1. Presentation

Advanced Condominium Management transforms Dolibarr into a complete, specialized ERP/CRM for condominium-syndic firms, property administrators, real-estate management companies and developers. It enables full management of condominiums without any external software.

The module covers the entire business cycle: prospecting, syndic mandate, condominium creation, lot and co-owner management, fund calls, payments, works, general meetings and decision-making reporting. Technical name: advancedcondominium. Module number: 513500. Editor: DoliResources (www.doliresources.com).

2. Business Cycle

·       Prospecting

·       Syndic mandate / contract

·       Condominium creation

·       Lot management

·       Co-owner management

·       Fund calls

·       Payments

·       Works

·       General meetings

·       Reporting

3. Architecture

The module follows the Dolibarr MVC architecture with a generic, key-driven object engine (list/card pages, shared renderers, secure SQL via PDO/DoliDB, schema self-healing). It ships 26 dedicated business objects, a modern control dashboard, a Kanban prospecting board, a planning view, an occupancy board, a reporting hub, a cron-based automation & alert engine and a demonstration-data generator with secure purge.

Patrimony objects:

·       Condominium (copropriete) - the hub asset: reference, name, address, GPS, number of buildings and lots, surface, total shares, annual budget, state, council chair, managing firm.

·       Building (batiment) - hierarchy Condominium > Building > Floor > Lot; elevator, parking, cellars, caretaker, floors, lots.

·       Lot - number, type (apartment, office, shop, parking, cellar, studio), floor, surface, shares, charge share, value, occupancy state, water/electricity/gas meters.

·       Syndic firm (cabinet) - managing agency with manager, professional card, portfolio size.

People objects:

·       Co-owner (copropriétaire) - identity, contact, IBAN, shares held, payment history, fund calls, complaints, documents.

·       Tenant / occupant - occupant of a lot, entry/exit history, lease, inspection, guarantor, status.

·       Prospect and Visit - real-estate CRM for winning new mandates.

Contracts & governance objects:

·       Syndic mandate (contrat de syndic) - provisional / volunteer / professional; dates, duration, syndic fee, state, expiry alerts.

·       General meeting (assemblee generale) - convocation, agenda, attendance, proxies, quorum from present/represented shares, type (ordinary/extraordinary), state.

·       Resolution / vote - one per agenda item, majority type (art. 24/25/26/unanimity), for/against/abstention votes and shares, automatic adoption.

·       Inventory (etat des lieux) - entry/exit, meters, keys, overall condition, damages.

·       Document - regulations, contracts, AG minutes, quotes, invoices, insurance, diagnostics, plans; versioning and expiry.

Finance objects:

·       Fund call (appel de fonds) - quarterly/monthly/exceptional, amount, due date, works fund, penalties, unpaid tracking, link to Dolibarr invoices.

·       Payment - transfers, cheques, cash, direct debit; balances, arrears.

·       Reserve fund / provision - reserve and ALUR works funds, usage tracking.

·       Charge - general, elevator, garden, cleaning, security, heating, water, electricity, insurance, works; distributed by shares; recoverable, provision, regularization.

·       Charge statement (decompte) - per co-owner distribution of called provisions vs gross charges, management fee, works share, balance.

Technical objects:

·       Works / intervention (travaux) - quotes, budget, company, planning, tracking, acceptance; billable to condominium / co-owner / insurance.

·       Maintenance contract - elevator, cleaning, green spaces, security, heating, extinguishers; annual amount, renewal.

·       Provider (fournisseur) - lift technicians, cleaning, plumbing, electricity, security, gardening, painting; rating.

·       Insurance - multi-risk building, civil liability, ten-year, legal protection; policy, premium, dates, expiry alerts.

·       Claim (sinistre) - fire, water damage, theft, vandalism; workflow declaration > expertise > repair > closure; expert, indemnity.

·       Complaint ticket (reclamation) - category, priority, assignee; workflow open > in progress > resolved > closed; notifications.

Automation object:

·       Automation / alert rule - IF/THEN rules for mandate-end, unpaid follow-ups, insurance and meeting reminders, notifications (email, SMS, WhatsApp, Dolibarr).

