Flatra Secretary App — Screen-by-Screen Reference

The secretary app has four tabs along the bottom: Home (the house icon), Updates (the megaphone icon, your announcements), Directory (the group-of-people icon, your residents) and Settings (the gear icon). Almost everything else opens from the Manage grid on the Home tab. Each screen below tells you how to reach it, what it is for, what you see, and what every button does. Flatra is free to use for the society and for every resident. It handles maintenance, bills, water readings, collections, announcements, meetings, events, polls and complaints. It does not do gate or visitor management.

Where everything is

Screen	How to reach it	What it is for
Home	First tab after login	Greeting, attention banners, info cards, the Manage grid
Flats	Home → Manage → Flats	All flats by block, owners, tenants, who is on the app
Add Flat / Edit Flat	Flats → Add Flat, or tap a flat	Flat details, owner, tenant, water meters
Join requests	Red banner on Home, or the person-with-plus icon on Flats	Approve or decline residents asking to join
App usage	Flats → phone-with-download-arrow icon, or the App adoption card	See who has joined and WhatsApp-invite the rest
Maintenance	Home → Manage → Maintenance	Generate the month, record payments, approve claims
Bills	Home → Manage → Bills	Record the month's society expenses with receipts
Recurring payments	Bills → Recurring	Template bills that repeat every month
Water Readings	Home → Manage → Water readings (only when water meters are on)	Enter each meter's monthly reading
Overdue collections	Home → Overdue card → View defaulters	Flats pending for more than one month
In hand	Home → In hand card → View statement	The association's cash position, month by month
Reports	Home → Manage → Reports	Collections, expenses and outstanding over a period
Announcements	Updates tab, or Home → Manage → Announcements	Post updates; reactions and comments
Meetings	Home → Manage → Meetings	Schedule meetings, collect RSVPs, record minutes
Events	Home → Manage → Events	Festivals and events: donations, expenses, food count, poojas
Polls	Home → Manage → Polls	One vote per flat on a decision
Complaints	Home → Manage → Complaints	Track complaints raised by residents
Help Desk	Home → Manage → Help Desk	Useful numbers: watchman, plumber, electrician
Residents	Directory tab, or Home → Manage → Residents	Flat-by-flat directory with call and WhatsApp
Alerts	Home → Manage → Alerts, or the amber banner	Reminders for lift service, tank cleaning and so on
Settings	Settings tab	Billing mode, funds, UPI, reminders, delegated access, PIN
Onboard your residents (QR poster)	Home → QR icon at the top	Print the poster or share the WhatsApp join link
How Flatra works	Home → ? icon at the top	Nine guided steps with videos

Home

How to reach it: It opens after secretary login. It is the first tab (the house icon). Switching back to Home reloads it. Pull down to refresh.

What it is for: Your starting point: a greeting, banners that need your attention, a rotating set of info cards and the Manage grid that opens every feature.

What you see

• Home (title at the top).
• Switch apartment (the two-arrows icon) — shown only when your number has more than one building or role. Opens the "Switch apartment" sheet, described below.
• How Flatra works (the question mark in a circle) — opens the guided steps screen.
• QR poster to onboard residents (the QR code icon) — opens the "Onboard your residents" dialog.
• Welcome 👋 with the building icon and your society's name. If no name is set, it reads "Your association".
• Alerts banner (amber, alarm clock icon) — appears only when an alert is overdue or due today. It reads "alert title needs attention" or "n alerts need attention". Tap to open Alerts.
• Join-requests banner (red, person-with-plus icon with a red dot) — appears when someone is waiting to join. It reads "name or Flat n wants to join your society — tap to review" or "n residents want to join — tap to review". Tap to open Join requests.
• Info carousel — cards that change every 6 seconds, with dots below. A card hides itself if its data cannot load. Each card has a footer link with an arrow:
  • SET UP YOUR SOCIETY (rocket icon, orange) — shown while any setup step is pending. Body: "done/total steps done", a chip "n left", and "Next: step title". Footer: Continue setup. Tapping opens the "Set up your society" sheet.
  • IN HAND (wallet icon, violet) — the association balance, an optional "Corpus ₹…" chip, a small trend line and "+x% vs last month". Footer: View statement opens In hand.
  • THIS MONTH'S COLLECTIONS (cash icon, teal) — shown when the latest month has anything billed. Body: the collected amount "of billed collected", a progress bar, a chip "paid / flats flats paid" and a percentage ring. Footer: View payments opens Maintenance.
  • OVERDUE (warning triangle, red) — shown when any flat is overdue. Body: the amount "Pending for over a month", a chip "High priority" if any flat is 3 or more months late (otherwise "Needs follow-up"), a chip "n flat(s)" and a small bar chart. Footer: View defaulters opens Overdue collections.
  • APP ADOPTION (group-with-plus icon, blue) — "joined / total" with "Residents joined", then "Invite n more to bring the whole society on board" or "Everyone is on board 🎉". Footer: Invite residents opens App usage.
• Manage grid — one tile per feature. Each opens its screen and refreshes Home when you come back: Flats (door icon), Water readings (water drop; only when water meters are enabled), Bills (receipt), Maintenance (invoice icon), Announcements (megaphone), Meetings (group), Events (party popper), Polls (ballot box), Complaints (headset), Help Desk (contact phone), Residents (people), Reports (bar chart), Alerts (alarm clock).

Buttons and actions

• Continue setup — opens the "Set up your society" sheet. It shows "done/total", a button How each step works (guides & videos) (play icon) that opens How Flatra works, and a numbered list of steps. Done steps have a green check and struck-through text. Tapping an undone step opens the screen where you do it.
• View statement, View payments, View defaulters, Invite residents — open In hand, Maintenance, Overdue collections and App usage.

"Switch apartment" sheet

Your apartments are listed with round radio buttons and a "current" tag. Under each are two role options: Secretary — "Manage your association", and Resident — "Your flat & bills" (or "Flat n · bills & updates"). Pick one and the whole app reloads in that role. Messages you may see: "This number has only one apartment and role", "Could not load your apartments", "Could not switch — try again".

"Get every flat on Flatra" dialog

This pops up by itself on Home when some flats are still not on the app. It shows "active of total flats are on the app pct%" and up to three tappable rows:

• "n flat(s) have nobody yet" — "Share the join link in your WhatsApp group — they pick their flat, no install needed". Chat icon. Opens the WhatsApp share.
• "n request(s) waiting for your approval" — "Approve them into the right flat". Opens Join requests.
• "n flat(s) haven't opened the app" — "Their number is saved — send them a reminder". Phone icon. Opens App usage.
• When only the first case applies, you see a WhatsApp picture, "n flats have nobody yet" and the button Share join link on WhatsApp.
• When 80% or more are on the app: "Almost there!" with "Just n flats left to get on Flatra."
• Remind me later — hides the dialog for 7 days.

Onboard your residents (QR poster dialog)

How to reach it: Tap the QR code icon at the top of Home.

What it is for: Get residents onto the app without typing their numbers. Print one poster for the lift or notice board, or post the join link in your society WhatsApp group.

What you see

• Onboard your residents (QR icon) — the title.
• The explanation: "Print one A4 poster for the lift / notice board, or send the join link to your society WhatsApp group. Residents then:" 1. "Scan the QR (or tap the link) & install Flatra", 2. "Sign in with their mobile number", 3. "Send a join request with their flat number". Then: "You approve each request into the right flat as owner, tenant or family — from the red banner on your dashboard."

Buttons and actions

• Create the QR poster — "A4 PDF to print & stick up" (printer icon). Builds a PDF named flatra_join_qr_society.pdf and opens the share sheet with "Join name on Flatra — print this QR poster for the notice board."
• Share link on WhatsApp — "Post the join link in your society group" (chat bubble icon). Opens WhatsApp with a ready invite message: "🏢 *name* is now on Flatra — …", three steps and the link.
• See who has joined — "App usage — invite the rest one by one" (group icon). Opens App usage.
• Not now — closes the dialog.
• If the poster cannot be built: "Could not create the poster — try again".

Flats

How to reach it: Home → Manage → Flats. The back arrow returns to Home.

What it is for: List every flat grouped by block, see who owns or rents it and whether they are on the app, and add or delete flats.

