SocietyOS ERP Process Flow & User Guide
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🚀 Open Live ERP Portal
Enterprise Operations Manual

SocietyOS ERP End-to-End Workflow Manual

Welcome to the comprehensive, step-by-step operational handbook for SocietyOS ERP. Designed specifically so novice users, residents, committee members, accountants, and security gatekeepers can seamlessly navigate, operate, and govern residential cooperatives with zero ambiguity.

14 Core Modules Multi-Module ERP
6 Role Personas Granular RBAC
Zero-Trust JWT Token Security
1-Click Fast Pass Instant Gate Authorization
🎭 Explore Workflows By Your Role

Click any role below to highlight the exact daily steps relevant to your persona.

🔐 3. Authentication, Persona Switch & Single Logout

How to log into SocietyOS, switch personas for testing, and properly terminate your session.

Security Standard
1
Initial Access & Auth Gate Lock All Users
When you first open SocietyOS (or after signing out), the application defaults to a secure Locked Auth Gate state.
  • The left navigation menu displays 🔒 NAVIGATION LOCKED to protect community privacy.
  • Clicking any navigation item or quick action automatically alerts you to authenticate first.
2
1-Click Persona Quick-Login Demo & Daily Users
For rapid evaluation and daily ease, the Auth Gate features instant 1-Click Role Persona cards:
  • Click 👑 Super Admin for multi-tenant and master configuration access.
  • Click 🏛️ Chairman (e.g., Vikram Singhania) for approvals, AGM, and operations hub.
  • Click 💰 Treasurer (e.g., Pooja Mehta) for billing, financial ledgers, and BRS reconciliation.
  • Click 👮 Security Guard (e.g., Ramesh Shinde) for gate passes and visitor logs.
  • Click 🏡 Resident (e.g., Amit Deshmukh - Flat A-402) for dues payment and visitor passes.
Alternatively, enter your official work email and password and click Sign In to SocietyOS ERP.
3
Single Official Logout Location Session Termination
Per enterprise design standards, there is strictly ONE official place to log out:
  • Look at the Top-Right Corner of the screen at your user profile badge.
  • Click the card to open the dropdown menu.
  • Click the red item: 🚪 Sign Out Session.
  • Your session JWT token is immediately revoked from memory, and the screen returns to the locked Auth Gate.
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Notice: The sidebar navigation is dedicated solely to functional modules. You will never find duplicate logout clutter on the sidebar.

🏢 4. Society Onboarding & Master Data Setup

One-time setup required when bringing a housing society onto the platform.

Administrative Flow
1
Configure Society Profile Chairman / Super Admin
Navigate to 🏢 SOCIETY ➔ Society Profile & Setup.
  • Enter Society Legal Name, Registration Number (under Cooperative Societies Act), and Address.
  • Set Billing Preferences: Currency symbol (₹ INR), financial year cycle (April to March), and default maintenance calculation mode.
2
Add Wings & Unit Inventory Admin
Navigate to Wings & Units:
  • Create Wings (e.g., Wing A, Wing B, Wing C) with total floor counts.
  • Add Flats/Units (e.g., Unit A-101, A-102, B-201) specifying carpet area in SqFt, BHK configuration, and ownership type (Owner Occupied / Tenanted / Vacant).
  • Square footage is automatically used by the Billing Engine for area-based maintenance tariffs.
3
Gates & Parking Slot Allocation Security Admin
Navigate to Gates & Access and Parking Slots & Vehicles:
  • Register entry/exit gates (Main Gate, Service Gate, Rear Barrier).
  • Allocate covered and open parking slots (P-01, P-02) to specific unit numbers, mapping vehicle registration plates.

👥 5. Members, Domestic Helpers & Vendor Directory

Managing resident directory, daily helpers (maids/drivers), and approved vendors.

People Operations
1
Onboarding Flat Residents Committee / Resident
Navigate to 👥 PEOPLE ➔ Resident Directory:
  • Click + Add Resident.
  • Link member to their Wing and Unit Number.
  • Capture Mobile Phone (for OTP doorbell notifications) and Email (for e-Invoices).
2
Domestic Helpers & Biometric Pass Security / Resident
Navigate to Domestic Helpers:
  • Register household maids, drivers, cooks, and nannies.
  • Upload Aadhaar/ID proof and record Police Verification status.
  • Assign helper to one or multiple flats. The security gate will recognize their entry without disturbing residents repeatedly.
3
Vendor & Contractor Directory Facility Manager
Navigate to Vendors Directory:
  • Maintain verified emergency contacts (Plumber, Electrician, Lift technician, Pest control).
  • Residents can view approved vendor contacts directly from their resident console.

🛡️ 6. Gate Security & Visitor Pass Workflow

Step-by-step visitor authorization, entry logging, and doorbell verification.