4. Main Menu

A dedicated top menu 'Gestion Syndic' opens a two-level left menu tree:

·       Dashboard

·       Condominiums (+ Buildings, Lots, Occupancy board, Syndic firm)

·       Co-owners (+ Charge statements)

·       Tenants / occupants (+ Inventories)

·       Syndic mandates (+ Documents)

·       General meetings (+ Votes & resolutions)

·       Fund calls (+ Payments, Reserve funds)

·       Charges (by type)

·       Works (+ Maintenance contracts, Providers)

·       Claims (+ Insurance)

·       Complaints

·       Prospecting (Prospects, Visits, Requests, Pipeline)

·       Invoicing (native Dolibarr)

·       Alerts & automations

·       Reporting

·       Configuration

5. Dashboard

A modern control center - visually distinct from the standard Dolibarr dashboard - with a blue/green real-estate charter, alert tiles, KPI cards, a prospecting Kanban and interactive charts.

KPIs include: managed condominiums, total/occupied/vacant lots, lots under works, active mandates, co-owners, occupancy and vacancy rates, fund calls billed and collected, unpaid amount, reserve funds, pending statements, open works, insurance to renew, portfolio value and monthly/annual income.

6. Key Workflows

6.1 Fund calls & collection

Generate quarterly/monthly/exceptional fund calls, distributed by lot shares, with due dates, works fund and penalties; track collection, balances and arrears; push to native Dolibarr invoices and payments.

6.2 General meetings & voting

Prepare convocations and agenda, record attendance and proxies, compute quorum from present/represented shares, register resolutions with the correct majority type and determine adoption automatically.

6.3 Claims workflow

Declare a claim (fire, water damage, theft, vandalism), link it to the building insurance, follow the declaration > expertise > repair > closure workflow and record the indemnity.

7. Dolibarr Integration

The module reuses native Dolibarr objects wherever relevant and enriches them:

·       Third parties & contacts (co-owners, tenants, providers, insurers)

·       Products & services (syndic fees, works, diagnostics)

·       Quotes, orders and invoices (fund calls, works billing)

·       Payments, bank and accounting

·       Projects and agenda

·       Interventions and GED (document management)

·       Users and permissions

·       Stock (consumables & equipment)

8. Reporting

A dedicated reporting hub with CSV / Excel / PDF exports and print:

·       Fund calls & collection

·       Unpaid balance

·       Occupancy rate

·       Lot vacancy

·       Co-owner statements

·       Mandate schedule

·       Portfolio valuation

·       Charges per condominium

·       Works costs

·       Charges by type

·       Reserve funds

·       Tenants by status

·       Prospect pipeline

9. Permissions

Detailed, group-based permissions map to the professional roles of a syndic firm - Administrator, Director, Syndic manager, Accountant, Assistant, Technical manager, AG manager and Reader:

·       Patrimony (condominiums, buildings, lots, firm)

·       People (co-owners, tenants, prospects)

·       Contracts (mandates, inventories, documents)

·       Finance (fund calls, payments, provisions, charges, statements)

·       Technical (works, maintenance contracts, providers, insurance, claims)

·       Governance (general meetings & votes)

·       Automations & alerts

·       Reporting

·       Module administration

10. Alerts & Automation

A daily cron engine runs IF/THEN rules and operational alerts: overdue fund calls flagged and chased, expiring mandates closed, mandate-end alerts, fund-call reminders, insurance renewal alerts, AG convocation reminders and new-complaint notifications through email, SMS, WhatsApp and Dolibarr notifications.

11. Administrator Guide

·       Install: Home > Setup > Modules > Deploy external module; select module_advancedcondominium-1.0.zip and enable it.

·       On first activation a complete demonstration dataset is created automatically.

·       Configuration page: default currency, management fee, default reserve fund, install/remove demonstration data.

·       Assign per-domain permissions to each user profile.

·       Multilingual: French, English, Spanish, Italian and German.

·       Quality: Dolibarr coding standards, hooks, responsive UI, PDO, native APIs and forward compatibility.

(c) DoliResources - www.doliresources.com