lifecycle & NOC

Oversees lease commencement, expiry warnings, owner approval verifications, and move-in/out NOCs.

Rental agreement start & end date reminders
Police verification certificate status tracking
Move-in and move-out security clearance pass

Apartment MS — Residents Directory Console

https://app.apartmentms.in/residents

Figure 4.1: Residents Directory displaying occupant rosters, active owner/tenant badges, assigned flats, and verification statuses. Live Interface

Governance

5. Committee Members

Structure managing committee leadership, assign governance designations, and specify administrative spending and approval thresholds.

A. Members Directory

Official roster of elected managing committee representatives with direct contact channels.

Full name, designated flat number, and contact info
Committee term duration & election tenure dates
Emergency contact availability badges for residents

B. Designations & Roles

Assign statutory titles and delegate administrative authorization limits.

President: Overall society executive oversight
Secretary: Notice publishing, minutes, & AGMs
Treasurer: Bank approvals, ledgers, & collections

Apartment MS — Committee Members Directory

https://app.apartmentms.in/committee-members

Figure 5.A: Official Managing Committee directory showing elected leadership team, contact lines, and term statuses. Live Interface

Apartment MS — Committee Designations & Roles

https://app.apartmentms.in/designations

Apartment MS Designations and Roles Screen

Figure 5.B: Governance designations matrix defining administrative roles, privileges, and signing powers. Live Interface

Gate Security

6. Visitor Management

Streamlined gate security logging replacing physical guard registers with digital OTP passes, resident approvals, and delivery tracking.

A. All Visitors

Central real-time security log tracking every individual entering and exiting the main gates.

Visitor name, mobile number, & photo capture
Target block and flat number destination
Exact entry & exit timestamps with duration log

B. General Visitors

Personal guests, relatives, and contractors visiting resident apartments.

Automated resident mobile approval notification
Pre-approved visitor invite pass generated by residents
Instant entry via 4-digit guest OTP passcode

C. Delivery Visitors

Express check-in workflow tailored for courier and food delivery personnel.

Quick service tagging (Swiggy, Zomato, Amazon, Courier)
Main gate parcel drop-off box logging
Automatic checkout reminder after 15 minutes

Apartment MS — Visitor Gate Log

https://app.apartmentms.in/visitors

Figure 6.1: Digital Visitor Gate Security dashboard with entry logs, vehicle numbers, phone verification, and departure timestamps. Live Interface

Gate Barrier

7. Vehicles Registry

Maintain a searchable directory of resident and staff vehicles to regulate entry, assign parking bays, and prevent unauthorized parking.

License Plate Directory: Search any vehicle registration number to instantly identify the corresponding flat and owner phone.
RFID & Fastag Integration: Automatic boom barrier opening for authorized vehicles upon sensor detection.
Parking Violation Tickets: Guards can issue digital photo notices for vehicles parked in wrong bays or fire lanes.

Apartment MS — Registered Vehicles Registry

https://app.apartmentms.in/vehicles

Figure 7.1: Society Vehicle Master Directory listing license plate numbers, resident flat tags, vehicle models, and parking authorization. Live Interface

Finance Core

8. Maintenance & Billing Engine

Comprehensive financial engine automating society maintenance bill generation, dues monitoring, digital receipt creation, and double-entry member ledgers.

A. Dashboard

Financial health snapshot: Total Billed, Total Collected, Outstanding Defaulter Balance, and month-over-month trends.

B. Bills & Invoices

Automated batch invoice generation based on sq. ft. or fixed rates. PDF invoice download with breakdown.

C. Residents Due

Defaulter aging list (0-30, 31-60, 90+ days). Automated WhatsApp, SMS, and email payment reminder triggers.

D. Collections

Record offline cash, cheques, bank NEFT/RTGS transfers, and automated online payment gateway settlements.

E. Member Ledger

Complete individual flat account statements reflecting opening balance, monthly debits, credits, and closing balance.

