Lot information sheets

Most councils keep an "owner information sheet" for every lot: who to call in an emergency, who holds a key, whether it's rented. Most keep it as a scanned form in somebody's inbox, which is exactly where nobody can find it at two in the morning with water coming through a ceiling.

In ManageStrata every lot has one sheet. The owners fill it in from their own account, the council opens it in two clicks, and the emergency numbers are the first thing on the page — each one a link that dials it from a phone.

Council: Units & lots → the lot's identifier. The identifier in the list is a link to the sheet; the row's Edit is still where the lot's registered facts — entitlement, parking, the owner — are changed.

Owners: Lot information sheet, under My account in your sidebar. If you own more than one lot, switch between them at the top of the page. A council member or manager who also owns a lot finds it in a My lot group at the bottom of their sidebar.

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What's on it

The header names the lot, its type, floor, entitlement, parking and locker, and its owners. Under the name, a row of status labels says what needs attention at a glance: Rented or Not rented, Form K due or Form K overdue, and No emergency contact.

For owners: filling in your sheet

Your council can't know who holds your spare key unless you tell them. It takes five minutes, and it's the five minutes that matter when something goes wrong while you're away.

1. Add an emergency contact

   Add contact under Emergency contacts. A relative, a neighbour or a friend who could let someone in, or make a decision, if you can't be reached. Name and phone are required; give the area code. Edit or Remove on a contact changes it later. Removing one deletes it outright.

2. Fill in the lot details

   Edit on Lot details, then Save details. Leave anything that doesn't apply blank:

   • Mailing address — only if your mail should go somewhere other than the lot itself.
   • Key holder — someone who can let a trade or the fire department in when you're away. Name and phone.
   • Vehicles — make, colour and plate, so the council can tell your car from one parked without permission.
   • Pets — kind and number. Useful to anyone entering in an emergency.
   • Anything else council should know.

3. If you rent it out, say so

   See renting a lot and Form K below.

Your own name, email and phone aren't on the sheet to edit. They come from the corporation's register, so ask the council to correct them there.

If the page says "Your account isn't linked to a lot yet", the council hasn't attached you to your lot on the roster. Ask them to; your sheet appears as soon as they do.

Co-owned lots: who gets the notices

On a lot with more than one owner, the header has Who receives correspondence. Tick the owners routine announcements should go to, and Save. At least one has to stay ticked, or notices about the lot would reach nobody. An owner who isn't ticked shows no routine notices beside their name.

Either the owners or the council can set it. It only covers routine announcements: meeting notices, and anything else the Strata Property Act says every owner must receive, still go to every owner.

Renting a lot and Form K

Tenants are recorded on the lot's sheet, by its owner or by the council. Tenants never get an account — they can't sign in and see nothing in ManageStrata. They're on the sheet so the council knows who lives in the lot, and so a notice about the building can reach them.

What BC's Act asks of a landlord

Section 146 of the Strata Property Act applies whenever all or part of a residential strata lot is rented:

1. Before the tenancy, the landlord gives the prospective tenant the corporation's current bylaws and rules, and a Notice of Tenant's Responsibilities — Form K.
2. The tenant signs Form K.
3. Within two weeks of renting, the landlord gives the strata corporation a copy of the Form K signed by the tenant.

Form K tells the tenant they must follow the bylaws and rules, including ones changed later, and that they're responsible for contraventions by anyone living with or visiting them.

Recording a tenancy

1. Print Form K to sign

   Print Form K to sign on the Renting section opens a Form K for the lot in a new tab, already filled in from its records: strata lot and plan number, the street address, and the tenants and start date once a tenancy is recorded. The wording is the regulation's, unchanged. Correct any line on the page before you print — changes there aren't saved. It works before a tenancy is recorded too, which is when s.146 wants it.

2. Give it to the tenant with the bylaws and rules

   Before they move in. The tenant signs it, and so do you as landlord, or your agent.

3. Record the tenancy

   It's rented out: the Move-in date, the first tenant's name, and optionally their email and phone. Add an email if the tenant should get building notices — without one, they can't be sent any. Then Save tenancy. More tenants, up to six, go in afterwards with Add tenant.

4. Give the corporation its copy

   Under Form K, enter Date the tenant signed it and Attach the signed copy — a scan or a phone photo, as a PDF, PNG, JPG or WebP up to 10 MB. You can do it in the same drawer as the tenancy, or later with Form K on the rented lot. Uploading the signed copy here is how the landlord gives the corporation its copy.

Where Form K stands

The sheet works out the deadline from the move-in date — two weeks — and says where things are, in words:

A council going through Units & lots sees every rented lot marked Rented, and the overdue ones in red.

When the tenants change or leave

• Edit or Remove on a tenant. Remove is for someone who moved out while others stay.
• End tenancy when everyone has moved out. The tenancy and its Form K leave the sheet, and the council keeps them under Earlier records for two years — they're correspondence the corporation received — before they're deleted.
• A new tenancy starts from It's rented out again, with a new Form K.

For council: using the sheets

In an emergency, Units & lots → the lot. The owners' numbers are in the header, and the emergency contacts directly under it. On a phone, tap a number to call it.

Ask owners to fill theirs in. A sheet with no contacts carries the No emergency contact label. The sheet is meant to be the owners' own work — they know who holds their key — though the council can add or correct anything on it too.

Tell tenants about building work. A dryer-vent company needs into every unit, and owners forget to pass it on. Tick Also email tenants of rented lots on the announcement and the tenants are told directly. See notices to tenants.

History

History, at the bottom of a lot's sheet, lists every change to it, with who made it and when: details saved, contacts added, edited or removed, tenants and Form K recorded, who receives correspondence, owners linked to or unlinked from the lot, the sheet being archived or restored, and a tenant stopping or restarting notices. It shows the latest 50; the corporation's full record is under SettingsRecords.

It names what changed, never the values. The audit trail can't be edited, and a phone number written into it could never be corrected or deleted. Only the council and managers can see it.

When a lot sells

The sheet belongs to the people who own the lot now, so it doesn't pass to the buyer.

When a lot's last owner leaves it on the roster — their seat ended, or a different owner picked in the lot's Edit on Units & lots — its whole sheet moves to Earlier records: the details, the emergency contacts and the current tenancy. The new owners start with an empty sheet and can't see their predecessors' contacts or tenants.

A sale doesn't end a residential tenancy, but it does change the landlord, and the new landlord is the one who must give the corporation Form K. So the tenancy is archived too, and the new owner records it afresh.

Each record shows its deletion date. These aren't a setting; SettingsRecords lists them alongside the other retention periods. See privacy, data and retention.

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