What you see

• Flats — the title.
• Join requests (the person-with-plus icon) — opens Join requests. First time, a tip reads: "Residents who find your society on Flatra ask to join here — you approve them straight into their flat."
• App usage & follow-up (the phone-with-download-arrow icon) — opens App usage. First-time tip: "Who joined the app?" / "See which owners installed Flatra and WhatsApp-invite the rest with one tap — pre-written message included."
• "n flats" header, with "m meters configured" if any water meters exist.
• Three counters: Owners, Tenants, Vacant.
• Block X headers (buildings icon) when your society has blocks. Flats with no block sit under Other flats at the end.
• Each flat card shows the owner photo (or a flat-number badge), the owner name (or "No owner"), "block · mobile · area sq ft", an adoption icon — a green phone with a tick ("Using the app") or an amber crossed-out phone ("Not on the app yet — tap the phone icon above to follow up") — a chip Owner / Tenant / Vacant, and a chevron. Tap the card to open Edit Flat.
• No flats yet — "Add your first flat with owner and water meters." (empty state).

Buttons and actions

• Add Flat (plus icon, bottom right) — opens the Add Flat form.
• Swipe a flat card to the right — reveals a red Delete (trash can) action, which opens the delete dialog.
• Retry — shown with "Could not load flats". You may also see "Session expired — signing you in again…".

"Delete Flat n?" dialog

Flatra checks the flat on the server and lists only the warnings that apply:

• "owner and tenant will lose access to this flat." and, when it applies, "This is their ONLY flat — they will no longer be able to log in at all."
• "₹ outstanding dues will STOP being tracked. Record the payment (or note it) before deleting."
• "History in n generated month(s) is kept — but if you REGENERATE any of those months, this flat's records and payments there will be lost."
• "They have delegated access — revoke it separately in Settings → Delegated access."
• Always: "Readings, votes, complaints and past bills already recorded stay in the society history." and, in bold, "This cannot be undone."
• Buttons: ? (help), Cancel, Delete flat (red). Afterwards: "Flat n deleted", or "Could not delete — try again" / "Could not check the flat — try again".

Add Flat / Edit Flat

How to reach it: Flats → Add Flat, or tap any flat card. There is no separate flat detail page — Edit Flat is where you see everything about a flat.

What it is for: Create or edit a flat with its owner, tenant, water meters and an optional per-flat fixed maintenance amount.

What you see

• Add Flat or Edit Flat — the title.
• Flat details section (door icon), Owner section (person icon), Tenant section (family icon, edit only), Not on the app yet section (edit only, when the owner or tenant has not joined) and Water meters section (water drop icon, only when water meters are enabled).
• Under Owner, a note: "The owner manages tenant/occupancy from their app."
• Under Tenant, when there is none: "No tenant on this flat. If it's rented out, add the tenant here — they'll sign in with their own mobile number and see the flat's bills. (Owners can also add their tenant from their app.)"
• Under Tenant, when there is one: avatar, name, a chip Verified (tick icon) or Not verified (hourglass), "+91 mobile", email, and a status line — "Verified — the tenant has logged into the app with this number." or "Not verified yet — they haven't logged into the app with this number."
• Under Not on the app yet: "This message will be sent — you can still edit it in WhatsApp:" followed by a green preview of the invite message.
• Under Water meters, a note: "Meters belong to this flat. Add each meter and pick its multiplier." Each row has "Meter no. (optional)", a multiplier dropdown (0.5x, 1x, 10x, 100x) and a trash icon.

"Flat details" and "Owner" fields

Field	What to enter	Notes
Flat number	e.g. 101	Required ("Flat number is required"). Letters are made upper-case automatically.
Block / Floor	e.g. Floor 1	Optional. Used to group flats under "Block" headers.
Area (sq ft)	e.g. 1250	Shown only when common charges are split by square foot.
Fixed maintenance (₹, optional)	A per-flat amount	"Overrides the building default for this flat." Help text: "Leave blank to use the building's default amount." Shown only in Fixed mode.
Owner name	Owner of the flat	Optional.
Mobile	The owner's mobile	Used for their login and for the WhatsApp invite.
Email (optional)	name@example.com	Optional.

"Add tenant" / "Edit tenant" sheet

Subtitle: "Flat n — the tenant signs in with this mobile and sees the flat's bills."

Field	What to enter	Notes
Tenant name	Full name	—
Mobile	10-digit number	Shown with the prefix "+91 ". This is the tenant's login number.
Email (optional)	Email address	Optional.

Button: Add tenant / Save tenant (check icon). Success: "Tenant saved — they can sign in with their mobile".

Buttons and actions

• Add tenant (person-plus icon, outlined) — opens the tenant sheet.
• Edit (pencil) — edits the tenant.
• Moved out (red, person-minus icon) — opens "Tenant moved out?": "name will lose access to Flat n's bills. The owner stays unchanged." Buttons Cancel, Remove tenant (red).
• WhatsApp Owner — name / WhatsApp Tenant — name (green, chat icon) — opens WhatsApp with the invite message pre-filled.
• Add meter — adds another water meter row. The last remaining meter cannot be removed.
• Add flat (house icon) or Save changes (floppy-disk icon) — saves. You then see "Flat n added" or "Flat n updated", or the server's error message.

Join requests

How to reach it: The red banner on Home, the person-with-plus icon on Flats, or the follow-up dialog.

What it is for: Residents who find your society in the app ask to join a flat. Here you approve them as owner, tenant or family — or decline with a reason.

What you see

• Join requests — the title.
• Print QR poster (QR icon, top right) — shares the poster PDF.
• Pending cards: "name or Resident · +91 mobile", "Flat n · role", an amber Pending chip, and the buttons Approve (green check) and Decline (red X).
• Decided section: earlier cards marked Approved (green) or Declined (red).
• No join requests — "When someone from your apartment finds it on Flatra and asks to join, you approve them here." with a Print the QR poster button.
• "Could not load requests" with Retry if loading fails.

"Approve +91 mobile" sheet

Text: "They asked for Flat n as role — confirm or correct below."

Field	What to enter	Notes
Flat	Pick from the dropdown	Entries read "Flat n · owner" or "· no owner yet". Pre-selected to the flat they asked for. You can correct it.
Role	Owner or Tenant (Family appears only when the flat already has an owner or tenant)	Choice chips. Pre-selected to what they claimed. If the flat already has a different owner, a red note asks you to approve as Tenant or Family — the server will not replace an owner.
Name	The resident's name	Pre-filled from the request; edit if needed.

Button: Approve & add to flat — disabled until a flat is picked. Success: "Approved — they can sign in now 🎉".

"Decline request" dialog

Field	What to enter	Notes
Reason (shown to the requester)	A short reason	Up to 200 characters. The resident sees this text.

Buttons: ? (help), Cancel, Decline (red).

App usage

How to reach it: Flats → the phone-with-download-arrow icon; Home → App adoption card → Invite residents; the QR dialog → See who has joined; or a follow-up dialog row.

What it is for: See which residents have joined (logged in at least once) and invite the rest on WhatsApp with a ready-made message.

What you see

• App usage — the title.
• Summary card (phone-with-download-arrow icon): "joined of total residents joined", "Joined = logged in at least once (set their PIN).", and a green progress bar.
• Print the QR poster card (printer icon): "Stick it on the notice board — residents scan, install and send a join request for this society." Tap to share the poster PDF.
• Not joined yet — "Tap WhatsApp to send a ready-made invite." Each row: an amber hourglass, "name or mobile · Flat n", "Owner/Tenant · mobile", and a green chat icon ("Follow up on WhatsApp").
• Using the app — rows with a green check.
• "Could not load" with Retry. Pull down to refresh.

Buttons and actions

• Follow up on WhatsApp (green chat icon) — opens that resident's WhatsApp chat with this message: "Namaste name garu 🙏 / building is now using the *Flatra* app — see your maintenance bill, society expenses, announcements and raise complaints, all in one place. Please install and login with this mobile number: https://flatra.in/appredirect Any help needed, just reply here — happy to assist!"
• Invite all on WhatsApp (n) (green, paper-plane icon) — each tap opens the next resident's chat. The label changes to "Next: name · i of n" and finally "All n invites opened 🎉 — tap to restart".

Maintenance

How to reach it: Home → Manage → Maintenance, or Home → This month's collections card → View payments.

What it is for: Generate every flat's bill for the month in one tap, then track collections, record payments and approve residents' "I've paid" claims.

