Property Managers & PMCs Hub

Pastrata empowers licensed property managers and management companies (PMCs) to run efficient building operations across their entire portfolio. Manage work orders, automate monthly strata fee collections, coordinate contractor quotes, verify incoming tenants, and ensure jurisdictional statutory compliance from a unified workspace.

Required Roles & Capabilities

Access to these features depends on your building role and assigned capabilities:

Quickstart (Getting Started)

1. Use the portfolio building switcher to navigate between managed strata corporations.
2. Check the Management Inbox for unassigned resident requests and contractor inquiries.
3. Review the Verification Queue to verify incoming owners, tenants, and lease filings.
4. Monitor monthly PAD fee collections and arrears reports under Finances.
5. Plan each building’s annual general meeting in AGM Studio: the deadline, the next task, who has it, and what stands in the way. The dashboard links straight to it.
6. Coordinate annual post-AGM council transitions and institutional continuity records under Council Continuity.
7. Review and fulfill statutory Form B and Form F certificate orders.
8. When logging a package under Packages, a unit's recipient list includes everyone who holds that unit, including members for whom it is a second unit.

Step-by-Step Guides

How to Review and Sign Statutory Certificates (Form B & Form F)

Fulfill legal certificate orders requested for property purchase and sale transactions.

1. Navigate to Management > Certificates (/[building]/management/certificates).
2. Orders display statutory countdown gauges tracking deadlines (7 business days for standard orders or a 24-hour clock for rush orders). Urgency flags highlight approaching and overdue statutory deadlines.
3. Click on a pending certificate order to view buyer, seller, strata lot information, and conveyancer payment receipt.
4. Pastrata automatically populates monthly fee rates, arrears, contingency fund balances, and rental disclosures.
5. For Form F certificates, review the automated financial audit checklist (ledger balance, unbilled bylaw fines, work order chargebacks under SPA s. 84, and payment plans). If debts exist, review the itemized solicitor holdback schedule under SPA s. 116 and explicitly acknowledge the holdback terms.
6. Review all fields and attach required attachments (depreciation report, insurance certificate, current budget).
7. Click Review & Digitally Sign to open the council officer signing modal. Select your officer capacity (President, Treasurer, Secretary, Council Member, or Property Manager), execute your stylus or typed digital signature, and affirm the statutory certification statement under penalty of law per BC SPA s. 59(1)/115.
8. Click Issue Official Certificate to finalize the order. Pastrata generates a unique 12-character Certificate Verification Code (CVC) (e.g. PST-8B92-K4F1), renders an authenticity QR code and verification URL in the certificate footer, computes a SHA-256 cryptographic tamper hash, permanently seals the record against alteration or regeneration, and dispatches an automated delivery email to the conveyancing notary or lawyer. Authenticity can be verified at any time at /verify-certificate.

Pro-Tip: The certificate's signature date is your building's local calendar day, so a certificate signed late in the evening is dated that day, not the next.

How to Set Your Certificate Fees

Choose what conveyancers, realtors and lenders pay when they order Form B and Form F certificates on your building's public certificate page.

1. Navigate to Management > Settings (/[building]/management/settings) and scroll to Certificates.
2. Enter the Form B fee, the Form F fee, the Form B + Form F package fee, the rush surcharge, and the per-page fee for bundled statutory attachments, in dollars.
3. Each fee saves when you leave the field. New quotes and orders use it straight away; orders already placed keep the fee they were charged.
4. Set a fee to $0.00 to charge nothing. An order whose total is $0.00 skips payment and goes straight to review.

Pro-Tip: In British Columbia the Strata Property Regulation caps these fees: Form B $35 plus up to 25¢ per page of attachments (s. 4.4), Form F $15 (s. 6.10), and no rush surcharge. Pastrata shows each maximum, won't save a fee above it, and charges no more than the maximum. The rush surcharge shows as not permitted rather than as a fee you can set.

How to Review the Building Audit Log (Property Managers & Council)

See who changed what in your building, and when. Requires the View audit logs capability (AUDIT_LOG_VIEW).

