User guide

Every page of the application, section by section: where it lives in the sidebar and what you can do there.

The menu depends on your role. The sections below describe the board menu; available entries depend on permissions and syndicate configuration; a co-owner can access “My Property”, which contains their mandate and payment history; a tenant has a reduced menu. A feature missing from your menu is reserved for the syndicate’s administrators.

Tip: in the app, the AI Assistant (Overview → AI Assistant) answers these questions and links you straight to the right page for your syndicate.

Overview

Dashboard: The home page, with the syndicate overview.
My Property: A co-owner sees their unit details, obligations, mandate and payment history here. A tenant can view their home, without a mandate or payment history.
AI Assistant: The syndicate's AI assistant — questions about the account's documents, navigating CondoAide, and general co-ownership information.
What's new: CondoAide's what's new: recently shipped features and improvements. Each item first appears as a banner on the dashboard, then stays available here.

Registries

Co-owners: Add and manage co-owners and tenants, assign units, send invitations. Page tabs: Syndicate members, Invitation codes, Access management (account owner only — enable external roles such as vendor, accountant/CPA, building professional, legal counsel, insurer or privacy officer, adjust their permissions, require a signed agreement and invite these external parties) and Journal (audit log of actions). The Units page and its tabs are under Registries. Per-unit obligations are under Insurance and claims.
Units: The list of the syndicate's units; opening a unit shows its full record, in tabs: Overview, Unit details (including the relative value and the voting right), Occupants (pets and vehicles are declared here, per occupant — there is no separate tab), Notices, Equipment, Obligations, Documents and Proxy. A unit's area can be entered in either m² (the Quebec norm — declaration of co-ownership, cadastre) or sq ft; the other value is shown as an approximation. For an initial syndicate, the Units page gives settings managers access to Spaces; its fractions are its phases, accessible under Registries → Phases.
Spaces: Manage parking spots, lockers and storage: attach them to a unit and set the fees that go with them.
Restricted-area charges (PCUR): Allocate a charge to the sub-group of co-owners who use a restricted common area (balconies, parking, etc.) rather than to everyone. The allocation reads off how the spaces are qualified, which is why it sits right after "Spaces".
Reference units: Define the état de référence per unit type (original finishes, materials and equipment from the promoter plans). This baseline is the comparison used to tell private improvements apart from original components in the improvements registry.
Firefighter book: The emergency sheet for first responders, built from occupant data: occupants per unit, evacuation assistance, special needs and pets. The book prints to PDF (French or English) to be posted at the building entrance; it is regenerated on every open and never stored. Board only: it holds sensitive information under Law 25.
Document register: Upload, organize, view and sign syndicate documents (declaration, by-laws, minutes, budgets, policies).

Communications

Inbox: Send and read syndicate announcements and messages in a two-pane inbox. For the board, the same place holds the management folders: write to a unit or a distribution list (built from unit tags), with a permanent archive of every send, the distribution lists and the tags.
Requests: Submit and track requests to the administration. Tenants can use maintenance, complaint and general categories; the unit’s co-owners can view the requests filed while they own it, along with the board’s replies; the co-owner who receives the unit’s notices is informed.

Works

Work Orders: Create and track work orders (projects, status, expenses).
Components: The building components: condition, replacement value, due dates.
Maintenance Log: Schedule equipment maintenance and review the history of completed work.; Step-by-step guide: Import a maintenance log and schedule its tasks
Vendors: Manage the syndicate's vendors and contractors and their job history. Click a vendor to open its page: contact details, contracts, payment history and payment details.

Finances

Contingency Fund: Track the balance, contributions and planned major works, and set parts of the fund aside for planned work (earmarks).; Step-by-step guide: Import a contingency fund study Step-by-step guide: Set aside part of the contingency fund for planned work
Self-Insurance Fund: Track the self-insurance fund reserves.
Financial Statements: The financial dashboard, financial statements and transaction history; here you can import a bank statement (CSV, Excel or PDF) to record transactions and do the monthly bank reconciliation of each fund.; Step-by-step guide: Import a bank statement and reconcile your accounts Step-by-step guide: Fix a fund's opening balance
Budget: Prepare, review and adopt the annual budget and special assessments.
Assessments: View current and past assessments per unit.
Other income: Set up and track space-rental fees and other revenue.
Payments — Overview: The payments dashboard (pre-authorized debit status per unit, failures, fees to collect).
Payments — PAD mandates: Prepare and track pre-authorized debit mandates; send co-owners the link to connect their bank account.
Payments — Approvals: Approve or reject payment requests against the syndicate's thresholds.
Payments — Cycle check: Validate the expected amounts before launching a debit cycle.
Payments — Arrears: Track and collect overdue balances.
Payments — Setup: Enable payments by connecting the syndicate's bank account.

