Collecting maintenance from society residents is a challenge faced by all Admins. And why do you exactly dread this? Because some people simply forget it every month, and some detest the idea of paying their dues. This is why MyGate has made some updates to solve this issue for you and your residents. You can now trigger notices during invoice generation to ensure that the communication reaches out to all society residents. You can also publish the list of defaulters via the Notice Board to inform all the flats about the pending dues. 

How will you benefit?
1. Keep society residents up to date with invoices or any pending dues reminders using the notice board.
2. Easily generate, attach and send defaulters list to society residents on the Notice Board.
3. Reduce the number of defaulters in the society.

Invoice Notifications

How to enable the “Notice” option for invoices on the Dashboard?

• Go to “Accounts” 
• Click on “Invoicing” 
• Click on “Member Invoices”
• Under the “Notify Via” column of the particular invoice template, enable the “All Residents” option for the Notice.

Note:  Only Admins can enable this option via the dashboard. They can also view all the notices triggered under “Communications -> Notice Board”. The Notice will be triggered for all flats, even if the invoice is created only for specific flats.

How does it work?

1. Enable this option on the dashboard. Once enabled, whenever an Invoice is generated (manually or auto-triggered), the residents will be notified via the Notice board.
2. Further, the residents can check the invoice and click on the “Pay Now” option on the Notice to make the payment. 
3. Residents will be able to view the invoice as soon as it is triggered, without having to open the email or SMS.

Defaulters List

How to auto-trigger overdue defaulters notice?

• Go to “Accounts”
• Click on “Dues and Receipts”
• Click on “Dues”
• Under “Send email & SMS to all houses”, scroll down to “Overdue Defaulter”
• Click on the “Change” button
• Select the “Notice” check-box (SMS/Email can also be selected)
• Update the “Frequency” and “Start Date”
• Click on “Save”

How to directly send Overdue Defaulter Notice?

• Go to “Accounts”
• Click on “Dues and Receipts”
• Click on “Dues”
• Under “Send email & SMS to all houses”, scroll down to “Overdue Defaulter”
• Click on the “Send” button next to “Overdue Defaulter”
• Select the “Notice” check-box (SMS/Email can also be selected)
• Click on “Send”

In continuation to our efforts in improving usability, establishing effective communication, and reducing the operational efforts in the system, we have identified and rectified the following product gaps and also added certain other enhancements in the product.

Companion feature now linked with partial Booking

Companion feature is now linked with partial booking so that even the count of total companions is considered under the max capacity of the slot. Also, as part of this feature, we also started displaying the remaining capacity of the slot so that people can plan better before booking a slot.

Dashboard view:

Resident app:

Edit the timing of a booked slot

To improve the market penetration in the amenities module, we have now facilitated editing the timing of a booked slot. Now the residents can change the already booked slot to a different available slot without canceling and going through the entire process of booking again. 

Dashboard view:

Resident app:

Add a sub-ledger while booking a new inventory/asset

To reduce the steps in the process of adding a new inventory or assets, we have brought a new provision where the asset or inventory sub-ledger can be directly created during booking expense or PR/PO/RFQ creation. This will eliminate the extra process of going to the chart of accounts and creating a ledger first and then returning to the purchases module. The ledger can be created on the fly while creating an entry on purchases. 

Dashboard view:

Expense – Paid Expense item listing

In order to improve the user experience, we have introduced paid expense listing on the book expense listing page. Earlier, the book expense entry used to vanish once the payment is made and only reports were the only way to get the information regarding the expenses booked.

Hyperlink addition to the FY section on the dashboard

To ease the process of changing the financial year, the financial year display at the top of the screen has now been converted to a hyperlink. Any user can click on this financial year and the user will be directed to the Financial year setting page. 

Search for the house owner’s name in the search bar on the dues page

Now the users will be able to see and search with the owner name on the “select house option” on the dues page. Searching with the owner’s name or flat number provides more flexibility to the accountants and managers to search for the details of a specific flat. 

