Society documents: bye-laws, minutes and forms
Keep the bye-laws, meeting minutes, audit reports, forms and insurance papers in one place. Each document is open to every resident or to owners only, and residents download it from their page or the app.
PLANSFrom Growth
The problem it solves
- A resident asks for the bye-laws and the secretary has to dig through an old email.
- Last year's AGM minutes live on one committee member's laptop.
- Audit reports meant for owners get forwarded to everyone.
- New owners ask for the same move-in forms again and again.
How it works
- The office opens Visitors > Notice Board > Documents and clicks New.
- It names the document, such as "AGM minutes 2026", picks a folder, sets the date and uploads the file. A line about it is optional.
- Under Who sees it, Shown to Residents is on to start with. The office chooses Everyone or Owners only.
- Residents open Documents on their page or in the app. Documents are grouped by folder and can be searched and filtered.
- They click a document to download it. To withdraw one, the office switches off Shown to Residents or archives it.
Everything it does
Folders
- Bye-laws / Rules, Meeting minutes, Audit / Accounts, Circulars, Forms, Insurance / Legal, Other (the default)
- Residents see the folders that hold documents, in this order, with the newest first inside each
A document
- Name, folder, date (today to start with), the file and an optional line about it
- One file per document; to replace it, upload the new file on the same record
- Shown to Residents: on to start with; off keeps it in the office only
- Audience: Everyone or Owners only
- Archive hides it everywhere without deleting it; changes are kept in its history
For residents
- Grouped by folder, with a search by name, line or file name, and a filter by folder
- Owners see owners-only documents; tenants and family members do not
- A resident can download only documents of their own society that are shown to them
Who uses it
Society officeUploads documents, sorts them into folders and decides who sees each one.
OwnerReads and downloads every shared document, including owners-only ones.
Tenant or family memberReads and downloads documents shared with everyone.
Where you use it
- Web (office): Visitors > Notice Board > Documents
- Resident portal: Society > Documents
- The SmartMy Society Resident app: Society > Documents; a file opens in the phone's browser (built and in testing, not in the app stores yet)
- Not a document manager: no folders of your own, versions or e-signatures
What you control
Settings
- Shown to Residents: on for a new document
- Audience: Everyone to start with
- Folder: Other to start with
Notifications
- No alert is sent when a document is added. To tell residents, post a notice on the notice board with the document attached.
Questions
Can we keep the audit report for owners only?
Yes. Choose Owners only under Who sees it. Only residents recorded as Owner of a flat see and download it.Are residents told when we add a document?
No. Adding a document sends no alert. Post a notice with the file attached if you want the flats to know.Can we add our own folders?
Not yet. The seven folders are fixed: bye-laws, minutes, audit, circulars, forms, insurance and other.Can a resident upload a filled-in form?
No. Documents go one way, from the office to residents. Residents can send a form through the helpdesk where your society uses SmartMy Desk.Related features
SOCIETY OFFICENotice board for flats, towers and ownersThe society office posts notices to every flat, to chosen towers or to owners only, pins the important ones and attaches files. Residents are alerted when a notice goes up, and the office sees who has seen it.SOCIETY OFFICEPolls, AGM resolutions and committee electionsRun a quick poll, an AGM resolution or the managing committee election with one vote per flat. Owners stand from their page, flats vote online or on paper at the meeting, and the result makes the new committee.FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.FLATS AND RESIDENTSTowers, flats and resident loginsSet up your towers and flats once, add the owners, tenants and family of each flat, and give every resident a login of their own. Each resident sees only their own flat.WITH SMARTMY DESK (HELPDESK)Helpdesk tickets for flats and common areasWith SmartMy Desk, residents raise repair and service requests for their flat or the common areas, and follow them to the end. Each ticket carries the flat, so the maintenance team knows where to go, and residents are never billed.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.