What you see

• Maintenance — the title.
• Previous balances (the outlined invoice icon) — opens the Previous balances sheet. First-time tip: "Previous balances live here" / "Flats had dues before Flatra, or from earlier months? Tap this icon to add each flat's previous balance to the selected month — it carries forward automatically."
• Share (the box-with-arrow icon; shown only once the month is generated) — builds the statement PDF and opens the share sheet.
• Month bar — "<" and ">" arrows around "Month YYYY".
• Not generated yet — with "Generate to bill every flat the fixed maintenance amount." (Fixed mode) or "Generate maintenance to split water + common bills across all flats." (Divided mode), followed by a readiness checklist. Incomplete rows are tappable and jump to the fix:
  • Fixed amount set — "₹/flat" or "Set in Settings" (Fixed mode) → Settings → Maintenance & billing.
  • At least one bill added — "n bill(s)" (Divided mode) → Bills.
  • Water readings entered — "x/y meters" or "No water meters" → Water Readings. Shown in Divided mode, or in Fixed mode with water on top.
• Out of date banner (orange) — "Out of date — a bill changed after this was generated. Regenerate to apply the latest bills." with a Regenerate button.
• Summary card — Water, Common, Total, then Collected and Pending; "Includes ₹ paid in advance — adjusts in next month's bills" if any advance exists; a chip "paid/n paid · fixed amount" (or "· common equal split" / "· by sq.ft"); "Generated date, time · by name"; and the Notify unpaid (n) button.
• Per-flat maintenance filter chips with counts: All, Unpaid, Partial, Paid, and Approval (only when this month has payment claims; its badge counts pending claims).
• Flat cards — door icon, "Flat n", the total, the owner name (or "Owner —"), and chips: Paid (check) / Balance ₹ (hourglass) / Unpaid (clipboard-clock icon); Advance ₹ (piggy bank); Water ₹; Common ₹. Tap a card to open its breakdown.
• "No filter flats this month." when a filter has nothing to show.

Buttons and actions

• Generate maintenance (play icon) or Regenerate (circular arrow) — the big button at the bottom right. First-time tip: "One tap for the whole month" / "Generate creates every flat's bill at once — you'll see a preview to cross-check before anything is saved." The flow: if Divided mode has no bills, a dialog No bills added says "Add at least one bill in the Bills section before generating maintenance." If readings are incomplete, Water readings incomplete says "Only x of y water meter readings are entered. Flats without a reading will be charged ₹0 for water this month. Are you sure you want to continue?" with Cancel / Continue anyway. Then the preview dialog opens (below).
• Share (box-with-arrow icon) — shows "Preparing the statement PDF…", builds maintenance_YYYY_MM.pdf and shares it with the text "Maintenance collection status - society (month). Generated with Flatra." The PDF includes your UPI details if set, and the month's expenses on page 2 if that setting is on. Error: "Could not create the PDF — try again".
• Notify unpaid (n) (ringing bell icon) — sends an app reminder to every unpaid flat that has a resident on the app. Results: "Reminder sent to n flat(s)."; during quiet hours "Reminder queued for n flat(s) — delivered at 8:00 AM."; "Nothing to send — no unpaid flat has a resident on the app yet."; or "Already reminded today — try again tomorrow." / "Already reminded today — next possible date."

"Confirm maintenance" / "Regenerate maintenance?" preview dialog

• Header "MONTH YYYY" and the caption "n flats · Total ₹ — cross-check with your register. All amounts in ₹." When regenerating it adds "Regenerating replaces the existing invoices (payments are kept)."
• A striped table with the columns Flat, Water (if any), Common, Previous (if any) and Total, then "Total to collect ₹".
• Notify residents chips: Now — "Every flat is alerted immediately."; At 8:00 AM — "Bills are created now; the "bill ready" alert goes out at 8:00 AM."; Not now — "No alert. Use "Notify unpaid" on the month later." During quiet hours (9:30 PM to 8:00 AM) the default is At 8:00 AM and the text reads "It's time — alerts are held until 8:00 AM anyway."
• Buttons Cancel and Confirm & generate / Regenerate (check icon). Afterwards: "Generated. Residents have been notified." or "Generated. Residents will be notified at 8:00 AM."

Flat breakdown sheet

Tap any flat card. You see "Flat n", the status chip, the owner, each charge line (icon, label, note, amount) or "No charges for this flat this month.", and "Total ₹". Below is the payment area, which depends on the month's state:

• Month closed (blue banner): "This month is closed — any balance was carried to the next bill. Record payments there."
• Still correctable: "Next month is generated but still unpaid for this flat, so this month can still be corrected — Next month's "Previous balance" updates by itself."
• Advance carried in (teal banner): "Includes ₹ advance from Prev month. Looks wrong? Correct that payment in Prev month." with a button Open Prev month.
• Paid (green banner): "Collected ₹ via Cash/UPI/Other · date · by name · advance ₹ adjusts next month", with Mark as unpaid (undo arrow). This button is hidden when the bill was settled purely by an advance.
• Unpaid or partial: a banner "Received ₹ · balance ₹" for part payments; the Collected via (offline) choice — Cash (cash icon), UPI (QR icon), Other (three dots); the field Amount received (₹), pre-filled with the balance, with the helper "Less than the balance → part payment. More → advance for next month."; the button Mark as paid (or Record payment when already partial); and for partial bills, Undo all payments.
• Payment history: "Received ₹ via method" (check icon) or "Payments undone (₹)" (undo icon), each with "by · date, time".

Payment claims (the "Approval" filter)

Residents can tap "I've paid" in their app and attach a screenshot. Those claims queue up here.

• Each card: "Flat n · ₹", a chip Pending / Approved / Rejected, "by name · time · Ref ref", "Rejected: reason" if rejected, and a screenshot thumbnail (tap to enlarge).
• Approve (green, check) — records the payment. If the claim is more than the balance, More than the balance asks: "Flat n claims ₹ but their balance is ₹. The extra becomes an advance for next month. Approve?" with ?, Cancel, Approve. Result: "Approved — payment recorded for flat n".
• Reject (red outline, X) — opens Reject payment claim with the field "Reason (shown to the resident)" (up to 200 characters) and Cancel / Reject. Result: "Claim rejected — the resident has been notified".
• Empty: "No payment claims this month."

"Previous balances · Month YYYY" sheet

Text: "Dues a flat carried from BEFORE Flatra (old register balances). Added to this month's bill as a "Previous balance" line when you generate — then payments and carry-forward handle it. Leave blank for flats with no dues."

Field	What to enter	Notes
Flat n (one row per flat)	The old balance in ₹	Hint "0". Leave blank for flats with no dues. Saved with the note "Dues before Flatra".

Button: Save / Save n previous balance(s). Then "Previous balances saved — regenerate month to apply", or "Could not save — try again".

Bills

How to reach it: Home → Manage → Bills, or the Maintenance readiness row "At least one bill added".

What it is for: Record the month's society expenses — water and common — with receipt photos, choose which flats share each bill, and manage recurring bills.

What you see

• Bills — the title.
• Recurring (white text button with the circular-arrows icon) — opens Recurring payments. First-time tip: "Same bills every month?" / "Watchman salary, internet, garbage — add them once as Recurring. Each month they appear ready, one tap to mark paid. Nothing is ever added automatically."
• A red sweep/trash icon (no label; shown only when the clear-month option is turned on for your society) — opens "Clear ALL bills — month?".
• Month bar with arrows and "Month YYYY".
• Totals card: Water, Common, Total.
• Bill cards: a water drop (cyan, Water) or a receipt (orange, Common); the name; chips — Water/Common, the bill date "d MMM" (calendar icon), Recurring (circular arrows), Split (lightning bolt), scope "Only n flat(s)" / "All except n flat(s)" (group icon), Hidden from others (eye-off icon); notes; a receipt thumbnail with a count badge (tap for a swipeable gallery); the amount; a gear or sliders icon Bill settings — choose flats (not on water bills); and a trash icon Delete. Tap the card to edit.
• In future months, faded upcoming recurring cards read "₹ · repeats monthly · not added yet" with a Mark paid button.
• No bills available — "No bills for month yet." with Add bill.

Buttons and actions

• Add bill (bottom right) — opens the Add bill sheet.
• Mark paid — turns an upcoming recurring item into a real bill for that month.
• Swipe right on a non-water bill — shows Flats (sliders icon) and opens the scope sheet. Swipe left — shows Delete.
• Delete — opens "Delete bill?" (or "Delete power-bill split?", which adds "This is one half of a power-bill split — BOTH the water-pump and common halves will be deleted."). Body: "Remove "name" (₹) from this month?" plus "This month's maintenance is generated — deleting will mark the report out of date." when it applies. Buttons Cancel, Delete.
• Delete all bills — in "Clear ALL bills — month?": "• Permanently deletes all n bills of month. This cannot be undone." "• Recurring bills will re-appear automatically." "• If maintenance is generated for this month, its report will be marked out of date." Buttons Cancel, Delete all bills.

