Document Management for Communities
Minutes, contracts, insurance, quotes and certificates organised by community. Role-based access, digital signature and instant search. Your firm's digital file, always in order.
Book a free demoEvery document of a community, in one place.
FixrOS organises the documentary archive of each community in predefined and customisable categories. From the founding statutes to the latest building quote, everything is findable in seconds.
Digital meeting minutes
Minutes generated in FixrOS are automatically archived in each community's file. Digitally signed, accessible to authorised owners and searchable by date or resolution.
Vendor and service contracts
Cleaning, gardening, lift, utilities and any vendor contracts stored by community with expiry dates and automatic renewal alerts.
Insurance policies
Building policy, liability insurance and any additional coverage accessible to the manager and board chair. No more searching for a PDF through email during an emergency.
Quotes and work awards
Quote comparison, award to the selected vendor and works tracking, all linked to the community file and traced back to the original incident.
Certificates and legal documents
ITE (technical inspection), energy performance certificate, licences, debt certificates and any legally required document stored with issue date and next review.
Statutes and constitutive titles
The constitutive title, statutes and internal regulations of each community available for consultation at any time from the app or the owner web portal.
Every document, visible only to those who should see it.
FixrOS applies a role-based permissions system that ensures each document is accessible only to authorised people. The manager controls who can view, download or sign each file.
Manager
Full access to all documents of all communities in their portfolio. Can upload, organise, share and archive any document.
Board Chair
Access to shared documents of their community: minutes, contracts, insurance and annual accounts. Can sign documents requiring their approval.
Owner
Access to documents the manager has marked as public: statutes, minutes and announcements. Private management documents are not visible.
Vendor
Access only to documents linked to their active work orders: plans, technical specifications and accepted quotes. Nothing else.
Sign any document from your phone. Find any file in seconds.
Built-in digital signature
Managers, board chairs and owners can digitally sign documents from the app or web portal. The signature has legal validity and the signed document is automatically archived.
Instant search
Search by filename, document type, community, date or text content. FixrOS locates any document in seconds, even in portfolios with hundreds of communities.
Version history and audit trail
Every document modification is logged: who uploaded it, when and what changed. The complete version history guarantees file integrity in any inspection.
FixrOS's minutes book is immutable.
Once signed, minutes cannot be edited or deleted. The record is append-only in line with Art. 19 LPH, and any modification attempt is logged in the audit trail with a timestamp.
Append-only record (Art. 19 LPH)
Minutes are added chronologically and never overwritten. The law requires the minutes book to faithfully reflect the resolutions passed — FixrOS guarantees this by design.
Audit log with timestamp
Any modification attempt — even unsuccessful ones — is logged: who tried, from which device and when. Complete traceability for the manager.
Sealed and immutable signature
Once minutes are signed by the chair and secretary, the document is cryptographically sealed. Any subsequent edit breaks the signature and is detected automatically.
Claims files are traceable too.
Claim cases generate their own traceable documentation: original report, adjuster's report, repair proposal, invoices and before/after photos. Accessible by authorised roles (manager, insurer, adjuster) from the claims portal.
Original report and adjuster's report
The claim opening report and the digitally signed adjuster's report, linked to the same file and accessible to authorised roles.
Repair proposal and invoices
Repair quotes, award to the selected vendor and final invoices, all traced from the original incident through to claim closure.
Before and after photos
The adjuster's EXIF geo-tagged photos are stored alongside the case file. Pre- and post-repair status is documented without any possibility of alteration.
Role-based access from the claims portal
The manager, insurer and adjuster access only the documents of their authorised cases. No role sees third-party documentation.
Are your community files still in folders and emails?
Book a demo and we will show you how FixrOS centralises all documentation in your portfolio with role-based access, digital signature and instant search.