Resident request portal
Residents log maintenance and common property issues with photos, location and urgency from any phone.
Building manager software: requests, contractors & access
Building managers: every request tracked to done. Fewer knocks, more done.
Requests come in by phone, email and a knock on the office door. Contractors get sorted by text, the key register is a dog-eared book and move-in day means two removalists fighting over one loading dock. We build request, contractor, access and booking systems for building managers that all talk to each other. Then we host them and look after them.
Looking for building management software that tracks requests, contractors and access in one place?
A building manager is the front desk, the maintenance coordinator, the security office and the noticeboard all at once. Most run it on a shared inbox, a mobile full of contractor numbers, a paper key register and a whiteboard of lift bookings. It holds together until a leak hits three floors on a Saturday or the committee asks what happened to that door closer from March.
Wollopit builds custom building management software around how your building actually runs. Residents log a request with a photo and get updates without ringing you. Contractors get a work order, sign in onsite and close the job with photos from their phone. Keys, fobs and access codes are tracked to a name. Lifts and docks are booked online with no double-ups. We connect to the strata and access systems you already use and look after the lot on our own servers.
01The problems
What we hear from building managers
Does your building management company have these problems? Here's how we'd fix them.
Most building managers we talk to know every resident by name and every quirk of the plant room. The admin is what wears them down, one phone call at a time.
- The problemRequests come from everywhereA call at 7am, an email at lunch, a note under the office door and a resident who stops you in the car park. Half of them never get written down.How we fix itOne request portal on any phone. Residents log it with photos and location. Phone and walk-up requests get logged in seconds by you.
- The problemResidents keep asking for updatesThe same unit rings three times about a dripping tap because nobody told them the plumber's booked for Thursday.How we fix itAutomatic status updates by SMS or email at each step: logged, booked, contractor onsite, done.
- The problemContractors coordinated by textJob details sent in a text, photos lost in your camera roll and no record of who turned up or when.How we fix itWork orders sent from the request with access notes and photos. Contractors accept, sign in and close the job with photos from their phone.
- The problemContractor paperwork out of datePublic liability expired last month, the SWMS is missing and nobody remembers if the new sparky did the site induction.How we fix itContractor profiles with insurance, licences and inductions on file. Expiry reminders go out and blocked contractors can't be dispatched.
- The problemKeys and fobs go walkaboutThe key register is a paper book, fobs get handed out and never come back and nobody knows who has the plant room key.How we fix itA digital key and fob register: issued to a name, signed for on screen, due back dates and overdue chasers.
- The problemAccess codes shared by textGate and door codes sent around by SMS, forwarded to mates and never changed after a contractor finishes.How we fix itTime-limited access codes and permissions per person or job, linked to your access control system where it allows it.
- The problemMove-in day clashesTwo removalists book the same lift by phone, the dock is blocked by a delivery and the lift padding never went up.How we fix itOnline lift, dock and car wash bay bookings with set time slots, bond payments, rules to accept and lift padding reminders.
- The problemNotices taped to the lift wallWater shutdowns and fire tests on an A4 sheet that half the building never reads, then complaints when the water goes off.How we fix itDigital notices to residents' phones and email by building, floor or group, with the lobby screen updated at the same time.
- The problemCompliance tracked on a spreadsheetFire equipment checks, lift servicing, backflow tests and pool inspections all due on different dates in different places.How we fix itA compliance calendar with reminders, contractors booked automatically and certificates stored against each item.
- The problemParcels pile up in the officeBoxes stacked to the ceiling, residents ringing to ask if something came and a signature book nobody can read.How we fix itParcel logging with a quick photo, an instant SMS to the resident and sign-off on collection.
- The problemCommittee reports done by handThe night before the committee meeting is spent copying requests, contractor jobs and costs out of emails into a Word doc.How we fix itMonthly reports that build themselves: requests by type, response times, open jobs, contractor spend and compliance status.
02What we build
Solutions
What we build for building managers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Request tracker
Every request on one board from logged to done, with priorities, due dates and a full history per unit.
Contractor work orders
Work orders sent with access notes, photos and quotes, accepted and closed by contractors from their phone.
Contractor compliance register
Insurance, licences, SWMS and site inductions on file with expiry reminders and automatic blocks.
Contractor sign-in
QR sign in and out at the building so you know who's onsite, where and for which job.
Key and fob register
Keys, fobs and remotes issued to a name, signed for on screen and chased when overdue.
Access permissions
Time-limited codes and access for contractors, cleaners and movers, linked to your access control where possible.
Lift and dock bookings
Move-in, move-out and delivery bookings with time slots, bonds, rules and no double-ups.
Facility bookings
Gym, BBQ area, function room, guest suites and car wash bays booked online with rules and limits.
Digital notices
Notices to residents' phones and email by building, floor or group, plus the lobby screen.
Compliance calendar
Fire, lift, backflow, pool and pest inspections scheduled, reminded and certified in one place.
Parcels and visitors
Parcel logging with SMS alerts, visitor sign-in and pickup sign-off at the front desk.
Incident reports
Incidents, damage and after-hours call-outs logged with photos, times and follow-ups.
Committee and strata reports
Monthly reports on requests, response times, jobs and spend, ready for the committee or strata manager.