"Add bill" / "Edit bill" / "Edit power bill (split)" sheet

Field	What to enter	Notes
Name	Tap a quick-pick chip or type	Hint "e.g. Watchman salary" (common) or "e.g. Manjeera bill / Tankers bill" (water). Quick-pick chips come from your Expense names list.
Water-related expense (switch)	On for water bills	"Goes into the water cost pool that's split by meter readings." If the name contains water, manjeera, tanker or bore, a nudge asks: "Is this a water bill? Turn on "Water-related" so it enters the water pool."
Amount (₹)	e.g. 3188	Required with the name ("Enter a name and amount").
Split water-pump share (sub-meter) (switch)	On to split a power bill	Appears when the sub-meter setting is on, the bill is common, and the name looks like a power bill (power, electric, current, tsspdcl, aptransco, energy). "Pump units from the sub-meter go to water, the rest to common — saved as two linked bills."
Total units on the bill	Units printed on the power bill	Split only.
Sub-meter: previous	Last sub-meter reading	Pre-filled from the last entry.
Sub-meter: current	Today's sub-meter reading	Must be greater than previous. A live preview shows "💧 units pump units (pct%) → ₹ water", "🏢 Common → ₹" and "Saves 2 bills: "name - water pump (units units)" + "name - common"".
Bill date (optional)	Pick the date on the bill	No future dates; up to 3 years back. An X clears it ("Clear date").
Notes (optional)	Any note	—
Bill photo (optional)	Tap the camera-plus tile	"Bills / receipts (up to 5)". Choose "Take a photo" or "Choose from gallery". Each thumbnail has a red X. Over the limit: "Maximum 5 photos per bill".
Repeat every month (switch)	On for salaries, internet, garbage	"Auto-add this payment to future months". Shown for new, non-split bills only.

Button: Save bill / Save changes (reads "Uploading…" while photos upload). Split validation messages: "Enter total units and both sub-meter readings", "Current reading must be greater than previous", "Pump units can't be more than the bill's total units". If the sub-meter setting is off and the name looks like power, a tappable hint reads "Have a water-pump sub-meter? Enable "Water pump sub-meter" in Settings to split this power bill between water and common."

"Who shares this bill?" sheet

Subtitle "name · ₹".

Field	What to enter	Notes
All flats / Only… / Except…	Pick one	"Split across every flat (default)." / "Only the selected flats share this bill." / "Every flat except the selected ones shares this bill."
Flat list	Tick the flats	Checkboxes "Flat n" with the owner name. "Select at least one flat". "This would exclude every flat — nobody would pay this bill".
Show bill to remaining flats (switch)	On or off	"On: they see the bill name with ₹0. Off: the bill is hidden from their maintenance entirely."

Button: Save scope.

Recurring payments

How to reach it: Bills → Recurring.

What it is for: Keep a template list of bills that repeat every month, such as the watchman salary or internet, so you do not retype them.

What you see

• Recurring payments — the title, and the line "These auto-add to every month's bills."
• Cards with the tag icon, name, amount, a trash icon (Delete) and chips Water/Common and Active/Paused. Tap a card to edit.
• No recurring payments — "Recurring payments auto-add to every month's bills." with Add recurring.

Buttons and actions

• Add recurring (bottom right) — opens the sheet below.
• Delete (trash icon) — removes the template immediately. There is no confirmation, so tap carefully.

"Add recurring payment" / "Edit recurring payment" sheet

Field	What to enter	Notes
Water-related expense (switch)	On for water	"Goes into the water cost pool that's split by meter readings."
Name	e.g. Manjeera bill / e.g. Watchman salary	Required.
Amount (₹)	The monthly amount	Required ("Enter a name and amount").
Active (switch)	On or off	"Auto-add to new months". Off shows as Paused.

Button: Add recurring / Save changes.

Water Readings

How to reach it: Home → Manage → Water readings (only when water meters are enabled), or the Maintenance readiness row "Water readings entered". A resident with delegated access reaches the same screen from their home.

What it is for: Enter each flat's monthly meter reading. Consumption drives how the water cost is split.

What you see

• Water Readings — the title.
• A red sweep/trash icon (no label; shown only when the clear-month option is on) — opens "Clear ALL readings — Month YYYY?".
• Month bar: arrows, "Month YYYY" and "x of y meters read".
• Water cost card: "Water cost this month ₹", "units units", and "≈ ₹/unit" or "Add Water bills →".
• Locked banner (lock icon): "Readings are locked — maintenance has been generated for this month. Regenerate maintenance if bills changed."
• List header "n readings" and "Total consumption x". Each card: flat number, meter number, a multiplier chip "mx", "prev → curr · adj a", "Consumption n" and a pencil icon. Tap to edit (unless locked).
• Empty states: No meters to read — "Add flats with water meters first."; No readings available — "No meter readings for month yet." with Add water reading; Readings locked — "Maintenance was generated for month with no readings."

Buttons and actions

• Add water reading (plus, bottom right) — opens the reading sheet. Hidden when locked or when there are no meters. When all meters are done: "All meters have been read for this month".
• Delete all readings — in the clear dialog: "• Permanently deletes all n entered readings of month. This cannot be undone." "• Next month will use the older readings as previous values." "• If maintenance is generated for this month, its report will be marked out of date." Buttons Cancel, Delete all readings.

"Add water reading" / "Edit water reading" sheet

Field	What to enter	Notes
Flat / meter	Pick from the dropdown	Entries read "flat · meter (mx)" and list only meters not yet entered. Fixed when editing.
Previous	Last month's reading	Pre-filled from history where available.
Current	This month's reading	Required ("Enter the current reading").
Meter not working? strip (wrench icon)	Use average (n L) or Enter estimate	"Use average" sets current = previous and puts the average in the adjustment. "Enter estimate" appears when there is no history; it sets current = previous and reveals the adjustment field.
Add adjustment (optional) (sliders icon)	A signed value	Reveals "Adjustment". Hint: "e.g. water this flat contributed to common works → use a negative value".
Consumption	—	Calculated live as you type.

Button: Save reading / Update reading.

Overdue collections

How to reach it: Home → Overdue card → View defaulters.

What it is for: Flats whose maintenance has been pending for more than one billing month, with one-tap call and WhatsApp reminders and a list you can post in the group.

What you see

• Overdue collections — the title.
• Share list on WhatsApp (post in your group) (share-nodes icon) — shown when the list is not empty. Opens the share sheet below.
• A red summary card (hourglass): "₹ total" and "n flat(s) pending for over a month".
• Aging chips: All (n), 2+ months, 3+ months.
• Flat cards (red border at 3 or more months, otherwise amber): "flat · name" and "₹ · n month(s) behind (Jan, Feb…)".
• "No flats in this bucket" for an empty chip. No long-pending dues — "Every flat is settled or only owes the current month. 🎉". "Could not load overdue dues" with Retry.

Buttons and actions

• Call (phone icon) — opens the dialer.
• WhatsApp reminder (chat icon) — opens WhatsApp with: "Hi name, this is a gentle reminder from building. Maintenance for flat n is pending for months — total ₹. Please pay at the earliest or contact me for any clarification. Thank you! 🙏"

"Share pending list" sheet

"Choose what to include — then post it in your WhatsApp group."

Field	What to enter	Notes
Flat numbers, Owner names, Pending amounts, Months pending, Total pending	Tick what to include	All on by default. The flat number stays on when names are off, so every line still identifies a flat.

A live preview shows "🏠 *building — Maintenance pending*", "The following flats have maintenance pending for more than a month:", the bullets, "Total pending: *₹*" and "Request everyone to clear the dues at the earliest. You can pay via the Flatra app or contact me directly. Thank you 🙏". Button: Share on WhatsApp.

In hand

How to reach it: Home → In hand card → View statement.

What it is for: The association's cash position — opening funds plus collections minus expenses — month by month. Every figure is computed by the server.

What you see

• In hand — the title.
• Edit opening funds (pencil icon) — opens Settings → Association funds.
• A teal hero: "IN HAND TODAY ₹", and "Corpus fund ₹ kept separate" if a corpus exists.
• Insight banners with a trending-up (teal), trending-down (red), hourglass (amber) or info icon.
• Opening funds ₹ card: the itemised entries, or "Opening balance", or "Nothing recorded — tap ✏️ above to add handover funds.", plus your funds note.
• Corpus fund (separate) ₹ card with its entries.
• Month by month card with the columns Month, In, Out, Balance; rows like "Mon 'YY", "+₹", "−₹" and the net (red if negative); footer "In hand today ₹". Empty: "No collections or expenses recorded yet."
• "Could not load the summary" with Retry.