View the template title, next bill number & number of bills during invoice generation

Now the admins can see the invoice template title, next bill number, and the total number of bills on the bill generation page and this improves clarity and user experience. Moreover, the users can make necessary changes in case, before proceeding with the actual invoicing process. 

Addition of loader on high traffic reports

As part of improving the user experience, we have introduced loaders in all high traffic reports. The loader will prevent the user from clicking again and again and thereby leading to system failures.

Prepaid societies: Disclaimers on the app

Again as part of improving the user experience, especially for prepaid societies, we have added certain disclaimers to the app. The current disclaimer is changed to improve the clarity. Moreover, the date and time are introduced to consumption to provide clarity to the user. This will actually help us in reducing the tickets related to prepaid. 

Sqft & BHK data as view only in ‘Billing Details’

Sqft and BHK details are now introduced in billing details for verification. We have also added a house filter for easy filtration.

Vouchers – Ledger & Period filter

Ledger and period filters are introduced in vouchers to improve the usability and user experience. 

Other Changes 

Automatic cursor placement & tab action:- As part of improving user experience, we have introduced automatic cursor placements and ‘Tab’ functionality in all popup screens. This will be beneficial for users who manage things mostly with a keyboard. 

Prepaid – Setting to disable consumption listing from the app:- A new setting has been added to prepaid to disable the consumption listing from the app. This setting will be very helpful in case of problematic meter companies that share wrong consumption details with us.

Line break in forums:- For better user experience we have introduced line break in forums.

MyGate, India’s leading community management platform, today announced the launch of a silent and secure delivery experience for its users. This will enable its users to approve the entry of delivery executives without any interaction with the main gate and further strengthens the security protocol at MyGate communities. For this first-of-its-kind feature, MyGate has partnered with multiple e-commerce brands, including Swiggy, Zomato, Dunzo and Grofers.

How ‘Silent and Secure Delivery’ Works

MyGate’s users must enable the feature for auto-approval of deliveries from their preferred brands. For each delivery to the user, the brands will then share the assigned delivery executive’s details with MyGate.

On their arrival, the delivery executive need only share a phone number with the guard at the main gate for a quicker check-in, creating a seamless experience for the user and ensuring that only the delivery executive originally assigned by the e-commerce player is authorised to enter the community.

Three-Month Pilot

During a three-month pilot in Bengaluru, residents used the feature over 1 million times. In comparative trials, it was found to reduce the check-in time to under 15 seconds from up to 3 minutes earlier, thereby creating a hassle-free experience for delivery executives and enabling brands to significantly improve on an otherwise time-consuming component of last-mile delivery.
MyGate will now roll out the feature to communities in 9 other cities it is present in, including New Delhi, Mumbai, Kolkata, Chennai, Pune and Hyderabad.

Speaking about the new feature, Vijay Arisetty, CEO & Cofounder, said, “Our objective is to simplify urban living by reducing the friction of every interaction within a gated community. With e-commerce now integral to the daily routine, and delivery numbers increasing every day, a silent, secure entry procedure was essential. Through these partnerships, our communities will experience smoother, safer deliveries and a reduction in gate congestion.”

Founded in 2016, MyGate is an end-to-end community management solution that enables over 500,000 homes in 2,500+ gated communities to manage their deliveries, daily staff, visitors, society payments and communications in a click. The company raised Series A funding of $9 million in a round led by existing investors, Prime Venture Partners.

Delhi-NCR is the fastest developing urban hub of North India. While the premium and mid-range housing projects are predicted to pick up by 2020, the focus has been strengthened on affordable housing, a segment that is slated to be the future of real estate in the Indian economy. The government’s agenda for ‘housing for all’ has fueled the movement since 2018 on a massive scale and with private companies in the mix, a sizeable number of housing projects have been initiated in the region.

If you’re about to form a housing co-operative society in Delhi NCR, you should be aware of the basic procedure of registration which has specific requirements according to the Delhi Co-operative Societies Act. Nevertheless, the procedure is hassle-free if you follow this step-by-step guide.

What are the prerequisites to form a housing society in Delhi NCR?

