Document management
Documents in OpenResi are an archive of records and evidence of the HOA's operation. The module is currently partially implemented — some documents are generated automatically, others still require an external solution.
A full-fledged central "Documents" section with an upload form, categorization, and archiving will be added in the next phase. Watch for announcements on the dashboard.
Currently supported document types
1. Voting minutes (automatic)
OpenResi automatically generates a PDF of the minutes after every closed vote.
How to access the minutes:
- Voting in the side menu
- Open a closed vote
- Click "Download minutes (PDF)"
Contents of the minutes:
- Header data (resolution title, dates, initiator)
- Vote table with shares
- In case of co-ownership: a sub-table with individual co-owners and resolution
- Overall result + quorum status
- Audit hash of each vote
- Citations of § 14 and § 14b zákona č. 182/1993 Z. z.
Who can download:
- Chairman (admin)
- Vote counter
- Owner (after the vote is closed or after submitting their own votes)
2. Photos of paper votes
In the vote detail you will find a "Paper vote photos" gallery — all ballots that the vote counter recorded. They serve as visual evidence in case of a dispute.
Details in Paper voting.
Planned document types
These types do not yet have their own UI, but OpenResi has the database structure prepared:
| Type | Use | Who will upload |
|---|---|---|
| Annual billing | Annual statement of costs and the fund | Manager / chairman |
| Contracts | Contracts with suppliers (water, heat, elevator, internet) | Chairman |
| Technical reports | Inspections of electrical, gas, elevators | Chairman |
| Bylaws and rules | House rules, HOA bylaws | Chairman |
| Requests and complaints | Correspondence with authorities or suppliers | Chairman |
| Unit documents | Signed unit agreements, powers of attorney | Chairman |
In the future, every document will have:
- Title and description
- File (PDF, JPEG, PNG, XLSX)
- Visibility scope — whole building / entrance / specific unit
- Author (who uploaded it)
- Date created
Current recommendation for chairmen
Until the module is ready, archive documents outside OpenResi:
- Cloud storage (Google Drive, Dropbox, OneDrive) — share links in posts
- Email archive — from the HOA email inbox
- Paper archive — the required minimum for legally important documents (minutes, ballots, contracts)
In bulletin board posts (categories info and event) you can attach a link to a document in cloud storage — owners download it with a click.
External integrations (API)
In Settings → External connections you can generate API keys for connecting to external systems:
- read — read-only access to data (e.g. a reporting tool)
- read_write — read + write (e.g. an accounting system recording payments)
- full — full permissions (currently for internal tools)
This is useful, for example, for integration with accounting software or a management company that prepares your annual billing.
An API key is equivalent to the chairman's password — store it securely and never send it by email in full. If a key is leaked, immediately revoke it in Settings and generate a new one.
Archiving at the end of a term
When changing the chairman it is important that:
- The new chairman receives the complete document archive (paper + digital)
- API keys are revoked and regenerated for the new chairman
- The new chairman receives the admin role in OpenResi (via an existing admin or, in an emergency, via support)
A detailed handover procedure will be part of the upcoming templates and checklists for HOAs.