Facility Management

Our Best Features

An Apartment Complex may have many facilities like Multi-Purpose Hall, Health Club, Swimming Pool, Play Equipment, Sports facilities (Tennis Court, Badminton Courts, Squash Courts etc), Some of the Facilities may be used free of charge, but some may be used on payment, either on advance booking basis or on pay and use basis. The charges also can be different for the members, tenants and outsiders.

The module provides a detailed Management option.

• Advance Booking : Members can login through their email id and make advance booking.

• Spot Booking : The Spot Booking will be managed by the person in charge of the facility.

As and when the payments are received / advance refunded, the accounting entries are made and there is no need for separate accounting entry.  Members can see the Terms of Booking, Terms of Cancellation and Terms of Refund of Security deposit.

Vendor Management

Our Best Features

Vendors include regular grocery, in house super markets, ATMs and other services like laundry, ironing, tailoring, etc, There a multiple vendors that the society network with to provide all facilities in one place. This being such a majestic dream, Aavaas village helps turn these dreams to reality. Besides recording contact numbers, managing suppliers and taking orders, there is a vast range of aspects that have to be dealt with. Starting from knowing how consumer trends change, how effective or ethical is to hold taster sessions within the society to accepting only standard products, there is so much a Aavaas can help you with. After all, who does not want to serve the society in the best way possible? .

• Record Entry & Exit of Staff (Gardener, Electrician, Plumber, Housekeeping, Drivers, Cooks etc.) into the Society

• Residents get alerts on Mobile about entry or exit of their respective staff

• Security at Gate automatically knows if a particular staff is no longer working for any flat/unit - keeping your society safe

• Track Attendance of Maintenance Staff (Facility Manager, Technical Staff)

• Committee can get Attendance Reports from Admin interface to process payroll for staff

Repository

Our Best Features

The significance of Repository (Online storage of documents) in the Housing Society Operations can only be experienced.

Those days are gone when we completely relied on local storage to upload our photos and important documents. Today the technology has taken a giant leap and people are now moving away from local storage to remote, server-based storage which is known as the cloud. This means that your full library be it documents, licences, Photos & videos or files which once used to be accessed from local media has now found dwelling space on the servers and can be accessed from the cloud.

In the similar fashion, there are a plenty of files and documents in a housing society which are stored in a room or physical space. Using cloud to store these files can provide you great advantages such as anywhere-access and sharing, the reduction of local storage requirements and most importantly, secured storage & quick access, recovery.

Below are the examples of situations when the society needs to have documents in place –

• Whenever a new member rents a flat that he/she can immediately move to, the society must have and store the rent or tenancy agreements with them under registered member login.

• It is important to store verified details of the tenants and owners who are staying in the housing society. This includes police verification certificate and Aadhar copy of members

• Other documents and records such as NOC from landlord and NOC from Flat Tenant when they leave also if need, to be maintained by the society committee.

• Society laws and society guidelines to be followed by the members, taxes paid by the society members, the receipts of income and expenses incurred by the society need to be stored safely by the society managing committee.

• Important contracts between the society and apartment members, the society and its staff members and contracts between the society and its vendors need to be stored in a secured manner.

• Insurance policies and RD/FD account details of Society are also stored by the society.

Poll/Survey

Our Best Features

In today’s scenario, it is very important to conduct surveys and taking various opinions from the residents is necessary to take a decision towards common goal. Manual surveys? No way… Every society needs a system in their working schema that cannot only reduce the manual efforts to a large extent but can also provide flexibility in conducting surveys and polls within the reduced time by cutting short the lengthy process into an automated setup of super-fast processing.

In Aavaas Village-AMS, the process of conducting new surveys and raising polls to the residents to ask them about their views on the proposal is very robust and faster. It reduces the efforts & time down to almost 3/4th of the time and efforts consumed in manual process.

Using this Poll module, polls can be created with multiple options to be voted for –

• only members or administrators

• along with many other options such as allowing only one vote per person

• Choosing the set of eligible voters (only residents, only owners, only committee members)

• anonymous polls

• Scheduling the polling date range, accumulating the entire data at one place and much more.

Complaint Tracker

Our Best Features

Just to help society members in a better way, there is an integrated complaint module “Avail Desk”, through which registered members can post their complaints online. To brand it further promising, SMS updates can be sent directly through mobile.