F. Reports

Export collection summaries, pending dues spreadsheets, GST statements, and annual audit reports.

G. Activity Log

Audit trail capturing every manual payment adjustment, penalty waiver, invoice recreation, and user action.

H. Billing Settings

Configure billing cycle (monthly/quarterly), billing date, payment grace period, and late fine interest rate.

Apartment MS — Maintenance Dashboard Overview

https://app.apartmentms.in/maintenance

Apartment MS Maintenance Overview Screen

Figure 8.A: Maintenance billing management overview displaying bill summaries and payment flows. Live Interface

Apartment MS — Maintenance > Residents Due

https://app.apartmentms.in/maintenance/due

Figure 8.B: Residents Due register tracking outstanding balances per flat with reminder actions. Live Interface

Apartment MS — Maintenance > Collections

https://app.apartmentms.in/maintenance/collections

Figure 8.C: Collections transaction log recording digital payments, cash, cheques, and receipts. Live Interface

Apartment MS — Maintenance > Member Ledger

https://app.apartmentms.in/maintenance/ledger

Figure 8.D: Double-entry Member Ledger tracking flat debit/credit history and closing balances. Live Interface

Apartment MS — Maintenance > Billing Settings

https://app.apartmentms.in/maintenance/settings

Figure 8.E: Billing configuration settings for penalty rates, grace intervals, and recurring cycles. Live Interface

Reserve Accounting

9. Contingency & Sinking Funds

Manage long-term reserve capital for statutory sinking funds, building repainting reserves, elevator overhauls, and emergency repairs.

Dedicated Fund Accounts: Segregate general maintenance collections from non-operational sinking reserves.
Contribution Allocation: Automatically earmark a fixed percentage or fixed rupee amount from every monthly bill toward reserve accounts.
Expense Withdrawals: Requires dual-committee approval to record capital expenditure disbursements.

Apartment MS — Contingency & Reserve Funds

https://app.apartmentms.in/contingency-funds

Figure 9.1: Sinking reserves and contingency balance accounts tracking capital reserve health. Live Interface

Facility Workforce

10. Staff Management

Administer security guards, housekeeping teams, facility electricians, plumbers, and administrative clerks.

Staff Directory

Profiles with photo, Aadhaar KYC verification, job role, and assigned shift timing.

Attendance & Shifts

Digital shift roster, daily punch-in/punch-out records, and leave management tracking.

Payroll & Advances

Record monthly salary disbursements, vendor contract terms, and employee cash advance vouchers.

Apartment MS — Staff Management Directory

https://app.apartmentms.in/staff

Figure 10.A: Facility staff roster showing employee records, contact numbers, roles, and status. Live Interface

Apartment MS — Departments & Shifts

https://app.apartmentms.in/staff/shifts

Apartment MS Departments and Shifts Screen

Figure 10.B: Department rosters and shift timing schedule configuration console. Live Interface

Apartment MS — Staff Attendance

https://app.apartmentms.in/staff/attendance

Figure 10.C: Daily staff attendance logs tracking check-in, check-out, and active duty hours. Live Interface

Apartment MS — Staff Leave Requests

https://app.apartmentms.in/staff/leave

Figure 10.D: Staff leave request approval console with leave types and approval status. Live Interface

Apartment MS — Employee Documents

https://app.apartmentms.in/staff/documents

Figure 10.E: Employee KYC document repository including identity proofs, police verifications, and contracts. Live Interface

Service SLA

11. Helpdesk & Service Tickets

Streamlined resident complaint tracking system with automated technician routing, photo proofs, and resolution SLA timers.

A. Complaints Log

Filterable list of Open, In Progress, and Resolved tickets with priority tags (Emergency, High, Normal).

B. Service Categories

Predefined issue types: Electrical, Plumbing, Lift/Elevator, Carpentry, Common Area, and Security concerns.

C. Auto-Assignment Engine

Smart engine automatically dispatches tickets to on-duty staff based on category and shift availability.

