# Lot information sheets

> Each lot's emergency contacts, tenants and Form K, and the details its owners want the council to know — filled in by the owners, read by the council, and archived when the lot sells.

Source: https://managestrata.ca/docs/property/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.

> **Who can see a sheet**
>
> Only the council, the property manager, and that lot's own owners. Never other
> owners in the building — an emergency contact is a third party who agreed to be
> called about one lot, not a name for the neighbours. The sheet says so at the
> foot of its header. Check that someone is happy to be listed before you add them.

[Video walkthrough: Lot information sheets in ManageStrata: emergency numbers, tenants and Form K for every lot](https://www.youtube.com/watch?v=xPaq9z16BIY)

## 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**.

| Section | What it holds |
| --- | --- |
| **Owners** | Name, email and phone, read from the [roster](https://managestrata.ca/docs/people/roster). Not typed in here — the roster is the one place a correction lands. Council has **Edit on the roster**; an owner is told to ask the council |
| **Emergency contacts** | Up to five people to call about the lot when no owner can be reached: name, relationship, phone, and a second phone |
| **Renting** | Whether the lot is rented out, who lives there, and where Form K stands |
| **Lot details** | Mailing address, key holder, vehicles, pets, and *Anything else council should know* |
| **Earlier records** | Council only. Previous owners' sheets and past tenancies, each until its deletion date |
| **History** | Council only. Who changed what on this sheet, and when |

## 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.
  1. **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.**
  1. **If you rent it out, say so**

   See [renting a lot and Form K](#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](https://managestrata.ca/docs/people/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.
  1. **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.
  1. **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**.
  1. **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:

| The sheet says | Meaning |
| --- | --- |
| *Form K is due to the council by (date).* | Nothing recorded yet, and the two weeks aren't up |
| *Form K was due to the council by (date) and isn't recorded.* | The two weeks have passed. Shows as **Form K overdue** on the sheet, and on **Units & lots** as *Rented · Form K overdue* |
| *Form K signed (date). No copy uploaded — fine if the council has it on paper.* | A signed date is recorded, without a file |
| *Form K on file* | A signed copy is uploaded. **View signed Form K** opens it |

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

> **The deadline is the landlord's, not the council's**
>
> ManageStrata tracks the two weeks and tells you when they've passed. Following up
> — and whatever your bylaws say about a landlord who doesn't provide Form K — is
> the council's decision. This page explains the software, not your legal
> position; take advice on enforcement.

### 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](https://managestrata.ca/docs/people/announcements#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 **Settings → Records**.

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.

| Archived record | Kept for the council | Then |
| --- | --- | --- |
| Previous owners' sheet and emergency contacts | 90 days after the lot changes hands | Deleted automatically |
| A past tenancy and its signed Form K | 2 years after it ends | Deleted automatically |

Each record shows its deletion date. These aren't a setting; **Settings → Records** lists them alongside the other retention periods. See [privacy, data and retention](https://managestrata.ca/docs/account/privacy-and-data#retention).

> **Picked the wrong owner? Restore**
>
> If the owner change wasn't a sale — the wrong person picked, then corrected —
> **Restore** on the archived sheet puts it back. Council only, and only onto an
> empty sheet: it never merges into one the new owners have started. The lot's
> current owners will see what's restored.

## Related

  - [Units and lots](https://managestrata.ca/docs/property/units-and-lots): The lot register, and the rest of what to do when a lot sells.
  - [Announcements](https://managestrata.ca/docs/people/announcements): Notices to owners — and, when you choose, to tenants of rented lots.
  - [The owner portal](https://managestrata.ca/docs/basics/owner-portal): Everything an owner can do, in one place.
  - [Privacy and retention](https://managestrata.ca/docs/account/privacy-and-data): Who sees personal information, and how long it's kept.