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OurOMC Documentation

Creating New OMCs

When you take on a new management contract, you create an OMC record to represent the Owners Management Company. Each OMC is an independent tenant — it has its own units, contacts, financials, and team members, fully separated from your other clients.

The slug you enter becomes part of every URL for that OMC and cannot be changed after the team is created, so choose it carefully. A short, lowercase, hyphenated version of the development name works well (e.g. castle-way, the-oaks).

After saving the basic record, use the Setup action to create the team and configure the initial settings, then use the Download Template action to generate an Excel file you can use to bulk-import units, contacts, and historical data.

New OMC Form

Section titled “New OMC Form”
Screenshot
Field Type Description
OMC link The display name of this OMC, shown as a link to its detail page throughout the system.
Name text The short name used to identify this OMC in lists and reports. This is the name your team will see day-to-day.
Last Rec date The date of the most recent bank reconciliation completed for this OMC. Use this to keep track of how up to date the accounts are.
Last Pull dateTime The date and time when banking transactions where last collected.
Days Cash number The number of days of operating expenses covered by the OMC's current cash balance. A useful at-a-glance indicator of financial health.
Type picklist The type of development this OMC manages, for example apartment complex, housing estate, or mixed use. Used for filtering and reporting.
Legal Name text The full registered legal name of the Owners' Management Company as it appears on the Companies Register.
Default Address longText The default correspondence address for this OMC, used as the pre-filled address on letters, notices, and mail merges.
Notes longText Internal notes visible only to your team. Use this for setup reminders, handover notes, or any context that doesn't fit elsewhere.
Do you manage the bank account boolean Indicates whether your company manages the OMC's bank account directly. When enabled, bank reconciliation and payment features are available for this OMC.
Requests link The number of open maintenance or service requests currently logged for this OMC. Click to view the full list.
weekly_analysis link A link to the weekly activity analysis report for this OMC, showing recent financial and operational movements.
monthly_analysis link A link to the monthly analysis report for this OMC, providing a summary of income, expenditure, and activity over the month.
Actions link The number of outstanding to-do actions assigned to this OMC. Click to view and manage the action list.
Jobs link The number of recurring maintenance or management jobs set up for this OMC. Click to review or configure the job schedule.
Ballots link The number of ballots or votes that have been run for this OMC. Click to view ballot history or create a new one.
Merges link The number of mail merges sent to contacts in this OMC. Click to view merge history or start a new communication.
Expected Units number The total number of units anticipated in this development. Used to flag discrepancies when the actual unit count differs from the legal structure.
Year End Month picklist The month in which this OMC's financial year ends. Combined with Year End Day, this determines when annual accounts are prepared.
Year End Day picklist The day of the month on which this OMC's financial year ends. Combined with Year End Month, this sets the annual accounts date.
Actual Units link The actual number of units registered in this OMC. Click to view the full list of units in the development.
People link The number of contacts registered in this OMC, including owners, residents, and keyholders. Click to view or manage contacts.
Docs link The number of documents stored against this OMC, such as leases, accounts, or meeting minutes. Click to browse the document library.
Manager picklist The team member responsible for day-to-day management of this OMC. Used to filter the "My Managed OMCs" view.
Administrator picklist The team member acting as company secretary or administrator for this OMC. Used to filter the "My Administered OMCs" view.
Finance picklist The team member responsible for finance and accounts for this OMC.
Caretaker picklist The caretaker or on-site staff member assigned to this development.
Slug text A short, URL-friendly identifier for this OMC used in links and integrations. Typically generated automatically from the OMC name.

Examples

Section titled “Examples”

Creating an OMC

Section titled “Creating an OMC”

Create the OMC record, run the Setup action to initialise the team and default settings, then download the Excel import template to prepare your data.

Create OMC Team [create-omc]
slideshow

Create OMC Team [create-omc]
  1. Click [Owners' Management Companies] on the main menu
  2. Click on the new button to show options
  3. Select [New OMC] from the new options menu
  4. Enter [The Grand OMC] into the [Name] field
  5. Select the type of OMC you want to create
  6. Enter [The Grand OMC CLG] into the [Legal Name] field
  7. Enter [test-omc] into the [Slug] field
  8. Select manager for new OMC
  9. Select year end month
  10. Select year end day
  11. Enter address for the OMC
  12. Click on the save button
  13. Click the [Download Template] action
  14. Enter the first line of address for unit addresses (e.g. Castle Way)
  15. Select Full Samples to generate unit data with addresses, type, size, bedrooms, floor and car park data
  16. Select Full Samples to generate realistic owner contacts for the first 10 units
  17. Check to populate the budget codes sheet with a typical OMC chart of accounts
  18. Check to add one sample supplier per expense category
  19. Check to generate previous year service charges with receipts for all units
  20. Check to generate purchase invoices and payments for the previous year
  21. Click Download to generate and save the Excel import template
  22. Click the [Complete Setup] action
  23. Click on the save button to create the team and complete setup

Importing Units

Section titled “Importing Units”

Use the Excel template to bulk-import the unit list for a new OMC, including type, category, area, and size information.

Import Units [create-omc-import-units]
slideshow

Import Units [create-omc-import-units]
  1. Click [Settings / Imports] on the main menu
  2. Select Unit Import to load units from the CSV extracted from the Excel template
  3. Upload the units CSV file extracted from the Excel template
  4. Select row 2 as the first data row — row 1 is the header used for column auto-mapping
  5. Map the empty Category value to none — units will be imported with no category assigned
  6. Skip the Area/Block column — areas can be assigned to units after import
  7. Map the empty Core value to none — units will be imported with no core assigned
  8. Skip the NrCarSpaces column — car space counts can be updated after import
  9. Click Proceed to validate all mappings and submit the unit import to the server

Importing Contacts

Section titled “Importing Contacts”

Bulk-import the initial set of owner contacts and link each one to their unit with the appropriate role.

Import Contacts [create-omc-import-contacts]
slideshow

Import Contacts [create-omc-import-contacts]
  1. Click [Settings / Imports] on the main menu
  2. Select People to import contacts from the CSV extracted from the Excel template
  3. Upload the contacts CSV file extracted from the Excel template
  4. Select row 2 as the first data row — row 1 is the header used for column auto-mapping
  5. Map Field7 (Surname column) to Person Last Name
  6. Click Proceed to submit the contacts import to the server