• Complaints are classified under various categories for future analysis by the admin

• Complaints, if not attended within the predefined response period, escalates to the next level

• After escalating from all three levels, the complaints are placed before the managing Committee for resolution

• At every stage, the response is updated and can be viewed by the member

• Member can reopen a complaint, even if it is closed as Resolved by the Admin

• Member can provide grades / rate service to complaint resolution, which will help the management committee to evaluate various vendors and service providers

• The Society Admin can customize the flow of the complaint received - by specifying that the complaint needs to be resolved directly by the concerned service provider or it should pass through a centralized Help Desk team

• Complaints can also be lodged by the member with help of 'Avail Desk'

• SMS alerts / email messages can be sent on request of the member based on policy adopted by the Society

Utility Management

Our Best Features

Aavaas village provides separate application for tracking all your utility bills and receipts.

• Members are billed based on Meter Readings, typically for Piped Gas, Water & Electricity

• Configure Billing formula by Slabs

• Upload Meter Readings month and month, and System will calculate the Bills based on the formula

• Utility Bills are represented separately from Maintenance Bills - so Tenants can pay Utility Bills, Owners can pay Maintenance Bills.Also Utility Dues are not mixed up with Maintenance Bills - so the Arrears shown in each of the Maintenance bills are independent of Utility Bills and vice versa

Advertisement

Our Best Features

Posting classified ads may sound very old, but then again, it cannot be underestimated the power of the same, if it reaches the right place with lesser efforts.

• Your advertisements are viewed by prospective buyers/customers within the known radius who will be interested in whatever it is that you are advertising.

• All your real talents shall be defined and leverage them to the community you are living in.

• It’s a Win-Win for both the talents & end-users to build strong positive relationship through this classified Ads

• Find your audience & increase your own circle of influence in a positive way

• Organise business events at your place and create networking Groups

Pickup & Delivery

Our Best Features

Consumers are increasingly turning to online shopping. It’s quick, easy and can be accessed around the clock from the comfort and privacy of home. As the volume of online purchases grows, the need for an effective parcel delivery system is vital. This is especially true for people living in Apartments since the parcel is received by the Gatekeeper on duty.

Aavaas Village ensures contactless, smooth and secured deliveries for the entire community through multiple smart workflows, simplifying the process for Residents, the Gatekeeper and even the delivery executives. This feature will give a very different and secure delivery experience for AaavasVillage users.

• Reliable tracking system in place as a permanent record.

• All received parcels are recorded with the details of time, recipient.

• Residents are alerted via notifications on arrival of parcels as soon as its received at the gate.

• Delivery of parcels to right owners through authentication of OTP.

• Permanent record of all touch points of a parcel’s journey from the moment it is received till collected by a rightful resident.

Finance & Accounts

Our Best Features

FMA of Aavaas Village enables any individual who is familiar or unfamiliar with accounting to easily manage and book the transactions of Society.

Maintenance Charges Bills on regular periodical basis or for specific purpose / Debit Notes can be generated with ease. Interest and / Penalty can be charged for delayed payment and Rebate can be given for prompt payment, as per rules set by the Society.

• Maintenance Bills can be generated for any period.

  • Define the Rates, and the System will calculate the maintenance charges under different heads and for different types of premises.

  • Maintenance Charges can be Based on different parameters such as : Equal to all ,Area in Sqft,No of Rooms - 1BHK / 2BHK / 3 BHK.

• Separate bills can be generated [Supplementary Bills] to meet any project cost for a limited period

• Staff Salary :Manage the advances / loans through instalment deductions, while calculating salary payments

• TDS Management:TDS calculation on advance payment or invoice posting for Vendors.

• Calculate any prepaid expenses, outstanding liability & prepaid expenses at the end of the year

• Other Payments: Modules for Various Types of Receipts

• Rental Incomes:

  • A comprehensive module monitoring the due dates of payments, raising of bills under GST

  • Accounting the receipts, including TDS, and issue of receipts

• Interest Income :Managed through a separate Investment Module

• Fixed Assets Management

  • Update Fixed Assets register as you pass accounting entry

  • Calculate Depreciation at the end of the year on predefined rates

• Uploading various documents / Bills / Receipts for easy procurement at a later date (This will help online Audit by Statutory Auditors ).

• Trial Balance, as on any date.

• Receipt and Payment Account as on any date

• Generate Balance Sheet and Income & Expenditure Account