Security Lifecycle
1
Visitor Arrives at Gate Security Guard
Visitor approaches the society security booth.
  • Guard clicks ⚡ Quick Actions ➔ 🛡️ Issue Visitor Pass or visits Gate Security & Visitors.
  • Guard selects destination Flat (e.g., Unit A-201) and selects Category: Guest, Delivery (Amazon/Swiggy), Cab, Service/Maintenance.
  • Guard enters Visitor Name, Mobile Number, and Vehicle Registration (if any).
2
Doorbell Intercom & Resident Approval Resident Flat Owner
The system triggers an instant intercom notification to the resident:
  • Resident receives an in-app alert or doorbell chime on their phone.
  • Resident clicks Approve Entry or Deny Entry.
  • Guard console updates in real time to APPROVED (Green). Barrier opens.
3
Pre-Approved Fast Pass (No Gate Waiting) Resident VIP Guest
Residents planning parties or expecting guests can pre-approve them:
  • Resident opens Pre-Approved Fast Passes.
  • Generates an instant 6-digit Fast Pass code (or QR pass) valid for today.
  • Visitor simply flashes the code at the gate; guard checks in with 1 click. Zero delay.
4
Visitor Exit & Overstay Detection Guard / System
When the visitor departs, guard clicks Mark Checked Out.
  • Visitors remaining in the society longer than 4 hours without exit trigger an Overstay Alert on the security dashboard.

📦 7. Parcels & Courier Inwarding Workflow

Managing unattended deliveries at the security desk with secure OTP handover.

Courier Management
1
Delivery Courier Received at Gate Security Guard
Delivery partner leaves a package for an unavailable resident:
  • Guard navigates to 📦 PARCELS ➔ Parcel Dashboard & Inward.
  • Click + Inward New Parcel.
  • Select Unit Number, Courier Company (Amazon, Flipkart, Bluedart, Swiggy Instamart), and capture Tracking/AWB digits.
2
Automated Secure Pickup OTP Generated System Notification
The resident instantly receives a notification: "A package from Amazon is waiting at the Main Gate."
  • A unique 4-digit Pickup OTP is issued directly to the resident's portal.
3
Resident Pickup & Handover Verification Resident & Guard
Resident collects the parcel from the guard booth:
  • Resident presents the Pickup OTP.
  • Guard enters the OTP into the console to verify and close the parcel record.
  • Eliminates lost packages and dispute between residents and couriers.

🎫 8. Helpdesk & Maintenance Tickets

Resident service requests, SLA tracking, technician resolution, and closure.

Service Management
1
Raise Quick Ticket Resident
Whenever an issue occurs (e.g., water leakage, hallway light broken, elevator glitch):
  • Click ⚡ Quick Actions ➔ 🎫 Raise Quick Ticket.
  • Select Category (Plumbing, Electrical, Civil, Security, Lift, Housekeeping).
  • Select Priority (Low, Normal, Urgent, Critical). Describe the issue and attach photo evidence.
2
Auto-Assignment & SLA Timer System / Facility Supervisor
Ticket is automatically assigned to the designated facility technician:
  • An SLA countdown timer begins (e.g., 4-hour SLA for urgent leaks).
  • Executive Operations Hub reflects the open SLA counter for the Chairman.
3
Technician Resolution & Resident Rating Technician & Resident
Technician attends to the issue and marks the ticket Resolved with completion remarks.
  • Resident verifies work quality and clicks Close Ticket with a 5-star rating.

🏊 9. Amenities Booking & Clubhouse Reservations

Booking shared society facilities without double-booking or scheduling friction.

Community Amenities
1
Check Amenity Availability Resident
Navigate to 🏊 AMENITIES ➔ Book Facility / Slot.
  • Select Facility: Clubhouse Party Hall, Badminton Court, Tennis Court, Swimming Pool, Rooftop BBQ Deck.
  • Live visual slot calendar shows booked vs available time slots.
2
Slot Reservation & Deposit Resident
Choose the desired slot (e.g., Saturday 6:00 PM - 10:00 PM).
  • If the facility has an hourly fee or refundable security deposit, it is calculated automatically.
  • Click Confirm Booking Request.
3
Gate Security Sync & Guest Passes Security Desk
For party hall bookings, the resident can attach an authorized guest list:
  • Gate security is notified of the private function and authorized attendee names.

💰 10. Maintenance Billing, Payments & Double-Entry Accounting

Automated billing runs, payment reconciliation, BRS, and statutory financial ledgers.