The Delhi Co-operative Societies Act, 2003 states that at least 15 Promoter Members are required to apply for registering a society. Anyone who is a member of any other co-operative with similar objects cannot apply. The applicant should belong to different families should have been a resident of the National Capital Territory of Delhi for a minimum period of three years at the time of applying for membership in such a society. The Registrar inspects if the society is economically sound and follows viability norms in accordance with the laws.

The procedure to form a housing society in Delhi NCR

Selection of Chief Promoter: Those members who intend to start a co-operative should get together and form a working committee and select a Chief Promoter.

Name Reservation: The promoter members have to select a name for the society. A specific clause in the Act states that the name should be such that it should reflect no discrimination of gender, social, inequality, racial, political ideology and also consider religious sentiments.

Open a bank account: Promoter members should collect the share capital, entrance fees and open a bank account in the name of the proposed society. In case of a co-operative bank, prior written permission of the Reserve Bank for registration will be needed by the Registrar.

Submit Registration Proposal: The next step is to submit an Application for Registration, the form for which is available here.

Documents required for Registration

• Four copies of the proposed bye-laws of the co-operative society signed by each promoter member
• List of promoter members along with their name, address, profession, monthly income, proof of residence including ID proofs attested by Gazetted Officers
• A copy of bank account passbook with the address of the bank
• A certificate from the financing bank to the effect that the amount of the share capital raised by the promoters has been deposited in the name of the cooperative society
• Confirmation of availability of land from land allotting agency. You will also need to send copies of ownership documents of land owned by the promoter members along with the certificate of residential land use for group housing from the relevant local body.
• A list of promoters members who have contributed to the share capital together with the amount contributed by each of them, and the entrance fee paid by them
• The scheme showing the details of working of the cooperative society
• A declaration on oath from each of the promoter members stating he is not a member of the family of any other promoter joining in the application for registration
• An affidavit from each promoter member is required to be submitted along with the application form
• Each promoter member should submit a certified resolution which shows they have adopted the bye-laws
• Any other documents specifically requested by the Registrar

Receive acknowledgement from Registrar
Upon receiving the application, the Registrar assigns a serial number to it and issues an acknowledgement. The documents are verified and application is processed by the Registrar within a period of ninety days from the date of receipt. While it is under review, the Registrar allows a period of one month to the promoter members to modify the proposed bye-laws before finally registering the co-operative society.

Receive Registration Certificate
Once the Registrar is satisfied with the application, it issues a certificate which is evidence that the society is duly registered as per the Act. The Registrar also provides to the co-operative society, a copy of the bye-laws duly approved and registered by him.

Managing Committee and Resident Welfare Association

Every co-operative society should commence its business within 180 days from the date of its registration and form a managing committee to look after all affairs of the co-operative.

Additionally, In Delhi NCR, co-operative societies form a Resident Welfare Association for each colony, a block or a pocket of the colony, the formation of which is voluntary and the intention of which is to represent the interests of the residents. It has to function under the Managing as a sub-committee that is formed to help the management of the society but have no statutory powers. However, they do have a governing body to manage the day to day affairs of the co-operative.

How much does it cost to Register a co-operative society in Delhi NCR?

Minimum share capital required (commonly known as a deposit) to form a housing society is Rs. 60,000 which has to be raised by the promoter members first. The registration fee for Housing Society is Rs.2,500/- and for general Society is Rs.1250/-.The admission fees are mutually decided by the promoter members and the amount is usually fixed at Rs 500, but could be more or less. If you hire legal services for registering a society, it could cost anywhere between Rs 25,000 to Rs 35,000.

Address and contact details

Office of the Registrar of Co-operative Societies

Sansad Marg, Old Court Building, Janpath, New Delhi, Delhi 110001
Phone: 011 2374 4492

Registrar of Cooperative Societies, Delhi, West
Lawrence Road, Old Middle School Building, Rajauri Office, Rampura, Delhi 110035

Is it mandatory to register a co-operative society in Delhi NCR?

It is not mandatory to register a housing society. However, to be protected under the statutes of law and to avoid being embroiled in lengthy and expensive legalities in case of disputes, it is highly recommended to register your society.

