BlockManOSJoin the waitlist
[ USE CASES / IRISH BLOCK MANAGEMENT ]
BlockManOS is purpose-built for managing agents who handle multi-unit developments under Irish law. Here's how real teams use it — from issuing service charge demands to running AGMs and staying on top of statutory compliance.
PERSONA 01 — THE MANAGING AGENT
A managing agent overseeing dozens of developments spends most of their week answering the same questions: Who owes service charges? When is the next AGM? Has the fire cert been renewed? BlockManOS puts all of that on one screen.
Portfolio dashboard across all developments See total units under management, outstanding arrears, overdue compliance items, and upcoming AGMs — without opening a spreadsheet.
Service charge demands issued as PDFs Generate statutory demand notices per unit, complete with budget breakdown and OMC bank details as required under MUD Act 2011.
Arrears tracked automatically Payments recorded against each demand; aged debtor view shows who owes what and for how long.
Role-filtered dashboard views Compliance-only staff see compliance tasks; senior management see cross-portfolio KPIs with drill-down.
WORKFLOW 01 — SERVICE CHARGE BILLING
Build the development's annual budget, allocate costs across unit types and ownership shares, and set the sinking fund contribution.
Generate statutory demand PDFs per unit — including budget breakdown, payment deadline, and OMC bank account details as required under MUD Act 2011 s.14.
Log payments by bank transfer reference and date. Partial payments handled. Aged debtor view shows overdue balances by 30/60/90+ days.
Developments sync as customers, demands sync as invoices. QuickBooks returns payment status via webhook — agents see live payment status without leaving BlockManOS.
[ JOIN THE WAITLIST ]
BlockManOS is purpose-built for the MUD Act 2011 environment — not adapted from generic property software. Join the waitlist to get early access and shape the roadmap.
Questions? Email us at sf-core-org-support-blockmanos@saas-factory.ai
PERSONA 02 — THE OMC DIRECTOR
OMC directors are volunteers. They shouldn't need to call their agent every time they want to know what's been spent on the common areas. The Director Portal gives board members a read-only window into their own development's finances and compliance — on their schedule.
WORKFLOW 02 — COMPLIANCE MANAGEMENT
WORKFLOW 03 — AGM & MEETING MANAGEMENT
The AGM is the single biggest annual event for any OMC. BlockManOS manages the full lifecycle — statutory notice (21 days required under the Companies Act 2014), agenda, attendance, minutes, resolutions, and distribution — so nothing falls through the cracks.
AGM, EGM, and Directors Meeting scheduling Three meeting types per development, with automated notification to all relevant parties when scheduled.
Agenda, proxy voting, and quorum tracking Attach financial statements and budgets; record proxy votes and validate quorum before proceedings open.
AI-assisted minute drafting Record minutes directly against the meeting record; the AI summary function captures key resolutions and actions.
WORKFLOW 04 — MAINTENANCE & CONTRACTOR MANAGEMENT
Owners and occupants submit maintenance requests through an AI chat agent on your website — the agent verifies identity, captures the issue, and creates a work order record automatically.
PERSONA 03 — THE COMPLIANCE OFFICER
Managing agents in Ireland are designated persons under the Criminal Justice (Money Laundering and Terrorist Financing) Acts. AML documentation for OMC directors, secretaries, and landlord-owners must be collected, stored, and kept current.
AML records per director and secretary Store name, date of birth, nationality, occupation, PPS number, proof of ID, proof of address, and a full directorships list — all per OMC.
Owner AML for landlord-clients Where an owner is also a landlord client, AML is required. The system flags this dual-role so no records are missed.
WORKFLOW 05 — OWNER COMMUNICATIONS
Communications in a multi-unit development aren't one-size-fits-all. A water shutdown notice goes to occupants. A service charge demand goes to owners. An investor update goes to landlords only. BlockManOS lets you target the right group without managing separate lists.
Audience targeting: owners, occupants, landlords, or all Multi-role contacts reached via the appropriate audience selection — an owner who is also a landlord receives both types when relevant.
Pre-set templates for common notices Service charge demands, AGM notices, maintenance updates, and MUD pack covering letters — auto-populated with development and contact data.