Reports

How to reach it: Home → Manage → Reports, or the "Used in Reports" card on Association funds.

What it is for: Collections, expenses and outstanding balances over a period you choose, with a flat-by-flat report for each month.

What you see

• Reports — the title, with Refresh (circular arrow).
• Funds card (bank icon): Association balance and Corpus fund. Caption: "Add the handover amounts in Settings → Association funds to see the true position." or "Opening ₹ + collected ₹ − expenses ₹ · note". A toggle Handover details (n) / Hide handover details lists the entries with wallet or piggy-bank icons.
• Period chips: 1M, 3M (default), 6M, 1Y, Custom (once set it reads "Mon yy – Mon yy"). Caption "Month YYYY → Month YYYY · n months" or "No months in the selected period".
• Stat tiles: Billed, Collected, Pending, Expenses.
• How it was collected: "Cash ₹", "UPI ₹", "Other ₹", or "No payments recorded in this period."
• Billed vs collected chart (for more than one month) with the legend Billed / Collected.
• Monthly collections — "Tap a month for the flat-by-flat report." Month cards show % paid, "collected of billed · paid/n flats", "Pending ₹", "Spent ₹" and "n L".
• Expenses — "Where the money went in this period." Per-name totals with bars.
• Outstanding balances — "Open dues right now (period-independent), largest first." Flat, owner, "since Mon yy", amount.
• No data yet — "Reports appear after your first maintenance month is generated." "Could not load reports" with Retry.

Buttons and actions

• Tap a month card — opens "Collection report · Month YYYY": per-flat rows with Paid / Bal ₹ / Unpaid chips and "paid of total · method", plus "Bills this month". Error: "Could not load month".

"Custom period" dialog

Field	What to enter	Notes
From / To	Pick months from the dropdowns	Only months that have data are listed.

Buttons: Cancel, Apply.

Announcements (Updates tab)

How to reach it: The Updates tab (megaphone icon), or Home → Manage → Announcements.

What it is for: Post updates to everyone, to owners only, or to selected flats. Residents can react and comment.

What you see

• Announcements — the title.
• Each card: a megaphone badge, the title, an audience chip All / Owners / Flats list, a trash icon Delete (when allowed), the body preview, "author · d MMM, h:mm a", a heart count and a comment count. Tap to open the detail.
• No announcements yet — "Post an update for your residents." with New announcement. Errors: "No internet connection" / "Could not load announcements".

Buttons and actions

• New (megaphone icon, bottom right) — opens the New announcement sheet.
• Delete (trash icon) — opens "Delete announcement?": "“title” and all its comments will be removed." Buttons ?, Cancel, Delete.

"New announcement" sheet

Field	What to enter	Notes
Who should see this?	All / Owners / Flats	"Every owner, tenant and family member in the society." / "Owners only — tenants will not see this." / "Only the owner, tenant and family of the flats you pick." Flats mode adds a picker "Pick the flats" / "x of y flats selected" with Select all / Clear and a search box "Search flat or name".
Title	e.g. Water tanker schedule	A mic button lets you speak instead of typing ("Speak instead of typing" / "Stop dictation").
Message	Write your message…	A sparkles button Tidy up the text cleans up the wording; a mic is also available.

Button: Post announcement (paper plane). Validation: "Enter a title and message", "Pick at least one flat".

Announcement detail

Title Announcement. You see the title, the audience chip, "author · d MMM yyyy, h:mm a" and the body; reaction chips 👍 ❤️ 🎉 😂 🙏 😮 with counts (tap to react); "n comments" or "Be the first to comment."; threaded comments with a Secretary chip on your own, a time-ago label, and Reply / Delete ("Delete comment?" — "This also removes its replies."). The composer reads "Add a comment…" or "Write a reply…" with a "Replying to name" bar and a send icon.

Meetings

How to reach it: Home → Manage → Meetings.

What it is for: Schedule society meetings with an agenda, notify the invited residents, collect Yes / No / Maybe responses, and record the minutes.

What you see

• Meetings — the title, a ? help icon ("How does this work?"), and a filter icon (three lines; it turns into an amber funnel when a filter is active). The filter opens "Show meetings from": All meetings, Year YYYY and Month YYYY rows with counts.
• Each card: a date badge, the title, "created by name", a status chip Scheduled / Completed / Cancelled, an audience chip when not everyone is invited, counts for yes (green check), no (red X), maybe (amber ?) and comments, a mic icon if a voice note is attached, and "done/total actions done" once completed.
• No meetings yet — "Schedule a society meeting with its agenda — every resident gets notified." "No meetings in this period" when filtered.

Buttons and actions

• New meeting (bottom right) — opens the sheet below.

"New meeting" sheet

"Invited residents are notified and can respond Yes / No / Maybe."

Field	What to enter	Notes
Who is invited?	All / Owners / Flats	The same picker as announcements. "Pick at least one flat to invite".
Title	Meeting title (e.g. Monthly general body)	Required.
Pick date & time	Tap to choose	Required ("Add a title and pick the date & time").
Venue	Venue (optional — e.g. Cellar / Terrace)	Optional.
Agenda points (optional)	"Point n" rows	Use Add agenda point; each row has a remove icon.
Attach voice note (optional)	An audio file	mp3, m4a, aac, ogg or wav. Shows "Audio attached: file".

Button: Create & notify residents / Create & notify owners / Create & notify n flat(s). In quiet hours the same "send now or at 8:00 AM" dialog appears as for announcements. Error: "Could not create the meeting — try again".

Meeting detail

• Title Meeting. While scheduled, a white Cancel button opens "Cancel this meeting?": "Residents will see it as cancelled. This cannot be undone." Buttons Keep it, Cancel meeting.
• The title and status chip, "Invited: audience", the date "EEEE, d MMM yyyy · h:mm a", the venue, "Called by name", Play voice note, and the numbered Agenda.
• Responses: chips "Yes n", "No n", "Maybe n" and your per-flat list (flat, name, their message in quotes, their choice).
• When completed: Minutes of meeting and Action points with checkboxes you can tick or untick.
• Discussion (n) or "No replies yet.", with a Secretary chip on your replies, and a "Write a reply…" field with a send icon.
• Record MOM (checklist icon, scheduled meetings only) — opens the sheet below.

"Minutes of meeting" sheet

"Marks the meeting completed — the MOM and action points become visible to all residents."

Field	What to enter	Notes
Minutes	What was discussed and decided (point by point)…	Required ("Write the minutes of the meeting").
Action points (to track)	"Action n (e.g. Fix lift AMC)" rows	Use Add action point.

Button: Save & complete meeting.

Events

How to reach it: Home → Manage → Events.

What it is for: Run festivals and society events: collect donations or split expenses, take a food headcount, schedule poojas, record gothram lines and auction winners.

What you see

• Events — the title.
• Each card: the event image (or a party-popper icon), the name, a chip Donations or Expenses, "Collected ₹" or "Spent ₹", and Billed once added to maintenance.
• No events yet — "Create your first event — pick a default like Ganesh Chaturthi or add a custom one."

Buttons and actions

• New event (bottom right) — opens the sheet below.

"New event" sheet

Field	What to enter	Notes
Choose an event	A default event or "Custom event…"	Dropdown.
Event name	e.g. Ganesh Chaturthi 2026	Required ("Enter an event name").
Event start date (optional) / Event end date (optional)	Pick dates	End date hint "Same day". Pooja slots need the end date.
Notes (optional)	e.g. Pooja at 6pm, cultural programs, timings…	—
Photo	Add photo (optional) / Change photo	"Using the default event image" until you add one. Crop screen "Crop event photo".
Accept donations (switch)	On for donation-funded events	"Funded by donations — nothing is charged to maintenance." Off: "Expenses will be split among participating flats and added to next month's maintenance."
Day-wise pooja slots (switch)	On for multi-day poojas	"Multi-day poojas — flats request a morning or evening slot and you approve. Set the end date above."
Auctions & winners (switch)	On to record winners	"Laddu / kanduva auctions and game winners — record who won and for how much, so nobody forgets by next year."
Collect gothram details (switch)	On for poojas	"For poojas — each flat writes their gothram / sankalpam line for the purohit. You can print the full list."

