# Property, owner and occupant records — AI City Technologies Source: https://aicity.am/features/en/hoa-management Language: en Availability depends on the user’s role, enabled building services and compatible equipment. ## Property, owner and occupant records https://aicity.am/features/en/hoa-management Apartments, owners, renters and documents in one organised registry. ### A complete property record https://aicity.am/features/en/hoa-management#hoa-management-1 Each apartment, parking space or premises record contains its location within the building, number, area, owners and occupants. Documents, current ownership or sale status and change history are available in the same record. #### Apartments, parking spaces and common areas https://aicity.am/features/en/hoa-management#hoa-management-1-detail-1 Keep separate records for different property types so apartments and other spaces are clearly distinguished. #### Entrance, floor, number and area https://aicity.am/features/en/hoa-management#hoa-management-1-detail-2 Record a property’s location and area to identify it in the building and support relevant calculations. #### Owners and occupants https://aicity.am/features/en/hoa-management#hoa-management-1-detail-3 Distinguish owners from current occupants in the property record to represent their relationships correctly. #### Current ownership or sale status https://aicity.am/features/en/hoa-management#hoa-management-1-detail-4 Update the property’s current status to reflect sale progress or its ownership arrangement. #### Property documents and change history https://aicity.am/features/en/hoa-management#hoa-management-1-detail-5 Keep documents and earlier changes in the same record for later review of the property’s history. ### Verify ownership records https://aicity.am/features/en/hoa-management#hoa-management-2 Ownership confirmation starts with an attached document; supported certificates can provide a preliminary reading of the name, area and cadastral code. Staff check and approve the record while preserving the ownership-change date and previous accounting history. #### Attach ownership documents https://aicity.am/features/en/hoa-management#hoa-management-2-detail-1 Attach the ownership document so staff can review it when confirming the relationship. #### Read cadastral code, name and area from supported certificates https://aicity.am/features/en/hoa-management#hoa-management-2-detail-2 Check preliminary readings from a supported certificate against the original to prepare the record accurately. #### Final verification by a responsible person https://aicity.am/features/en/hoa-management#hoa-management-2-detail-3 Staff give final approval to document-derived details after inspecting and checking them. #### Preserve ownership-change dates https://aicity.am/features/en/hoa-management#hoa-management-2-detail-4 Retain the change date in the property history to distinguish ownership periods clearly. #### Distinguish previous and new owner records https://aicity.am/features/en/hoa-management#hoa-management-2-detail-5 When ownership changes, distinguish the previous and new owner’s records while retaining their history. ### Turn a spreadsheet into a registry https://aicity.am/features/en/hoa-management#hoa-management-3 Teams can import a large list of properties and residents from a spreadsheet instead of entering each row manually. Preview highlights errors and duplicates, and an incorrect import can be reversed before related financial transactions are recorded. #### Bulk-import apartments and residents https://aicity.am/features/en/hoa-management#hoa-management-3-detail-1 Import a prepared list of properties and people together to simplify initial setup for a large building. #### Support for Armenian spreadsheet headings https://aicity.am/features/en/hoa-management#hoa-management-3-detail-2 Use supported Armenian spreadsheet headings so locally prepared data can be recognized. #### Preview rows and review errors https://aicity.am/features/en/hoa-management#hoa-management-3-detail-3 Review rows and correct flagged errors before final import to keep the registry accurate. #### Identify duplicate data https://aicity.am/features/en/hoa-management#hoa-management-3-detail-4 Check flagged duplicates to avoid accidentally adding the same person or property again. #### Undo an incorrect import before financial activity is recorded https://aicity.am/features/en/hoa-management#hoa-management-3-detail-5 Reverse an incorrect import at the permitted stage before financial transactions exist against its records. #### Export import errors https://aicity.am/features/en/hoa-management#hoa-management-3-detail-6 Export invalid rows as CSV to correct the source data and prepare the next import. #### Import-batch history https://aicity.am/features/en/hoa-management#hoa-management-3-detail-7 Review earlier imports and each batch’s details to retain a record of the work performed. ### From invitation to activation https://aicity.am/features/en/hoa-management#hoa-management-4 After creating a resident account, staff can send a one-time activation link or code and track delivery and activation. Invitations can be resent, and resident onboarding readiness checked before launching the building. #### Create accounts and send activation invitations https://aicity.am/features/en/hoa-management#hoa-management-4-detail-1 Send an activation invitation to a registered resident so they can start using their account. #### One-time activation links or codes https://aicity.am/features/en/hoa-management#hoa-management-4-detail-2 Residents complete activation of their assigned account through the invitation link or code. #### Follow delivery and activation status https://aicity.am/features/en/hoa-management#hoa-management-4-detail-3 Staff track invitation and activation status to see whose onboarding is still incomplete. #### Resend an undelivered invitation https://aicity.am/features/en/hoa-management#hoa-management-4-detail-4 Resend an undelivered invitation using the available action so onboarding can continue. #### Manage technical accounts separately https://aicity.am/features/en/hoa-management#hoa-management-4-detail-5 Manage technical-purpose accounts separately from ordinary resident onboarding. #### Check building readiness before launch https://aicity.am/features/en/hoa-management#hoa-management-4-detail-6 Before launch, check record and invitation readiness to identify unfinished steps. ### Property changes with retained history https://aicity.am/features/en/hoa-management#registry-history The property record connects ownership, accounting setup and change dates. Previews help explain an action’s impact before confirmation. #### Several properties for one person https://aicity.am/features/en/hoa-management#registry-history-detail-1 Link several apartments, parking spaces or premises to one resident while retaining each property’s separate details and accounting. #### Record an opening balance https://aicity.am/features/en/hoa-management#registry-history-detail-2 Record an opening balance when property accounting starts so later movements follow from the correct basis. #### Preview an ownership change https://aicity.am/features/en/hoa-management#registry-history-detail-3 Before making the change, review ownership activation’s accounting effects and periods of responsibility. #### Identify an unresolved liability holder https://aicity.am/features/en/hoa-management#registry-history-detail-4 Find debt cases whose liable party needs clarification and move them into the supported resolution process. #### Internal notes and deletion impact https://aicity.am/features/en/hoa-management#registry-history-detail-5 Keep work notes for a property or resident, and review linked data and restrictions before removal. ### Was the invitation delivered and the account activated? https://aicity.am/features/en/hoa-management#invitation-followup Resident onboarding does not end when an invitation is sent. The invitation centre tracks delivery, activation and people who need help. #### Individual or group invitations https://aicity.am/features/en/hoa-management#invitation-followup-detail-1 Invite one resident, a selected group or those not yet invited after reviewing the recipient list. #### Issue a new valid invitation https://aicity.am/features/en/hoa-management#invitation-followup-detail-2 When needed, issue new activation details or resend a previously delivered invitation through the supported flow. #### Record contact with the resident https://aicity.am/features/en/hoa-management#invitation-followup-detail-3 Record a call or another contact attempt and its outcome so the next staff member can see what has been done. #### Escalate an invitation problem https://aicity.am/features/en/hoa-management#invitation-followup-detail-4 Escalate an unsuccessful delivery to the responsible person and follow subsequent work in the shared list. #### Export invitation progress https://aicity.am/features/en/hoa-management#invitation-followup-detail-5 Authorised staff can export invitation records to review the building’s onboarding progress.