Financial Engine
1
Configure Maintenance Tariffs Treasurer
Navigate to 💰 FINANCE ➔ Maintenance Invoices.
  • Choose billing model: Area-based (₹3.50 per SqFt), Flat Rate (₹4,500/flat), or Hybrid.
  • Configure statutory components: Sinking Fund (0.25% of construction cost), Repair Fund, Water Charges, Non-Occupancy Charges (10% on tenanted flats).
2
Execute Monthly Batch Bill Run Treasurer / Accountant
On the 1st of every month, click Generate Monthly Bill Run.
  • Invoices are generated for all active flats in under 2 seconds.
  • Digital PDF invoices are delivered to resident consoles and registered emails.
  • General Ledger automatically debits Accounts Receivable (Residents) and credits Maintenance Revenue.
3
Payment Collection & Instant Receipting Resident & Treasurer
Residents pay dues online or via cheque:
  • Resident pays via UPI / Netbanking: Payment auto-reconciles instantly.
  • Cheque / Bank Transfer: Accountant enters details under Payments & Receipts ➔ + Record Payment.
  • Instant stamped digital receipt issued to the resident; ledger auto-updates.
4
Bank Reconciliation Statement (BRS) & Reports Treasurer / Auditor
Navigate to Bank Reconciliation (BRS) and General Ledger & BRS:
  • Upload bank statement to reconcile cleared cheques against cashbook.
  • Generate one-click Balance Sheet, Income & Expenditure, and Defaulters Summary.

⚙️ 11. Machinery, Asset Register & AMC Maintenance

Protecting high-value society infrastructure (generators, lifts, STP plants).

Asset Management
1
Asset Register Inventory Facility Manager
Navigate to 🛠️ FACILITIES ➔ Asset Register:
  • Register society equipment: Diesel Generators, Passenger Lifts (Schindler / Otis), Water Booster Pumps, Solar Panels.
  • Record Serial Number, Date of Commissioning, Purchase Cost, and Warranty Period.
2
AMC Tracking & Renewal Reminders Committee
Navigate to AMC Contracts:
  • Track Annual Maintenance Contracts with service providers.
  • Automated reminders 30 days prior to contract expiry ensure equipment never operates without legal coverage.

⚖️ 12. Governance, Meetings, AGM & Digital Voting

Compliant committee management, AGM notices, quorum calculation, and voting.

Legal & Governance
1
Issue Meeting Notice & Agenda Secretary / Chairman
Navigate to ⚖️ GOVERNANCE & LEGAL ➔ AGM / EGM Meetings:
  • Draft meeting notice with mandatory 14-day notice period.
  • Publish Agenda items (e.g., Audit Report approval, Sinking fund revision, Solar installation).
2
Quorum Tracking & Digital Voting Committee & Residents
On meeting day:
  • Member attendance is tracked digitally; system verifies statutory quorum (e.g., min 20% attendance).
  • Residents cast secret digital ballots under Digital Voting & Polls.
  • Results computed instantly with full cryptographic audit trail.

🚨 13. Panic & Emergency Siren Broadcast

Zero-delay emergency alert system for fire, medical distress, or security breach.

Emergency Response
1
Triggering Emergency Panic Any Resident or Guard
In case of critical distress (Fire, Medical Emergency, Robbery, Lift Entrapment):
  • Click the highlighted red button: 🚨 Panic Siren Broadcast in Quick Actions.
  • Select Emergency Nature: Fire, Medical Emergency, Security Incident.
  • Click BROADCAST EMERGENCY SIREN.
2
Instant Security Action & Audio Siren Security Guard Console
Within 500 milliseconds of triggering:
  • High-decibel audio siren sounds on all gate security guard tablets and committee screens.
  • The exact flat number and emergency type are prominently flashed on the security hub.
  • Guards immediately dispatch emergency responders to the designated unit.

💡 14. Novice User Quick Reference Cheat Sheet

Quick lookups for common daily tasks — find what you need in seconds.

Quick Guide
I Want To... Where To Click Steps to Complete
Pre-approve a guest / party visitor Pre-Approved Fast Passes Enter guest name, set date, copy 6-digit code or WhatsApp the invitation pass.
Pay my monthly maintenance Maintenance Invoices Find your flat invoice, click Pay Now (UPI/Netbanking), and download the stamped receipt.
Report a plumbing or water leak ⚡ Quick Actions ➔ 🎫 Raise Quick Ticket Select Plumbing, set priority Urgent, describe leak, click Submit. Track technician arrival live.
Pick up my delivery parcel Parcel Dashboard Find your waiting parcel, note your 4-digit Pickup OTP, and show it to the security guard.
Book the clubhouse for a party Book Facility / Slot Select Clubhouse, click available date & hours, confirm reservation deposit.
Trigger an emergency alarm 🚨 Panic Siren Broadcast Select Fire / Medical, click Broadcast. Security guards are alerted in under 1 second.
Log out of my session safely Top-Right Corner User Card Click the user card dropdown in top-right, then click 🚪 Sign Out Session.