Does each visit by a contractor under contract need approving again?

No. A recurring contract approved once by the general meeting is not re-checked on every visit. Repair quotes that come out of it do follow the association's spending rules.

What happens when an inspection fails?

A follow-up is opened in the case: quote, job, then a log update once the remark is cleared. The result and the inspection report stay attached to the building's log.

Is the co-ownership council kept informed?

Yes. Council members can be set to receive updates on the building's cases, including scheduled maintenance and its results. They do not need an account.

Building maintenance

Thursday, lift inspection in Etterbeek. The report comes back with a point to fix.

Building maintenance does not start with a report: it comes back every year, every season, and nobody can afford to forget it. Colively schedules recurring maintenance for the building and its shared installations, has the caretaker let contractors in, notifies residents and keeps a maintenance log per building. When an inspection fails, a follow-up is opened. Here is the work order for a lift inspection.

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Ref.: EN-0907
Property: ACP Résidence Jourdan, rue des Champs 41
Opened: Mon. 09:00

01Maintenance log

The building's log says what is coming, and when.

Every building has its log: lift inspection, shared boiler servicing, fire safety, gutters. For each, the last visit, the next due date and the result of the last inspection. The lift inspection is coming up: the case is ready on the due date, without you noting it anywhere.

One log per building and per shared installation
Last visit, next due date, last result
Case prepared at every due date

Maintenance log

Résidence Jourdan, rue des Champs 41

Lift inspectionMar. 2026 · Sep. 2026SCHEDULED
Shared boilerOct. 2025 · Oct. 2026COMPLIANT
Extinguishers and emergency lightingJan. 2026 · Jan. 2027COMPLIANT
Gutter cleaningNov. 2025 · Nov. 2026DONE

Due dates set by you, results updated after every visit.

02Contractor

The contract approved by the general meeting applies. No fresh approval.

The inspection goes to the body under contract. This recurring contract was approved once by the general meeting: it is not re-checked on every visit. You confirm the date, the request goes out.

Recurring contracts approved once by the general meeting
No re-check on every visit
Contractor under contract suggested by default

Contractor under contract

Bureau de Contrôle LemaireLift inspection · Contract approved by the general meeting

Confirm the visitOne click, Mon. 09:14

SENT TO THE INSPECTION BODY

03Access

The caretaker opens the machine room. The inspection body takes the slot.

The caretaker is assigned to give access to the building's common parts. He gives his availability from his link, and the inspection body chooses. Co-ownership council members are informed of the date.

Caretaker assigned to give access
Co-ownership council informed
Reminder the day before

Slots proposed by the caretaker

Thu. 08:00 to 10:00
Thu. 13:00 to 15:00

No slot works? The inspection body proposes another, the caretaker confirms by email.

Reminder sent to the caretaker and the inspection body Wed. 18:00

04Notice to residents

Residents know the lift will be off on Thursday morning.

A notice goes to every resident of the building, as individual emails: nobody sees anyone else's contact details. The notice is kept in the case, with the time it was sent and the list of recipients.

Notice of planned work to the whole building
Individual emails, addresses never shared
Sending kept in the case history

Email22 residents, one email each

Notice to residents

Lift inspection, Thursday 08:00 to 10:00

Hello, the lift inspection will take place this Thursday between 08:00 and 10:00. The lift will be out of service during the visit. Thank you for your understanding.

Sent from case EN-0907, Mon. 09:20

05Inspection result

The report comes back with a remark. The log is updated.

The inspection body sends its report by email. Colively reads the message, picks out the result (non-compliant, one remark on the 2nd-floor landing door) and proposes it for the log, under the lift inspection. You check against the attached report and confirm.

Inspection result picked out on reading
Log updated after your confirmation
Inspection report attached to the case

EmailBureau de Contrôle Lemaire · Thu. 11:40

Hello, please find attached the report for this morning's inspection. One remark: the closing of the 2nd-floor landing door needs adjusting.

Extracted by Colively

Inspection: Lift, periodic
Result: Non-compliant, 1 remark
Remark: Landing door 2nd floor, closing

FOLLOW-UP NEEDED

06Follow-up

A follow-up is opened. The remark is cleared, the log goes back to green.

A failed inspection opens a follow-up in the case. The lift company under contract quotes for adjusting the door from its link. That quote is not covered by the contract: the association's rules apply as for any quote. Once the door is adjusted, the log is updated.

Follow-up opened for every failed inspection
The ACP's rules applied to the quote
Log updated once the remark is cleared

Ascenseurs Verbruggen

via email link, Fri. 09:05

€420.00

Adjust closing of 2nd-floor landing door: €280.00
Call-out and testing: €140.00

INSPECTION FOLLOW-UP

CLOSED. Case archived. Every message, file, quote and decision is kept.

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Frequently asked questions

All recurring maintenance of the building and its shared installations: lift inspection, shared boiler servicing, fire safety, gutters, and anything you add. You set the due dates: Colively makes no assumptions about legal obligations on your behalf.

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