1. Navigate to Management > Audit Log (/[building]/management/audit).
2. The Building activity tab lists the building's recorded activity, newest first: member and unit changes, settings and permission changes, council and meeting records, regulatory guidance overrides and statutory records, finances, leasing, maintenance, documents, and your subscription. Each entry shows who did it and when; hover over the time for the exact date and time.
3. Where it applies, an entry also names the member and unit it is about and details such as the role granted or the reason given for overriding regulatory guidance. Actions taken through eConcierge are marked "via eConcierge".
4. Narrow the list with the Category filter and the From and To dates, then select Load more to see older entries.
5. Open the Manager actions tab to see admin actions and their approval status. Select an action to open it, and approve or reject it if it's pending and you're an eligible approver.

Pro-Tip: Actions by Pastrata support are shown as "Pastrata support", and automatic updates (such as scheduled reminders or payment provider changes) as "Automatic".

How to Manage Your Building from the Mobile App (Property Managers & Council)

On site and away from your desk? The Pastrata mobile app covers the most common building administration tasks.

1. Tap More in the tab bar, then Management. You'll only see this entry if you can view building settings or the audit log.
2. Tap Directory to look up members. Search by name or email, or filter by Owners, Residents, Council, PM, or Pending verification. Tap a member to see their email, phone, unit, relationship, verification status, and manager role.
3. Tap Building Settings to turn open join, owner verification of residents, and proof-document requests on or off. If you have view-only access, you'll see each setting's current value instead of a toggle. All other settings are in the web app.
4. Tap Audit Log. Building activity lists what happened in your building, newest first, with who did it, the member and unit it is about, and when. Filter by category and scroll to load older entries; the date filter is on the web.
5. Switch to Manager actions to review admin actions. Filter by status and scroll to load older entries. Tap an entry to open it, and approve or reject it if it's pending and you're an eligible approver.

How to Work Across Your Portfolio (Management Company Staff)

Staff of a management company reach every building in their company's portfolio as a property manager, without joining each building.

1. On the web, open your company's portal and select a building from Buildings to go to its management console. In the mobile app, tap More > Portfolio and tap a building to switch into it and open its management screens.
2. Tap an item in the mobile Inbox or the dashboard's action queue to open it in its building: a request opens in the building's inbox, and a verification opens the building's directory on its pending members.
3. Buildings from your company also appear in the building switcher, labelled with your company's name, so you can move between them like any other building.
4. If your company has assigned you to particular buildings, you'll see only those.
5. Open Messages in a building to find its Management channel, where you coordinate with the building's other managers. You're added when you start managing the building through your company and removed when that ends, and while you're out of it you can't read its history.

Pro-Tip: In a building you reach through your company you act as a property manager: you can't submit requests, book amenities, or pay on your own behalf there, and you can't grant or remove manager roles. If you also live in one of your portfolio buildings, you keep your resident features there through your own membership.

Pro-Tip: Managing your team, company settings, templates, billing and reports stays in the web portal.

Key Concepts & Building Policies

Multi-Tenant Security Boundaries

Pastrata enforces strict per-building multi-tenant isolation. Property managers only see data for buildings where they hold a verified management membership, or that their management company manages and they are assigned to. When a building leaves a management company, its staff lose access to it straight away.

Frequently Asked Questions & Troubleshooting

Why do some screens cite the Strata Property Act and others don't?

Statute citations (Strata Property Act, PIPA, Standard Bylaws) are British Columbia law, so Pastrata shows them only to buildings in BC. A building in another jurisdiction sees the same screens with neutral wording, and BC-only steps such as the post-AGM Form I filing don't appear.

Can management companies export financial data to external accounting software?

Yes. Pastrata includes export modules for major property accounting formats as well as CSV/Excel ledgers.

How does a building get added to my management company's portfolio?

Contact Pastrata. Adding a building gives your staff manager access to it, so Pastrata adds buildings to a company's portfolio once it has confirmed the company manages them. Your company's admins can remove a building from the portfolio themselves.

How will I know if an owner leaves Pastrata?

If an owner who is their unit's primary contact deletes their account, every manager who can update, deactivate and reactivate members gets a notification and an email. It includes the owner's name, unit, and the alternative email or phone they left. Update your records so official notices still reach them.

Related Guides

• Council Handover & Continuity
• Building Settings
• Maintenance & Requests
• Finances & Strata Fees
• Vendor Projects: From Council Decision to Paid Vendor
• Lease Management