Button: Create event.

Event detail

• The title is the event name. A menu at the top right offers: Share PDF report, Event dates (pickers "Event START date" / "Event END date"), Collect food count / Food count settings, Enable/Disable pooja slots, Enable/Disable gothram details, Enable/Disable auctions & winners, Organizers, and Delete event ("Delete event?" — "This removes the event and its expenses/donations. Any bill already added to maintenance stays." Buttons Cancel, Delete).
• Header: image, name, type chip, date chip, Billed, notes.
• Event report: for donation events Collected, Spent and Balance in hand or Shortfall; for expense events Total spent, Participating flats, Per flat.
• Participants (n) with Manage — opens "Select participating flats" with Select all / Clear all and Save (n). Text: "No flats added yet. Tap Manage to select who's in." or "n flat(s) taking part".
• Tiles: Expenses ("Nothing recorded yet — tap to add"), Donations, Gothram details, Pooja schedule (with a pending-count chip), Food count (Annadanam), Auctions & winners, Organizers ("Give residents access to add expenses / donations").
• Bill to maintenance (expense events): "Split ₹ equally among n flats — ₹ each — added to the maintenance month you choose." Button Add to maintenance opens "Add to which month?" (12 months back to 2 ahead, current month selected) with Cancel / Add. Once billed: "Billed to month — ₹ added to each of n flats' maintenance."

"Food count (Annadanam)" sheet

Field	What to enter	Notes
Meal date	Pick the date	—
Time	e.g. 12:30 PM	—
Reply-by date	Pick the date	Residents see "Please reply by …".
Note (optional)	e.g. Anna prasadam after the evening pooja	—
Notify everyone now (switch)	On or off	"Sends an alert with a distinct ringtone, and every flat is asked in the app until they answer."

Buttons: Start collecting / Save, and Stop collecting.

Event sub-pages

• Expenses — Add expense with the fields "What was it for?" (e.g. Decorations), "Amount", "Receipt date (optional)", "Receipt photo (optional)", "Note (optional)" (e.g. Paid to Sri Flowers). Removing asks "Remove expense?".
• Donations — a Sort menu (Newest first, Donor name (A–Z), Amount — high to low, Amount — low to high); Add donation with "Flat (optional)" (or "Outside donor / not linked"), "Donor name", "Amount (leave 0 for in-kind)", "What was donated / note (optional)". Each row has Edit and Remove icons; zero-amount gifts show "In-kind".
• Food count — Share with the cook, a "Not replied (n)" list, Remind all, and a WhatsApp button per flat.
• Pooja schedule — Share PDF; per slot Add flat, Close this slot / Reopen this slot (with a reason), and per request Approve / Decline (with a reason) / Remove. Statuses: Approved, Declined, Pending.
• Auctions & winners — Add winner opens "Add auction / winner" with "Auction / game name", a choice "From our flats" | "Outside winner", "Winner name", "Amount (₹, optional)" and a photo. Shows "Total from auctions".
• Gothram details — Share PDF, a toggle "Showing submitted" / "Showing all", and per-flat edit.
• Organizers sheet — Add organizer: pick a "Flat owner" and tick "Can add expenses" / "Can add donations". Organizers can then add expenses and donations from their own app.

Polls

How to reach it: Home → Manage → Polls.

What it is for: Put a decision to the society. Each flat gets one vote and can change it until the poll closes.

What you see

• Polls — the title. Cards show the question, a chip Open / Closed and "Closes d MMM" or "Closed".
• No polls yet — "Create a poll to get every flat's vote on a decision."
• In the detail (title Poll): chips Open/Closed, Multiple choice, "Closes/Closed date"; "n flat(s) voted"; Results with "count · pct%".

Buttons and actions

• New poll (bottom right) — opens the sheet below.
• In the detail, the menu offers Close now / Reopen and Delete poll ("Delete poll?" — "This removes the poll and all its votes." Buttons Cancel, Delete).

"New poll" sheet

Field	What to enter	Notes
Question	e.g. Which date suits the Diwali celebration?	Required ("Enter the poll question").
Options	"Option n" rows	Minimum 2, maximum 10. Add option; an X removes a row when there are more than 2. "Add at least two options".
Closes on	Pick a date	From today up to 2 years ahead; default is 7 days from now. "Pick an expiry date".
Allow multiple answers (switch)	On or off	"A flat can pick several options." / "A flat can pick only one option."
Photos (optional, up to 3)	Pictures to show with the question	"Maximum 3 photos per poll".

Button: Create poll.

Complaints

How to reach it: Home → Manage → Complaints.

What it is for: Residents raise complaints from their app. You move each one forward with a status and a note everyone can see.

What you see

• Complaints — the title. There is no add button; residents raise complaints.
• Cards: the title, a status chip, "Flat n" and a photo icon if a picture is attached.
• No complaints yet — "Complaints raised by residents will appear here."
• In the detail (title Complaint): chips "Flat n" and "Raised by name", a status card with the current status and "Move this complaint forward", a Comments section ("No comments yet — start the conversation.") where your comments carry an Admin chip, and a "Write a comment…" field.

Buttons and actions

• Update status — opens the sheet below.
• The menu offers Delete complaint ("Delete complaint?" — "This removes the complaint and all its comments.").

"Update status" sheet

Field	What to enter	Notes
Status	Open / In progress / Decision pending / Duplicate / Won't do / Done	Radio options with icons: error-outline, circular arrows, gavel, copy, no-entry, check.
Note for residents (optional)	e.g. Plumber booked for Tuesday / Same as the lift complaint raised last week	Shown to residents on the complaint.

Button: Update.

Help Desk

How to reach it: Home → Manage → Help Desk.

What it is for: The society's book of useful numbers — watchman, plumber, electrician — shared with residents or kept for you only.

What you see

• Help Desk — the title, and the line "Hold & drag to reorder — the top entries are what everyone sees first." Each card has a six-dot drag handle.
• Cards show the category, an Admin only chip (lock icon) when hidden from residents, and WhatsApp and call icons. Tap to edit.
• No contacts yet — "Add the numbers everyone needs — watchman, plumber, electrician…" with Add contact.

Buttons and actions

• Add contact (bottom right) — opens the sheet below.
• Delete contact (red trash, edit mode) — opens "Delete contact?": "Remove "name" from the contact book?" Buttons Cancel, Delete.

"Add contact" / "Edit contact" sheet

Field	What to enter	Notes
Name	e.g. Ramu (Watchman)	Required.
Phone number	Mobile or landline	Required ("Enter a name and phone number"). Pick from contacts (contact-page icon) fills it from your phone book. Error: "Could not open contacts — check the permission".
Category	Watchman, Plumber, Electrician, Lift service, Water tanker, Carpenter, Painter, Internet, Gas, Emergency	Or type your own in "Or type your own category".
Notes (optional)	e.g. Available 9am–6pm	—
Share with all residents (switch)	On or off	"Every owner & tenant can see and call this number." / "Only you (admin) can see this contact."

Button: Add contact / Save changes.

Residents (Directory tab)

How to reach it: The Directory tab (group-of-people icon), or Home → Manage → Residents.

What it is for: A flat-by-flat directory of owners and tenants with one-tap call and WhatsApp.

What you see

• Residents — the title.
• One card per flat: "Flat n · block", with a Vacant chip if empty.
• Person rows: avatar, name (or "Owner —" / "Tenant"), a role chip Owner / Tenant, "+91 mobile", a WhatsApp icon (opens WhatsApp) and a green phone icon (opens the dialer).
• "No flats added yet". "Could not load residents" with Retry.

Alerts

How to reach it: Home → Manage → Alerts, or the amber banner on Home.

What it is for: Reminders for recurring upkeep — lift service, tank cleaning, generator service. You get a push before each is due; residents can be told too.

What you see

• Alerts — the title.
• Cards (alarm icon coloured by status): the title; a status chip Overdue nd / Due today / Done / Tomorrow / In n days; the due date (calendar icon); the repeat (repeat icon) such as "Every month" or "Every n days"; and Residents too (megaphone) when residents are notified. Tap to edit.
• No alerts yet — "Add reminders for lift maintenance, water tank cleaning, generator service… You'll get a push before they're due." "Could not load alerts" with Retry.

Buttons and actions

• New alert (alarm-with-plus icon, bottom right) — opens the sheet below.
• In edit mode, a trash icon Delete opens "Delete alert?" with Cancel / Delete. Error: "Could not delete".

