Council and roster
One list of everyone connected to your corporation — council, managers and owners — grouped by the seat they hold, searchable by name, lot or position.
Council & roster is the list of everyone: council members, your property manager, and every owner.
How the list is arranged
The roster is grouped by the seat each person holds, in this order:
| Section | Who's in it |
|---|---|
| Council | Elected to run the corporation |
| Property manager | Engaged to administer it |
| Owners | One row per lot held |
| Past seats | Seats that have ended — kept as the record of who held them |
A section with nobody in it isn't shown, so a corporation with no property manager doesn't see an empty heading for one.
"Who is on our council?" is answered by looking at the first section, not by reading every row to the end.
Finding someone
The search box above the list matches on name, email address, lot number and position at once, so a council member who knows the lot and not the owner can type 302 — or lot 302 — and get the person. Several words narrow together: smith council finds the Smith who sits on the council.
The count under the box tells you how much of the roster you're currently looking at.
Seats, not just roles
A person's connection to the corporation is a seat. One person can hold more than one at a time, and this is the part worth understanding before you change anything:
- An owner seat is held for a lot. Own two lots, hold two owner seats.
- A council seat is held for the corporation, not for a lot. An owner elected to council keeps their owner seat and gains a second one.
- A manager seat is held under a contract.
That's why electing an owner to the council doesn't take anything away from them, and why ending a council seat doesn't stop them being an 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.
Don't use Add member for someone already on the roster
To put an existing owner on the council, elect them from their own row — see below. Adding them again is how you end up with the same person on the roster twice: a mistyped email address doesn't match the record you meant to reuse, so it creates a second one.
Putting someone on the council
Find them on the roster, open Edit on their row, and use Add to council.
Before it commits, you're shown what the seat gives them: everything the council can see and change — finances, documents, the roster and every meeting. Any lot they own stays theirs, because a council seat is held for the corporation rather than for a lot, so this adds a seat beside the one they already hold rather than changing it.
Someone who has served before goes back onto the same seat with a new term start; when their last term ended stays in the audit trail.
Once they're elected they have a second row, under Council. Set their position — president, treasurer, secretary — there.
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.
Elect the incoming council
Anyone already on the roster — which is every owner — is elected from their own row. Someone new to the corporation is added first, then invited.
End the outgoing council's seats
Open their council row, Edit, then End seat. Their owner seat is untouched, so they keep their own account and portal; what ends is the access to everything else. This is the important one: an outgoing treasurer whose council seat is still active 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.
End the seller's council or manager seat
Only if they held one. A departing council member who is also selling has two seats, and the council one is the one with access attached.
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.
The seller's owner seat stays for now
There's no control on the roster that ends an owner's seat, on purpose — a hundred one-tap paths to revoking portal access is not something to put beside a list you scroll. A proper transfer flow, with a completion date, is still to come. Until then a seller keeps a portal login to a lot whose ledger has moved on to its new owner; if that matters to you, ask support to close it.
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.
Ending a seat
A term ends, a contract ends, someone stands down. Open their row, Edit, then End seat at the bottom.
You're asked to type the person's name to confirm — deliberately, because the rows either side of the one you're looking at belong to different people.
What you're shown first. A summary of what the seat takes away, and whether they hold anything else here. Ending a council seat held by an owner ends the council seat and nothing else; where it's their only seat, you're told that they lose access to this corporation entirely.
Where the row goes. Into Past seats, at the bottom of the roster. The record of who held the seat survives — it just stops counting as somebody who holds one, so the Council section lists the council. A council seat also records the date its term ended.
Undo. A seat ended by mistake has Restore on its row. Use it for a mis-click, not for someone re-elected — a new term should be a new election, so the term start reads true.
Only seats the corporation granted
End seat is offered on council and manager seats, which exist because the corporation put somebody there. An owner's seat isn't in the corporation's gift: it exists because they own a lot, and it ends when the lot changes hands — a transfer with a completion date and a new owner to record. Handle a sale as a sale, below.
The last council or manager seat can't be ended
A corporation with nobody in either role has nobody who can put somebody back — including nobody who can undo it. Add the incoming person before ending the outgoing one. Ending your own seat is fine; resigning is ordinary.
Everything here is recorded against your name in the audit trail.
A useful yearly check
- Does every lot have at least one owner recorded?
- Does the Council section list exactly the council, and nobody else?
- Is every council member's position current?
- Does Past seats account for everyone who has stood down?
- Does every email address still work?
Still stuck? Open Support in the top bar of the app, ask the Assistant, or contact us.