A lease deed is basically a rental agreement made when a property is being used by someone other than the property owner. It is an agreement between the landlord or property owner and the tenant of that property.

The owner of the property is renting or leasing out their property and with that, there will have to be certain stipulations followed to protect both the landlord and the tenant from facing any losses.

This legal contract states all the terms and conditions that both parties have to abide by while the lease is valid. Lease deeds are required to be registered when the time period of the lease is greater than 11 months.

What is a lease deed?

A lease deed is an agreement or contract between the owner of a property (the landlord), also known as the lessor, and the tenant or lessee of the property. This contract will contain all the terms and conditions to be followed while that property is being rented out to that particular tenant. These terms and conditions include the rent to be paid monthly, the time the rent will be paid each month, obligations of the landlord and tenant regarding maintenance and bills, security deposit to be made, etc. A lease deed is usually drafted and needed if a property is to be rented out for an extended period of time. This document needs to be registered by law when the time period of the lease is more than 11 months.

What is included in the lease deed?

The terms and conditions in a lease deed are extremely important and need careful consideration as these determine what can and cannot be done during the lease period. Here are some of the important details that should be included in a lease deed:

• Details of the property. This includes the area, location, address, structure, the furniture in the property as well as the furnishings present.
• The duration of the lease. The time period for which the lease is valid and provisions for the lease renewal. The terms and conditions for renewal of the lease deed also need to be provided.
• Rent, security deposit and maintenance that has to be paid by the tenant need to be stated. The due date of these payments should also be included.
• The interest and penalty in case the payments are delayed should also be stated.
• The payment details that need to be made by the tenant monthly basis (electricity bills, water bills, utility costs, etc.) should be stated in the lease deed.
• Any clauses for the termination of the lease should be mentioned. Other reasons for which the contract may be canceled should be stated. These could include breach of contract, illegal activities on the property, damage to property or the failure to pay monthly rent.

What is the difference between a lease deed and a lease agreement?

A lease agreement will usually state all the general aspects of the lease. These may include the lease duration, the monthly rent payable, the renewal clauses, etc. A lease deed will also include all the details concerning the typical day-to-day operations of the lease.

Documents required for lease agreement registration

It is extremely important to register a lease agreement as this helps prevent disagreements and disputes between landlords and tenants in the future. If all the terms and conditions are drawn out clearly and agreed upon, then both parties can refer to this document if any disagreements occur regarding the lease. The lease agreement can be registered at the sub-registrar’s office. The registration needs to be done at least four months prior to the date of the expiration of the deed. In case of expiry, a fresh lease deed needs to be drafted.

These are the documents that are required for lease deed registration:

• Identity proof of the landlord and the tenant. This can be Aadhaar Card, driving license, PAN card or passport, etc.
• Address proof of both parties – tenant and landlord.
• Passport-sized color photographs of the authorized signatory (both landlord and tenant).
• Company PAN card and company seal/stamp if the property is commercial property.
• The original evidence of ownership or the title of the property that is being leased.
• Property documents including Index II or the tax receipt of the property that is being leased.
• Route map of the property leased out.

Is lease deed registration mandatory?

Lease deed registration is mandatory when the lease period is more than 11 months. According to the Registration Act, 1908, property that is being leased for residential, commercial, cultivation, hereditary allowances, or fisheries purpose, needs to be registered, if it is being leased for more than 11 months. This law is enforced in all states of India except for Jammu and Kashmir. If a lease deed is set for less than 11 months then it does not need to be registered.

Why are lease deeds for 99 years?

The development authority usually gives development rights of land to a builder for a 99-year lease. This suggests that the person who has the leasehold land will own it for 99 years. After this, the ownership of the land is passed back to the landowner.

These long-term leases govern the transfer of land or property and the uses of that land or property. The time is set at 99 years as this period is thought to be a safe choice, for it should cover the lifetime of the lessee as well as protect the lessor’s ownership of the land.