Meetings and assemblies

Assemblies: Convene and run co-owners' meetings and board meetings, then draft, sign and distribute the minutes. Tabs: Co-owners' meetings and Board meetings (visible to everyone), plus Written resolutions (board only — have a board decision adopted unanimously in writing, without a meeting, art. 354 CCQ). Every file shows its current stage, and the full cycle opens from that label; the rungs depend on the path taken: a meeting held with the live séance goes Scheduled → Convened → Séance in progress → To be written → Out for signature → Signed → Sent, while minutes written by hand go Upcoming → Draft → Out for signature → Signed → Sent. Here you can: choose the meeting type (co-owners' meeting or board meeting — quorum, voting and deadlines differ), then, for an assembly, the subtype (annual, extraordinary, resumed, transitional), and the mode (in person, virtual, hybrid); send the notice of meeting to co-owners and proxy holders, with the agenda attached, automatic reminders, and the list of fractions no email will reach (notice to be hand-delivered or mailed, art. 1087 CCQ); hold the live session (see "Session"); then draft the minutes (syndicate identification, attendance and quorum, meeting officers, agenda and resolutions, closing, attachments), send them for signature to the chair and the secretary, and announce the signed minutes to co-owners.
Session: The session is held inside the meeting itself, at the "Session" step (there is no separate page). The chair opens and then closes the session; on closing, the certified results, attendance and quorum carry over to the minutes automatically. It covers: attendance and proxies (a co-owner flags their presence, the chair marks them present), quorum computed live as a percentage of the votes, with the chair recording the finding; votes per agenda item, by mode (electronic vote, show of hands, secret ballot, paper secret ballot) and required majority (absolute majority of voices, art. 1096; three-quarters majority, art. 1097; double majority, art. 1098), weighted by relative value and proxies — on the board, one voice per director and a majority of the directors (art. 336 CCQ); built-in video conferencing (no external link: camera and mic check lobby, background blur, screen sharing, raise hand and the chair granting the floor, muting mics); chat (a side channel that is not recorded in the minutes, frozen during a secret ballot); deliberation and dissent notes per item, autosaved and carried into the minutes; and a connection journal. After a secret ballot, the voter receives a verification code.
Secret-ballot verification: Verify a secret ballot (art. 1089.1 CCQ). The voter enters the 64-character verification code received when casting their vote and finds their anonymous ballot in the vote's certified register: the resolution, the recorded choice, the vote weight, the certification date and the inclusion proof. The code never reveals the voter's identity, and verification only works once the vote is closed. Open to every member of the syndicate; you get there from the receipt shown at cast time — there is no menu entry.
Proxies: The syndicate proxy register (voting mandates): per-meeting mandates, standing mandates, concentration per mandatary (board only). Co-owners grant their proxy from their unit page (My property → Proxy tab).
Cessions: The voting-right cession register (art. 1095 CCQ): record a cession, declare it to the syndicate (the condition for it to bind the syndicate), and revoke it. A declared cession has the cessionnaire cast the fraction's votes at the assembly (board only).

Insurance and claims

Per-unit obligations: Choose the obligations to collect from co-owners (proof of insurance, smoke detector, water heater, occupancy declarations, etc.); each one creates a per-unit tracker with automatic reminders. Tabs: Overview (enable and configure obligations), Submissions (review what co-owners filed), Device history, Exemptions and Journal.
Insurance: View and manage insurance policies.
Claims: Report and track insurance claims.

Legal

Attestations: Generate the attestation required when a fraction is sold.
Litigations: Document and track the syndicate's legal disputes.
Contravention Notices: Record and track by-law infractions.
Unauthorized Works: Document unauthorized works.
Approved Works: Track approved major works.

Settings

Profile & Signatures: Manage your account, sign-in methods and electronic signature.
MCP connector (AI assistants): Connect an external AI assistant (Claude, ChatGPT, Claude Code or any MCP-compatible client) to the syndicate's data through CondoAide's MCP connector: paste the endpoint into the assistant's connectors and authorize access (OAuth for Claude and ChatGPT, personal token for other MCP clients), then query your data in natural language. The assistant sees only what the connected user is allowed to see, every call is recorded in the journal, and access can be revoked at any time. Reads data (syndicate, units, members, finances, budget, obligations, register — documents stay authenticated links, never sent inline) plus first write actions (adding units and occupants).
Syndicate Settings: The page is split into tabs: "Overview" (configuration checklist, logo, identification & address — NEQ, fiscal year —, public profile, gestionnaire link code), "Usage" (plan limits: units, storage, AI requests), "Phased co-ownership" (declare the syndicate independent or initial, create the concomitant phases with their relative values, invite their administrators) and "Referral" (referral program).
Syndicate email address: Set up and view the syndicate's email address, choose its primary address, and define the plain-text signature included with replies.
Import: The import assistant for migrating a syndicate from another software (e.g. UpperBee): a step-by-step, resumable flow (the import can span several days) that uploads the exported files step by step — units and fractions, co-owners, chart of accounts, finances, documents, obligations, suppliers and private improvements — with a preview and data validation before committing each step. Reserved for the board of directors and the manager.
CondoAide support: The "CondoAide support" button at the foot of the sidebar: write to the CondoAide team and follow the syndicate's help requests. Reserved for the board of directors.
Billing: Manage the CondoAide subscription.