Document attachments distributed in one action
WORKFLOW 06 — NEW DEVELOPMENT ONBOARDING
The guided setup wizard walks your team through creating a development, importing units from CSV, configuring service charge schedules, linking the OMC entity, and inviting directors — step by step, nothing missed.
Name, address, Eircode, and block structure — development to block to unit hierarchy.
Upload a CSV of units and owners — ownership history, contact details, and liability dates imported in bulk.
INTEGRATION — AGENTOS & QUICKBOOKS
When a unit is sold and the owner changes, one update propagates to both BlockManOS and agentOS. Landlord ownership, contact details, and property data stay consistent across both platforms automatically.
Unit rental flagged on the block record If a unit is under letting management in agentOS, it is clearly flagged on the unit record — so agents know to contact the letting agent before the owner directly.
Contact roles linked across systems The same person can be an owner in block management, a landlord in agentOS, and a contractor — records separate, linked by shared email or mobile.
COMMON QUESTIONS
Dedicated director portal Access financial reports, compliance status, maintenance project summaries, and sinking fund balance without being added as a full platform member.
Invoice approval above threshold Directors can approve contractor invoices that exceed the pre-agreed cost limit — a standard governance control for Irish OMCs.
AGM documents in one place Agenda, draft minutes, annual accounts, and budget proposals all accessible before and after each meeting.
Automated board pack generation AGM-ready packs compiled from live data — accounts summary, management report, budget proposal — exported as a branded PDF.
Every Irish OMC carries a stack of recurring obligations — CRO annual returns, fire safety certificates, lift inspections, insurance renewals, AGM statutory notice periods. BlockManOS pre-populates a compliance calendar per development and sends automated reminders before each deadline.
Pre-populated compliance calendar AGM scheduling, CRO annual return dates, insurance renewal, fire safety cert reviews, and lift inspection windows — one per development.
Automated reminders to agents and directors Deadline alerts sent before obligations fall due — not after the window closes.
CRO filing date tracking Track CRO annual return due dates and last-filed dates per OMC company — alongside registered address and company number.
Document vault by development Insurance certificates, fire safety certs, planning permissions, and AGM minutes stored and tagged by type, year, and development — with expiry date tracking.
Automated board pack export Compile accounts, management report, and budget proposal into a branded PDF — ready for the table.
Set per-unit preferences — contact the letting agent first, use a preferred contractor, or hold for owner approval above a cost threshold — visible on every work order.
Issue written contractor instructions with scope, agreed rates, insurance requirements, and spend authorisation cap — the standard procurement control for Irish block management.
Status tracking: open to in progress to closed Priority classification (emergency, urgent, routine) with photo attachments and cost allocation to budget line items.
Contractor insurance expiry alerts Public liability, employers' liability, and Safe Pass expiry dates tracked — alerts fire before a certificate lapses so you never issue a job to an uninsured contractor.
Requests from owners, agents, and directors Maintenance can be raised by owners via the portal, agents from the dashboard, or directors from the director portal.
AI assistant across the full data scope The AI assistant has access to maintenance records, compliance items, and development data — not just a siloed chat widget.
GDPR data subject request handling The platform captures significant personal data. GDPR tooling covers data subject access requests, consent records, and retention policy enforcement.
Owner portal for self-service access Owners access service charge statements, payment history, and development documents without calling the office.
Send directly from the platform — no external mail client needed. Documents attach automatically from the document vault.
Send key numbers and gate codes securely by SMS from within the system — with a dashboard showing all keys across developments.
Persistent post-it alerts on any development, unit, or contact record — visible the moment you open it, not buried in notes.
Set CRO number, registered address, directors, company secretary, and AGM date — all aligned to MUD Act 2011.
Set annual budget, billing schedule (annual or instalments), and sinking fund contribution — demands generated immediately.
Developments sync as customers. Service charge schedules sync as invoices. QuickBooks returns invoice status via webhook — outstanding or paid — visible directly on the block management record.
Full financials stay in QuickBooks No financial replication required. BlockManOS handles the block management workflow; QuickBooks handles the ledger.
HMAC-verified webhooks only Webhook signature verification is mandatory — unverified payloads are refused at source.
