Council and roster
One list of everyone connected to your corporation — council, managers and owners — with their role, position and lot.
Council & roster is the list of everyone: council members, your property manager, and every owner.
Adding someone
Council & rosterAdd member.
| Field | Notes |
|---|---|
| Name | Appears on ballots, work orders, minutes |
| Role | Owner, Council or Manager — see roles and permissions |
| Position | President, treasurer, secretary, member-at-large |
| Lot | Which strata lot they own, if any |
Adding someone records who they are. Giving them a login is a separate step — see invitations and logins.
Role and position are different things
Role controls what the software lets them see. Position is a label for the roster and the minutes.
A treasurer and a member-at-large both have the Council role and identical access. The position tells owners who does what and gives minutes the right names; it doesn't grant powers.
There's no finance-only role
A bookkeeper who enters transactions needs Council or Manager, which is full management access. Give it to someone you'd trust with the chequebook, because that's the equivalent. Every action is recorded against their name in the audit trail.
Attaching people to lots
Attach an owner to their lot and several things start working: their fees post to that lot's ledger, they can vote on resolutions attached to it, their balance shows in their portal, and Form F for that lot can be generated from real data.
Jointly owned lots. Add each owner, all attached to the same lot. They all see the account. Voting rights belong to the lot — one vote for it, however many owners there are.
One person, several lots. Add them once per lot. They see each account.
A lot owned by a company or trust. Record the entity as the owner and the individual as the contact, so notices reach a human being.
Keeping it current after an AGM
Council changes at the AGM, and updating the roster is the step that gets forgotten.
Add the incoming council
New members with the Council role and their position, then invite them.
Change the outgoing council to Owner
They still own their lot, so don't remove them — change the role. This is the important one: an outgoing treasurer who keeps Council access keeps the ability to move money.
Update positions
New president, treasurer, secretary.
Minute it
The election result belongs in the minutes.
Do this the same week
Not "at some point". Access that should have ended at the AGM and didn't is the kind of thing that only becomes a problem in the worst circumstances.
When a lot sells
Add the new owner
Attached to the lot, with the Owner role.
Remove or change the previous owner
Change to Owner if they still hold another lot; otherwise remove access.
Invite the new owner
So they can see their account and pay.
Check parking and lockers
They often change hands with the sale. Units and lots →
The ledger stays with the lot, not the person — see owner ledgers.
Contact details
The email on a person's record is where their notices, announcements and invitations go. It is the single most consequential field on the roster: a wrong address means an owner isn't receiving meeting notice, which is a procedural problem as well as a practical one.
Ask owners to keep you updated, and check the list once a year.
Contact details are council-only
Owners can't see the roster's contact details. Personal information is held under PIPA/PIPEDA and shouldn't be circulated to the building. See privacy and data.
Removing someone
Remove access — they can't sign in; their record, lot and history stay. Right for a council member stepping down (change their role instead) or an owner who no longer wants a login.
Remove from the roster — right when someone sells and leaves entirely. Their historical entries — votes, work orders, ledger entries — remain, because removing them would falsify the record.
A useful yearly check
- Does every lot have at least one owner recorded?
- Is every council member's role and position current?
- Are there logins belonging to people who left?
- Does every email address still work?
Still stuck? Open Support in the top bar of the app, ask the Assistant, or contact us.