Community documents — Minutes, rules and contracts at every member’s fingertips

Community documents bring together minutes, rules, bylaws, contracts, budgets and notices in one place, so every member has them at hand on the website and in the app without asking by email. It is an Apoing Pro feature that is free for now.

Where they are

On the website, administrators have it in the Management panel, Community life section, Documents. Members see it in their community (Communities), on the Documents card and, as soon as there is a document they can view, also in the menu under Communities › Documents and in the community's shortcuts on the home page.

In the app, members have it in Home › My communities: press Open on your community and go to Documents (if there are any, the community card also shows “N community documents”). Administrators, in Manage › Community life › Documents.

Uploading a document (administrators)

1. Choose the file: PDF or image (JPG or PNG), up to 9 MB. For a paper document, a clear photo or a PDF scan works. On the website, press Upload document. In the app, tap Upload document to choose a PDF from your phone, take a photo or pick one from the gallery.
2. Give it a title (it is filled in with the file name) and choose the folder: minutes, rules, bylaws, contracts, budgets and accounts, notices or other.
3. Optionally, add the document date (for example, the meeting date) and a description.
4. Choose who can see it:
   • All members of the community.
   • Administrators only: for drafts or internal board documents.
   • Only these groups: for example, one building block or the owners, if you have them as user groups.

When you upload it, the Let those who can see it know box is ticked: everyone who can see the document gets a notice with the title, folder, file type, dates and description. It always appears in their Notifications and, depending on what each person has chosen in their notification preferences, also as a push notification or by email. The document itself is never sent: it is opened in Apoing, with each person's account. If you don't want to notify (for example, when uploading old documents), untick it.

Afterwards you can edit the title, folder, date or who can see it without uploading it again, or delete it. A community can have up to 300 documents.

Viewing documents (members)

You will see the documents the administration shares with you, sorted by folder and from newest to oldest. You can search by title or description, open them in the browser or download them.

If a document belongs to a meeting, it says “Meeting of…” underneath or, if it is its minutes, “Minutes of the meeting of…”; tap it to go to that meeting. Minutes are added from the meeting itself: see Community meetings.

Privacy

• The community is responsible for what it uploads, and Apoing only stores it and shows it to whoever the community indicates, under the data processing terms in our Terms.
• Don't upload full ID card copies or health data (medical reports, disability certificates…). If a document includes them, cover them before uploading: health data is specially protected under the GDPR, an ID card copy makes it easier to impersonate that person, and the community hardly ever needs them. The notice also appears next to the upload button, on the web and in the app.
• If a document contains other personal data (names, debts…), choose carefully who can see it and don't upload more data than needed. Documents are never public: only authorised members see them.
• Photos are stored without location or camera data.
• If whoever uploaded a document closes their account, the document stays in the community without their name. If the community is deleted, all its documents are deleted.