Apartment MS — Helpdesk & Service Complaints

https://app.apartmentms.in/helpdesk

Figure 11.1: Helpdesk ticketing dashboard displaying open complaint queues, technician assignment, and SLA timers. Live Interface

Broadcasts

12. Community Notices

Broadcast digital circulars, emergency announcements, festival greetings, and AGM notices directly to resident mobile screens.

Multi-Channel Delivery: Publish once to dispatch simultaneous Mobile App Push notifications, SMS alerts, and Email circulars.
Targeted Delivery: Broadcast to the whole society or restrict to a specific Block, Wing, or Owners-only.
PDF Attachments: Attach audited financial balance sheets, election circulars, and AGM minutes.

Apartment MS — Community Notices & Broadcasts

https://app.apartmentms.in/notices

Figure 12.1: Digital notices publishing center with circular history, audience targeting, and dispatch statuses. Live Interface

Analytics

13. Reports & Analytics

Export comprehensive operational and financial spreadsheets for managing committee review, AGM presentations, and tax audits.

Dues & Collection Audits

Monthly collections versus outstanding defaulter amounts, sorted by block, flat, and tenure.

Occupancy Summary

Flat occupancy rates, owner-occupied vs tenant ratios, and vacant unit duration reports.

Security & Visitor Logs

Comprehensive export of visitor check-in density, peak entry hours, and delivery trends.

Apartment MS — Reports & Analytics Console

https://app.apartmentms.in/reports

Figure 13.1: Society analytics and report center offering financial spreadsheets, occupancy logs, and audit statements. Live Interface

Instant Settlement

14. Payment Gateway & UPI Integration

Connect online payment processors to collect maintenance dues via UPI QR codes, debit/credit cards, and net banking with automatic instant ledger updates.

Supported Payment Channels

Instant UPI QR codes (GPay, PhonePe, Paytm), RuPay, Visa, MasterCard, and Net Banking across all major Indian banks.
Zero-Manual Reconciliation

Webhook confirmations automatically mark maintenance invoices as Paid and generate instant digital receipts for the resident.
Direct Society Bank Account Settlements

Funds settle directly into the society's registered designated bank account on a T+1 business day basis.

Apartment MS — Payment Gateway & Transactions

https://app.apartmentms.in/payments

Figure 14.1: Digital payment transaction console displaying settlement statuses, payment modes, and instant receipts. Live Interface

Administration

15. System Settings & Administration

Central administration console to configure society master profile details, administer administrative accounts, and define granular security permissions.

A. General Settings

Configure legal society name, registration certificate number, address, branding logo, currency, and fiscal year dates.

B. Users Directory

Administer user accounts for committee members, accountants, facility managers, and gate security staff.

C. Roles & Permissions

Granular Role-Based Access Control (RBAC) matrix defining view, create, edit, and delete permissions for each individual module.

Apartment MS — General Settings

https://app.apartmentms.in/settings/general

Figure 15.A: General Society Configuration screen managing legal name, registration details, address, and logo. Live Interface

Apartment MS — Users Directory

https://app.apartmentms.in/settings/users

Figure 15.B: System Users management console showing administrative accounts, email addresses, and roles. Live Interface

Apartment MS — Roles & Permissions (RBAC)

https://app.apartmentms.in/settings/roles

Apartment MS Roles and Permissions Screen

Figure 15.C: Role-Based Access Control matrix configuring granular permissions per role. Live Interface

Frequently Asked Questions

Quick solutions to common operational and administrative questions.

You can sign in to the portal at https://app.apartmentms.in/login using email sk@gmail.com and password 12345678.

Yes. In Settings > Billing Configuration, the society administrator can set billing responsibility to either the unit Owner or the registered active Tenant.

You can configure late fees under Maintenance > Billing Settings as either a fixed flat penalty (e.g. ₹200) or an annual interest percentage calculated daily past the grace deadline.

Yes. The guard terminal features offline caching to log visitors locally even if internet connectivity drops temporarily, synchronizing data automatically once reconnected.

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