A building website
A simple site for residents and owners with notices, bylaws, bookings and the request portal.
03The systems
The big ones
Your whole building, on one system.
These are the systems building managers ask us about most. Each one works on its own and they get properly useful once they're joined up.
Requests
Every request logged, tracked and closed.
Residents report a problem with a photo from their phone and it lands on your board straight away. You set the priority, assign it and the resident gets told what's happening without ringing the office.
- Request portal on any phone
- Photos, unit and location on every request
- Phone and walk-up requests logged fast
- Priorities and due dates
- Common property or lot owner flag
- Automatic resident updates by SMS
- Full history per unit and asset
- Repeat issue spotting
- After-hours urgent routing
Contractors
Contractors dispatched, onsite and accounted for.
Turn a request into a work order in one click, with access notes and photos attached. Contractors accept, sign in at the building and close the job with photos. Their insurance and inductions are checked before they're ever sent.
- Work orders from any request
- Accept and update from their phone
- Before and after photos
- QR sign in and out onsite
- Insurance and licence expiry alerts
- SWMS and site inductions on file
- Quotes and approvals
- Preferred contractors per trade
- Invoices matched to jobs
Keys & access
Know who has every key, fob and code.
Every key, fob and remote is issued to a name and signed for on screen. Contractors and movers get access that expires when the job does. Overdue keys get chased automatically.
- Digital key and fob register
- Sign-out with on-screen signature
- Due back dates and overdue chasers
- Time-limited access codes
- Access per contractor or job
- Lost fob reports and deactivation
- Links to access control where supported
- Full audit trail
Bookings & notices
Move-in days without the dock fights.
Residents book the lift, the dock and the shared spaces online in set slots with the rules and bond built in. Notices go straight to phones so nobody's caught out by a water shutdown.
- Lift and loading dock bookings
- Move-in and move-out time slots
- Bonds taken with Stripe
- Rules accepted at booking
- Gym, BBQ and function room bookings
- Lift padding and cleaner reminders
- Notices by building, floor or group
- Lobby screen updated automatically
- Read receipts on important notices
Compliance & reporting
Inspections on time. Reports in one click.
Every recurring inspection and service sits on one calendar with reminders and the contractor booked ahead. Certificates are stored against each item. The monthly committee report builds itself from what's already happened.
- Fire equipment and lift servicing schedules
- Backflow, pool and pest inspections
- Reminders before anything's due
- Certificates stored per item
- Asset register for plant and equipment
- Monthly committee reports
- Response times and open job reports
- Contractor spend by category
- Strata manager and committee logins
04How it changes
Before and after
A move-in day, wolloped.
Here's how a busy Saturday move-in could change. Every building is different, so we map yours first.
Before
- Lift booked by a phone call you scribbled on a sticky note
- Two removalists turn up for the same dock
- Lift padding still in the store room
- New resident's fob handed over with no signature
- Water shutdown notice taped to the lift wall
- Damage to the lift wall found on Monday with no idea who did it
After
- Lift booked online with the bond paid and rules accepted
- Dock slots set so nobody overlaps
- Lift padding reminder went out at 7am
- Fob issued to a name and signed for on screen
- Shutdown notice already on every resident's phone
- Before and after lift photos tied to the booking
05Services
Everything under one roof
Software, websites and systems for building managers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for building managers
Built around how your building management company actually runs: resident request portal, request tracker and the admin in between, in one system you own.
Websites for building managers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Building management company system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for building managers
Contractor work orders and contractor compliance register: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Strata Master, PropertyIQ and BuildingLink so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your building management company, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the strata, access and accounting tools you rely on, work alongside the platforms you're happy with or replace the ones holding you back.
- Strata Master
- PropertyIQ
- BuildingLink
- PropertyMe
- Xero
- MYOB
- Stripe
- DocuSign
- Microsoft 365
- Google Workspace
- Mailchimp
- SafetyCulture
- Rapid Global
- Cm3
- Gallagher
- Inner Range
- Salto
- ServiceM8
- Google Maps
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your building management company: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at your front desk, in the car park and the plant room, then work out where requests, keys and bookings are slipping through.
- 02
Archi-tech
We plan it before writing code: your buildings, residents, contractors, access, bookings, compliance, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the request portal or bookings first, so you get a win before the next big move-in weekend.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things building managers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can contractors update job status?
Yes. Contractors get a link on their phone to accept the work order, sign in onsite, add notes and upload before and after photos. No app download needed.
Do residents need to download an app?
No. The request portal and bookings run in the browser on any phone. We can add it to their home screen so it feels like an app without the app store.
Can it work with our access control system?
Often, yes. Systems like Gallagher, Inner Range and Salto offer ways to connect, so codes and fobs can be issued and switched off from one place. Where they don't, we keep a clean register alongside it.
We use Strata Master or BuildingLink. Do we have to switch?
No. If your strata or building platform is doing its job, we build around it and fill the gaps. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can we run more than one building?
Yes. Each building gets its own residents, contractors, bookings and rules, with one login for you to see across them all.
Can the committee or strata manager see what's going on?
Yes. They can have their own logins to see open jobs, compliance status and monthly reports without you forwarding emails.
How much does a building management system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a request portal or lift bookings can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most building managers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a building management company problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.