WEG Management Software: The Checklist

Anyone looking for software to manage a WEG (a Wohnungseigentümergemeinschaft, a German owner association) rarely means a single program. A managing agent runs several processes at once: the meeting, resolutions, requests, documents, and next to them the calculation processes that usually stay in separate software. The question is not which software does "everything", but which process runs where and how the parts work together.

This post is a process checklist. It deliberately names no statute sections and no legal bases: deadlines, majorities and forms are set by the law and your community's documents, and you or your legal adviser check those. Here the point is what software should carry day to day.

The owners' meeting: from invitation to result

For every piece of software, check how it carries these steps:

1. Prepare the invitation. Who gets it, and how do you know it arrived? Notices with read receipts cut the chasing.
2. Fix the agenda. Which items are on it, and who raised them?
3. Vote. How do owners cast their vote, and how do you see participation?
4. Record the result. Where does it say later what was decided?

With Unitify the management creates a vote or survey, owners vote in the resident app, and the management sees how many units have already voted. Online voting records the votes. It does not make a meeting or a resolution legally effective by itself.

Resolutions: record and find again

A resolution is only useful if you can find it later. Ask every piece of software:

• How does a resolution get into your records, and who keeps them up to date?
• How do you record resolutions made without a meeting?
• How do new owners reach the resolutions that apply to them?

The WEG glossary explains the terms, for example the circulation resolution (in German) and quorum (in German).

The economic plan and the annual statement stay in your software

The economic plan is drawn up, the owners decide on it, and at the end of the year there is the annual statement: these calculation processes stay in your existing software, even if you use Unitify. Unitify does not replace it and is the layer for owners above it: a vote on the economic plan runs in the app, and the numbers stay where you keep them today.

For your selection that means: do not ask whether a piece of software replaces everything, ask how it works next to your existing solution. A connection to a specific system is possible and is assessed per system.

Requests and damage reports as cases

A request or a damage report needs a status, a deadline and an owner of the task, or it stays a phone call. In Unitify a request is recorded as normal, urgent, paid or warranty, becomes a traceable case in the management, and the owner sees its status until it is closed.

Meter readings and owner communication

Owners submit their meter readings themselves in the app, within the building's reading period. Notices reach owners in the app and by email, with read receipts. The resident app is also the owner portal.

Data protection and data location

For the EU, data is stored on servers in Düsseldorf. Unitify works with GDPR-oriented processes for resident and owner data. Ask every vendor where the data is and who has access.

Twelve questions for any WEG software

1. Is the offer a plan or a trial?
2. Are there limits on properties and users?
3. Do owners get their own access?
4. How are invitations and notices delivered, and do you see who read them?
5. How does a vote run, and who sets it up?
6. Where and how are resolutions recorded?
7. How are requests recorded, and is there a status, a deadline and an owner of the task?
8. Can owners submit meter readings themselves?
9. Do the economic plan and the annual statement stay in your software, and how does the new software work next to it?
10. How does your data get in, from Excel or an export?
11. Where is the data stored?
12. What does each step beyond the free scope cost?

What Unitify covers, and what it does not

Unitify covers the owner layer: notices, requests, meter readings, votes and surveys, booking of shared spaces and digital guest passes, all in the resident app. We show it on one of your buildings.

The limits:

• Unitify does not replace your software for Hausgeld and the annual statement.
• Voting records votes. Whether a resolution is effective depends on the law and your community's documents.
• Unitify does not bring its own video conferencing. On the virtual owners' meeting, read the post on virtual owners' meetings.
• The management has to set up a vote per building; owners cannot create one themselves.
• Unitify is built for managing owner associations, not for rental management.

Start free with one building

The Free plan costs €0 per apartment per month and is a plan, not a trial: no card, no expiry, unlimited users and properties. It has the core features and one news post for residents per month, and no AI features. All plans are on the pricing page. More in free Hausverwaltung software. The offer for your market is at Unitify for Germany.

Book a demo if you want to see the owner layer on one of your buildings.