How does Colively tell common parts from private units?

It applies the rules set for each building, because the deed of co-ownership varies from one building to the next. When it cannot decide, the case goes to the manager instead of being filed at random. The classification can be changed later.

Does the notice to residents reveal email addresses?

No. The notice goes out as individual emails, one per resident. Nobody sees anyone else's contact details.

Does the caretaker need an account?

No. The caretaker is assigned to the building, receives access requests by email and answers from a secure link or with a simple reply. They can also report a problem themselves at the same address.

Does Colively split the cost between co-owners?

No. Colively attaches the invoice to the building's case and exports it for your accounting. The split by ownership shares is done in your management software.

Common areas

The lift is stuck on the 2nd floor, chaussée de Charleroi. Four emails before 09:00, one case.

When a common part fails, the whole building writes: occupants, co-owners, the caretaker. Without a tool, that makes four threads, three calls and a lift engineer contacted twice. Colively joins the reports into one case, has the caretaker let the contractor in and notifies every resident, one email each. Here is the work order.

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Ref.: PC-0331
Property: ACP Charleroi 112, lift
Opened: Mon. 07:48

01Report

The first email arrives at 07:48. The case opens.

Mr Wouters writes from the 5th floor. Colively recognises the building, understands the lift is stopped with nobody inside, and notes that a resident with reduced mobility is affected. The case opens at the top of your queue.

Occupants, co-owners and the caretaker write by email
Building recognised from the sender
Residents' constraints noted on reading

EmailMr Wouters, occupant 5th floor · 07:48

Hello, the lift has been stuck on the 2nd floor since this morning, doors shut, nobody inside. My mother on the 5th can no longer get downstairs.

Extracted by Colively

Issue: Lift stopped, stuck on the 2nd floor
Building: Charleroi 112
Note: Resident with reduced mobility, 5th floor

PRIORITY

02Common parts

Three more emails follow. They join the same case.

Between 07:55 and 08:40, three residents report the same breakdown. Their emails join the open case instead of creating three more. The lift is one of the common parts defined for this building, so the case is filed that way. The same morning, an occupant reports a cellar door that no longer closes: there, the building's rules do not settle it, and that case goes to you.

Reports of the same problem joined, no duplicates
Common or private under the building's own rules
Unclear cases go to the manager, never guessed

Classified at intake

Common parts · LiftCOMMON

4 reports, 1 case

07:48Mr Wouters, occupant 5th floor · stuck on the 2nd floor since this morning
07:55Mrs Haddad, co-owner 4th floor · the lift is not responding
08:02Caretaker · stopped, nobody inside, I checked
08:40Mr Claes, occupant 1st floor · broken down again?

Reports of the same problem join the open case. The manager can change the classification.

03Contractor

The lift company under contract receives a single request.

The case suggests the lift company that holds the building's maintenance contract. You approve, and the request goes out with the four reports summarised. Nobody else called them in parallel. If a repair quote follows, the association's rules apply when you approve it.

Contractor under contract suggested first
One request, drafted from all the reports
The ACP's rules applied if a quote follows

Suggested contractor

Ascenseurs VerbruggenLift engineer · Building maintenance contract

Approve and sendOne click, 08:12

SENT TO THE LIFT COMPANY

04Access

The caretaker opens the machine room. Nobody hunts for the key.

For a common part, the caretaker gives access. He gives his availability from his link or by replying to the email, and the lift engineer takes a slot. The caretaker is told the time, and no resident has to wait at home.

Caretaker assigned to give access to common parts
Caretaker's slots, contractor's choice
No resident needed to let anyone in

Slots proposed by the caretaker

Mon. 10:00 to 12:00
Mon. 14:00 to 16:00

No slot works? The lift engineer proposes another, the caretaker confirms by email.

Time confirmed to the caretaker and the lift engineer Mon. 08:31

05Notice to residents

The whole building is told. Nobody sees anyone else's address.

From the case, you send a notice to all residents: lift out of order, technician expected this morning. It goes out as individual emails, one per resident, so no address is visible to the others. Co-ownership council members are kept informed of the case.

Notice to all residents in one click
Individual emails, addresses never shared
Co-ownership council kept informed

Email34 residents, one email each

Notice to residents

Lift out of order, repair this morning

Hello, the building's lift has been out of order since this morning. A technician will be on site today between 10:00 and 12:00. We will let you know when it is back in service. Thank you for your patience.

Sent from case PC-0331, Mon. 08:35

06Invoice

Back in service. The invoice joins the building's history.

The lift engineer marks the job done and the caretaker confirms the lift is working. The invoice arrives as a PDF, read automatically and compared with the agreed price. It files into the building's history, with the four reports and the notice that was sent.

End of work confirmed by the caretaker
Invoice compared with the agreed price
Breakdown history per building

F-2026-0874Ascenseurs Verbruggen

€385.00

Agreed price, call-out: €385.00
Invoiced: €385.00

Attached to case PC-0331, ACP Charleroi 112Accounting export

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

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Frequently asked questions

Their emails join the case already open for that common part, instead of creating duplicates. You handle one case, with every report inside it.

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