How do I choose a condo management software?

Selecting condo management software requires a number of important factors to consider so that the software will suit your condominium association, property management staff, and residents. 

1. Define Your Requirements

Features: Define what features are critical to your management, i.e., accounting, maintenance requests, communication features, document storage, and resident portals. 

User Base: Define the number of users that will be accessing the software, i.e., property managers, board members, and residents. 

2. Budget Factors

• Cost Structure: Take note of the cost structure (subscription, one-time, pay per unit) and your cost. 
• Additional Fees: Ask if there's no extra hidden fee, i.e., transaction fee, support fee, or extra user fee. 

3. Research Options

• Reviews & Recommendations: Consider reviews and recommendations by other condominium association and property managers. Capterra, G2, or Trustpilot websites are helpful. 
• Competitor Comparison: Compare features, price, and user experience across several software options. 

4. Check Features

• Accounting Management: Select good accounting features such as payment management, budget tracking, and financial reporting. 
• Communication Tools: Note how communication among residents and the management is supported (e.g., forums, mobile app, announcements). 
• Maintenance Management: Note that maintenance request tracking and recording support must be included. 
• Document Storage: Seek storage and organization features to house major documents such as rules, regulations, and minutes. 

5. Ease of Use

• User Interface: Evaluate ease of use of the software. A simple, uncluttered interface will be easier to deploy for all. 
• Training & Support: Evaluate training documentation offered and customer support availability (e.g., live chat, email, phone). 

6. Integration Capabilities

• Current Systems: Look for software that will play well with your current equipment (e.g., communications equipment, accounting software). 
• Third-Party Integration: Ask yourself if it will also be compatible with third-party software or services that you might ultimately need to utilize. 

7. Testing the Software

• Demos and Free Trials: Get a demo or try a free trial so that you can try it yourself. 
• End User Feedback: Take note of your staff and possibly some of the patients who will also be using it. 

8. Scalability

Future Development: Ensure that the software is able to grow with your business and expand, adding extra units or features as and when necessary. 

9. Security and Compliance

• Data Security: Ensure that the software possesses the best data security and privacy features. 
• Compliance: Verify if it is compliant with the relevant laws, particularly in financial management and data protection. 

10. Vendor Reputation

• Proven Track Record: Look for the reputation of the company, its business years, and customer history. 
• Longevity: Choose those companies which are long-standing and stable.