"New alert" / "Edit alert" sheet

Field	What to enter	Notes
Quick-pick chips	Lift maintenance, Water tank cleaning, Generator service, Pest control, Fire extinguisher refill, STP cleaning, Insurance renewal	Fills the name.
Alert name	A short name	Required ("Give the alert a name").
Due date	Pick a date	Today to 730 days ahead. Required ("Pick the due date").
Repeats	Once / Every month / Every 3 months / Every 6 months / Every year / Every N days	"Every N days" reveals a "Days" field (default 30).
Remind me	On the day only / 1 day before + on the day (default) / 2 days before + on the day / 3 days before + on the day / 1 week before + on the day	—
Also notify residents (switch)	On or off	"e.g. water-tank cleaning day — everyone should know".
Notes (optional)	AMC vendor number, last service date…	—

Button: Create alert / Save changes (reads "Saving…" while saving). Error: "Could not save — try again".

Settings

How to reach it: The Settings tab (gear icon), or Open Settings in the "Bills are locked" dialog.

What it is for: Everything about how your society is billed and run, plus your own login and profile.

What you see

• Secretaries — "Add a co-secretary or step down" (shield-person icon).
• Maintenance & billing — "Fixed or divided billing, rounding, bill locking" (invoice icon).
• Association funds — "Handover amounts, corpus & notes" (piggy bank).
• Payment collection — "UPI QR & numbers residents pay to" (QR icon).
• Expense names — "Quick-pick names when adding bills" (price tag).
• Notifications — "Automatic payment reminders & more" (ringing bell).
• Delegated access — "Let a trusted resident collect water readings" (group-with-plus). The page itself lets you share any of ten features, not only readings.
• Building location — "Pin your apartment on the map" (map pin).
• Change PIN — "Set a new 6-digit login PIN" (PIN-pad icon). Opens the Change PIN dialog.
• Notification sound — "Default, Flatra English or Flatra తెలుగు" (speaking-head icon). Opens the sound sheet.
• Send feedback — "Tell the Flatra team what to improve" (review-bubble icon). Opens the feedback sheet.
• My profile — "Your name, photo, flat and PIN" (account-circle icon). Opens the profile sheet.
• Sign out (red, exit-door icon) — signs you out at once and returns to the login screen. There is no confirmation.
• Footer: "Flatra vversion (build)" and "Made in India 🇮🇳".

"Change PIN" dialog

"Your 6-digit PIN is what you login with (no OTP needed)."

Field	What to enter	Notes
New PIN	6 digits	"PIN must be 6 digits".
Confirm PIN	The same 6 digits	"PINs do not match".

Buttons: Cancel, Save. Success: "PIN updated — use it for your next login". Error: "Could not update PIN".

"Notification sound" sheet

"Flatra alerts can speak — "maintenance payment is due today" — or use your phone's normal notification sound."

Field	What to enter	Notes
Default	Your phone's normal notification sound	Confirms "Using your phone's normal notification sound".
Flatra English	Spoken alerts in English	Confirms "Notifications will speak in English".
Flatra తెలుగు	Spoken alerts in Telugu	Confirms in Telugu.

"Send feedback" sheet

"Tell us what to improve, what broke, or what you wish Flatra did — it goes straight to the team."

Field	What to enter	Notes
Your feedback…	A few words or more	"Write a few words of feedback" if too short.
Attach a screenshot (optional)	A picture	Remove clears it.

Button: Send feedback. Success: "Thank you! Your feedback reached the Flatra team 🙏". Error: "Could not send — try again".

"My profile" sheet

Field	What to enter	Notes
Photo	Tap the camera icon	Opens a "Crop photo" screen. Error: "Could not upload photo".
Your name	Full name	Required ("Please enter your name").
Your flat (optional)	e.g. 302 — leave blank if you don't live here	—

Button: Save changes ("Could not save profile" on error). Below are the rows Change PIN and Sign out.

Settings → Secretaries

How to reach it: Settings → Secretaries.

What it is for: Add co-secretaries who get full access, or step down when another secretary exists.

What you see

• Secretaries — the title, and the intro: "Everyone here has full secretary access. Add as many co-secretaries as you need; you can step down when another secretary exists — the society always keeps at least one. All changes are logged."
• Cards: avatar, name, chips Primary and You, "+91 mobile".
• A red Leave (exit icon) on your own row — only when there is more than one secretary.

Buttons and actions

• Add secretary (bottom right) — opens the sheet below.
• Leave — opens "Leave the secretary role?": "You will lose admin access to this society and be signed out. Another secretary (or the Flatra team) can add you back anytime." Buttons Cancel, Leave role.

"Add a secretary" sheet

"They get full secretary access to this society and sign in with their own number (OTP first, then their PIN)."

Field	What to enter	Notes
Full name	Their name	Required.
Mobile (their login)	10 digits, after "+91 "	"Enter a name and a 10-digit mobile".

Button: Add secretary. Success: "Secretary added". Error: the server message or "Could not add — check the number".

Settings → Maintenance & billing

How to reach it: Settings → Maintenance & billing, the Maintenance readiness row "Fixed amount set", or the power-bill hint on Bills.

What it is for: Choose how each flat's bill is calculated, water pricing, rounding, and whether bills can change after a month is generated. Every toggle saves immediately.

What you see

• Maintenance — "Choose how each flat's monthly maintenance is calculated." A two-way choice: Divide bills (pie-chart icon) | Fixed amount (pin icon).
  • Divided: "Each month's water cost-pool + common bills are split across flats (equal or by sq ft)."
  • Fixed: "Every flat is billed a fixed amount, regardless of the month's bills. Bills you record still feed the association balance in Reports." A field Default amount per flat (prefix "₹ ", hint "e.g. 1500") with Save, the hint "Set a different amount for specific flats (e.g. by size) from the Flats screen.", and a switch Add metered water on top — "When water metering is on, add each flat's metered water charge on top of the fixed amount."
• Water pricing (shown when available for your society, in Divided mode or with water on top): Off — "Water bills are split across flats by consumption (cost-pool — the default behaviour)."; Fixed slabs — "Each flat pays its own metered usage at your per-litre prices (water-board style). Water bills you record stay as expenses in Reports." with slab lines and an Edit slabs button; Auto slabs — "The system finds the basic usage (average of the least-using 25% of flats). Usage within it counts ×1, the next band ×2, above that ×3 — and the month's actual water cost is divided by those weights. Heavy users pay more; the total always matches your water bills." with a field Basic usage (litres) (hint "Empty = auto from your flats") and Save.
• Rounding — "Round generated amounts UP to a neat figure for easier collection. e.g. ₹4,866 → ₹4,870 with ₹10." Dropdowns Round total up to and Round common charge up to: Off, ₹1, ₹5, ₹10, ₹50, ₹100.
• Bills — "Control whether bills can change after a month is generated." Switches:
  • Allow bill edits after generating — "When off, a month's bills are locked once its maintenance is generated. When on, edits are allowed but mark the report out of date until you regenerate."
  • Show payment status to all residents — "Every resident can see a read-only flat-wise list — Paid / Partial / Unpaid — for the latest generated month. No amounts are shown. Off by default."
  • Share expenses with residents — "Residents see the society's monthly bills and receipts (transparency). Turn off to keep expense details admin-only. On by default."
  • Include expenses in shared statement — "Adds the month's expense list as page 2 of the PDF shared from Maintenance. Default: ON for divided billing, OFF for fixed (collect first, spend later)."
  • Water pump sub-meter — "Society has a sub-meter on the pump line. When ON, adding a power bill offers a split — the pump's units go to water, the rest to common. Off by default."

Buttons and actions

• Save (default amount) — asks "Update maintenance amount?": "₹x per flat will apply from the next time you generate maintenance. Already-generated months keep their current amount." Buttons Cancel, Save. Validation: "Enter a valid amount".

"Water price slabs" sheet

"Each band is charged at its own rate (like the water board). Leave the last "up to" empty for "everything above"."

Field	What to enter	Notes
Up to (litres)	The upper limit of the band	The last row reads "Up to (L) — empty = above". Limits must increase.
₹ per litre	The price for that band	Must be a valid number.

Buttons: Add slab (up to 10), an X per row to remove, Save slabs. Error: "Check the slabs — limits must increase and prices must be valid."

Settings → Association funds

How to reach it: Settings → Association funds, or the pencil icon on In hand.

What it is for: Record the money handed over to you — cash, bank balance, fixed deposits — so Reports and In hand show the true position.