Lease deed format

Here is an example of the lease deed format:
https://jamabandi.nic.in/DeedTemplatesNew/English/Lease%20Deed.pdf
Source: https://jamabandi.nic.in/

Stamp duty on a lease deed

The stamp duty to be paid on lease deeds will differ from state to state in India. The stamp duty is decided by the revenue department of each state. For example, in Maharashtra, the stamp duty is set at 0.25 percent of the total rent for the lease period. In West Bengal, the stamp duty on all lease deeds is Rs. 200. In Punjab, stamp duty is 8% of the annual average rent amount for a lease that is 1 to 5 years, and 3% of of the annual average rent amount for a lease that is 5 to 10 years.

Is your split AC not cooling enough this summer?

Summers are undoubtedly one of the most dreaded seasons in India. They are hot and humid and drain our energy fast. Moreover, with increasing pollution and global warming, rising spells of heatwaves have become quite common. Living without an AC feels like a punishment. And when your AC doesn’t cool, the way it is supposed to, it gets all the more frustrating.

Split ACs in India are usually operated during summers and then left unattended till the summers next year. Which is why, it is important to take care of your split ACs and get them timely serviced rather than facing any problems whatsoever in future.

5 Split AC problems and their solutions

Split system air conditioner problems are also fairly common. In this article, we have listed the five most common split air conditioner problems and their solutions to make your life easier:

1. Lack of cooling

Split ACs are efficient in cooling; however, if your AC is not working at an optimum speed and taking time to cool your space, there might be one or more issues. Thermostat anomalies, uncleaned air filters, clogged condensate drain or formation of ice on the AC’ evaporator coils could be some of the probable issues. One or more of these may be causing your AC to delay the cooling. Remember when we said ACs are usually left unattended for long!

Solution: Check if the thermostat is set to the minimum temperature. It should be below 5°C or in ‘cool’ mode. You can set it to the least temperature and check if the AC is cooling properly. If this does not work, then clean the air filter and drainage pipes, as these might be the reason for the problem. If you do not find any difference in cooling after 10-15 minutes, it’s time to get professional help.

2. Thermostat glitches

A thermostat is an internal control unit that allows you to regulate the correct temperature based on your needs. Airflow is typically controlled via remote control or knobs on the device itself. If the thermostat fails, you will be unable to control the temperature and may harm the split AC unit.

Solution: You can check if the thermostat is set to the minimum temperature. You can do it yourself by setting it to the lowest possible temperature. However, please make sure to check the manual and guidelines properly before you do it on your own. If your AC still does not function properly, contact a service engineer as soon as possible.

3. Mold in the AC

Molds are fungi that thrive in moist environments. Split system air conditioners have an ideal ambient temperature for growth. This can cause a variety of health problems, so it is best to get this sorted as soon as possible.

Solution: This issue can be resolved only by a service technician, as this requires deep cleaning of the entire AC. Should such problems arise, you may call MyGate to resolve your split system air conditioner issues.

4. Refrigerant leakage

The refrigerant, or commonly known as AC gas, plays a vital role in cooling the space where the AC is installed. This gas or refrigerant is stored under high pressure, and as a result, the copper pipes may get damaged or develop holes, which may cause leakage. In another scenario, if the level of refrigerant or AC gas in your split air conditioner is low or if the gas has leaked due to some reason (such as reinstallation in a different room or a new place), it may not function as effectively.

Solution: This problem is common in the coastal regions with excessive levels of humidity or industrial regions where air pollution is high. This issue would need professional assistance, as it involves conducting thorough checks on the indoor and outdoor units, as well as the channels that connect both of them for possible leaks. This would also require refilling the AC gas to ideal levels. We recommend contacting a specialist to resolve this issue.

5. Unpleasant smell upon switching on the AC

This is another common issue with split air conditioners. When you switch your aircon on, it starts emitting an unpleasant smell.

Solution: This is a common issue with old air conditioners that do not get serviced frequently. This characteristic foul damp smell is due to the AC’s drainage system when there is dirt and grime in the drainpipe and the water does not properly flow out of the drain pipe, leaving water on the AC’s drain tray. You can solve this problem by cleaning the drainage system or booking a split AC repair service to get it done by a professional.