What you see

• Association funds — the title, with a ? help icon ("How does this work?").
• Hero: Handover total ₹, Balance (spendable) ₹, Corpus (reserve) ₹, and your note (sticky-note icon).
• Used in Reports card — "Association balance = these opening amounts + all collections − all expenses. Corpus is shown separately as the reserve." Tap to open Reports.
• Association funds (handover) — "Amounts received from the previous secretary / old register — each with details so everyone knows where it came from." Empty: "Nothing recorded yet. Add each amount you received — e.g. "Cash from previous secretary Ramesh", "SBI account balance", "Corpus fixed deposit"."
• Entries: a wallet or piggy-bank icon, the name, the kind Balance / Corpus, a "Reference" attachment link, the amount, and an X (Remove). Totals "Balance ₹" / "Corpus ₹".
• A note row "Add a note (e.g. handover date)" (pencil).

Buttons and actions

• Add funds entry (plus) — opens the sheet below.
• Remove (X) — removes the entry immediately, with no confirmation.
• Add a note — opens "Funds note" (hint "e.g. Handover on 1 Jul 2026") with Cancel / Save.

"Add funds entry" sheet

Field	What to enter	Notes
Description	e.g. Cash from previous secretary Ramesh	Required.
Amount	₹ amount	0 is allowed ("Enter a description and an amount (0 is okay)").
Balance | Corpus	Pick one	"Balance is spendable; Corpus is the reserve fund."
Attach reference (image / PDF / Excel)	A proof file	jpg, jpeg, png, webp, heic, pdf, xls or xlsx, up to 10 MB ("File too large (max 10 MB)").

Button: Save entry.

Settings → Payment collection

How to reach it: Settings → Payment collection.

What it is for: The UPI QR, UPI ID and numbers residents pay to. Residents see this on their home screen.

What you see

• Payment collection — the title, with a ? help icon.
• Maintenance payment — "Residents see this on their home — a UPI QR to scan, with your PhonePe / GPay numbers and UPI id below it."
• Payment QR — a preview or "No QR uploaded".

Buttons and actions

• Upload QR (upload icon) / Replace (circular arrows) — picks from the gallery, opens "Crop to the QR" and saves immediately. Errors: "Could not pick image", "Could not upload QR".
• Remove (red trash) — removes the QR.
• Save payment details — saves the fields below. It reads "Saved" and is disabled when nothing has changed.

Payment fields

Field	What to enter	Notes
UPI ID	e.g. society@okhdfcbank	@ icon.
Payee name	Name shown on the UPI account	—
PhonePe number / GPay number	10-digit	Residents can copy these.
Note (optional)	e.g. Add flat number in the payment remark	Shown to residents on the Pay sheet.

Settings → Expense names

How to reach it: Settings → Expense names.

What it is for: The quick-pick names shown when adding a bill — Flatra's standard list plus your own.

What you see

• Expense names — "Quick-pick names when adding a bill. Flatra's standard list plus your own."
• Standard (all associations) — read-only chips with a water-drop or receipt icon.
• Your own names — chips with a delete X, or "None yet — add names specific to your building."

Add row

Field	What to enter	Notes
Name	e.g. Lift maintenance	"“name” is already in the list" if it exists.
Water (chip)	Tap if this is a water expense	—
Add (plus-circle icon)	Tap to save	Errors: "Could not save", "Could not load expense names".

Settings → Notifications

How to reach it: Settings → Notifications.

What it is for: Automatic payment reminders to unpaid flats.

What you see

• Payment reminders — "Automatically notify unpaid flats on the app — repeats every few days after maintenance is generated, until they pay."
• Remind unpaid flats card (bell icon) with chips Off, Every 2 days, Every 5 days, Every 10 days. Saves as soon as you tap.
• Explanation: "Off — unpaid flats are not reminded automatically." or "Owners with pending maintenance get an app notification every n days (long-pending flats see how many months they owe)."

Settings → Delegated access

How to reach it: Settings → Delegated access.

What it is for: Share specific features — or all of them — with a trusted resident or an outside helper. They log in with their own number. Settings and delegation stay with you.

What you see

• Delegated access — "Share specific features — or all of them — with a trusted resident or an outside helper. Revoking is immediate."
• Empty: "Nobody has delegated access yet. Tap "Give" to share features with a resident (e.g. a committee member) or an outside helper."
• Grant cards: avatar, name, "Flat n · mobile" or "Outside helper · mobile", and chips for each feature. Tap to edit.

Buttons and actions

• Give (person-plus) — opens the sheet below.
• Revoke (person-minus icon) — opens "Revoke access?": "name will immediately lose their delegated access." Buttons Cancel, Revoke. Error: "Could not revoke — try again".

"Give delegated access" / "Edit delegated access" sheet

Field	What to enter	Notes
From my flats | Other person	Pick one	New grants only. The person cannot be changed when editing.
Resident	Choose an owner or tenant	Entries read "name · Flat n (Owner/Tenant)". "Pick a resident".
Name / Mobile	For an outside person	+91 and 10 digits. "Enter their name", "Enter a valid 10-digit mobile".
Features they can use	Tick any of: Water readings, Flats, Bills, Maintenance, Announcements, Events, Polls, Complaints, Help Desk, Reports	Select all / Clear all. "Tick at least one feature".

Note: "They log in with their own mobile number. Settings and delegation stay with you only." Button: Give access / Save changes.

Settings → Building location

How to reach it: Settings → Building location.

What it is for: Pin your apartment on the map so it shows correctly in location features.

What you see

• Location set with the coordinates, or Not set — "Pin your apartment on the map so it shows correctly in location features."

Buttons and actions

• Set on map / Update on map — opens "Pick location" with a search box "Search address or area", the hint "Tap map to move", and Use this location to save. Errors: "No results for that address", "Search failed. Check your connection."

How Flatra works

How to reach it: The ? icon at the top of Home, or How each step works (guides & videos) in the setup sheet.

What it is for: Nine guided steps to run your society, each with a one-minute video and a short guide.

What you see

• How Flatra works — the title, and the header "Run your society in these steps" with "Each step has a one-minute video and a short guide. Tap a step to read it, or Open to do it."
• Numbered steps with green check ticks for what is already done, a "1-min video" marker and an Open → link: 1 Generate your first month; 2 Bring residents into the app; 3 Let residents pay by UPI; 4 Record payments & approve claims; 5 Flats, owners & tenants; 6 Expenses with receipts; 7 Opening funds; 8 Water by meter reading; 9 Announcements & meetings.

Buttons and actions

• Tap a step — opens a help sheet with a summary and numbered steps, Read the full guide (opens the matching page on flatra.in), Watch · English / తెలుగు / हिंदी when videos exist, Open & do it now, and Got it.
• The same ? button ("How does this work?") appears on many screens and dialogs — flats delete, join decline, bills locked, payment claims, announcement delete, funds, payment and meetings — and opens the matching help sheet.

Frequently asked questions

I generated the month but a bill was missing. What now?

Add the bill under Bills, then tap Regenerate on Maintenance. Payments already recorded are kept. If bills are locked, turn on 'Allow bill edits after generating' in Settings → Maintenance & billing first.

A resident paid more than the balance. How do I record it?

Enter the real amount in 'Amount received'. Flatra asks 'More than the balance' and keeps the extra as an advance that is deducted from next month's bill.

How often can I send 'Notify unpaid'?

Once per 20 hours per month. Between 9:30 PM and 8:00 AM the reminder is queued and delivered at 8:00 AM. For automatic reminders, use Settings → Notifications.

Where do I enter balances from before Flatra?

On Maintenance, tap the 'Previous balances' icon, enter each flat's old balance, save, then generate or regenerate that month. The line appears as 'Previous balance' and carries forward by itself.

Can a resident see other flats' dues?

Only if you turn on 'Show payment status to all residents' in Settings → Maintenance & billing. Even then they see Paid / Partial / Unpaid per flat, never amounts.

Can I hand water readings to a committee member?

Yes. Settings → Delegated access → Give, pick the resident and tick 'Water readings' (or any other feature). They log in with their own number and see a 'Delegated duties' card.

What happens when I delete a flat?

The owner and tenant lose access, outstanding dues stop being tracked, and the deletion cannot be undone. Past readings, votes, complaints and bills stay in the society history. The dialog lists exactly what applies to that flat.

Does Flatra manage visitors or the gate?

No. Flatra covers maintenance, bills, water, collections, announcements, meetings, events, polls, complaints and the help desk. It does not do gate or visitor management.