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You didn't sign up for this yourself: your Union Admin added you to an apartment as its owner or tenant, and that's what created your account. The moment they did, Bina Board sent you an email with a one-time password and a link to sign in.

A couple of things about that login are worth knowing up front, since they trip people up:

• Your username isn't your email address. It's a short generated code tied to your apartment (something like "000101002O"), and it's what's printed in that welcome email. Your email is just where notifications and receipts go.
• If you own or rent more than one unit, whether in this community or another one entirely, each apartment gets its own separate login. That's by design: the login belongs to the unit, not to you personally, so it can be handed off cleanly if the unit is ever sold or re-let.

First time signing in, here's what happens, step by step:

1. Open the welcome email and copy the username and one-time password exactly as written.
2. Go to the sign-in link in that same email (or your community's own web address, if you know it) and enter both.
3. You'll land straight on a "choose a new password" screen before you can see anything else. Pick something you'll actually remember: there's no "forgot password" link yet, so if you lose it later you'll need to ask your Union Admin to reset it for you.

From there you're in. The sidebar on the left (tap the menu icon on your phone) is your way around the whole portal, and this page follows roughly the same order, so if a sidebar item ever leaves you wondering what it's for, its section is right here.

This is the page you land on after signing in, and it's meant to answer "where do things stand" at a glance. The top row breaks down how many units you hold here: how many total, how many you own outright, and how many you rent, plus a live count of your open tickets that jumps straight to your ticket list if you tap it.

Below that, "Your apartments" lists every unit you're currently or previously attached to in this community, its block, whether you're the owner or the tenant on record, and whether that residency is still active or you've since moved out. If you hold several units, the search box above the table filters by unit number or block name so you don't have to scroll hunting for one.

The "What's next" box at the bottom is a quick reminder of where the most commonly used features live, with a shortcut straight into raising a ticket.

Every month your Union Admin generates a maintenance bill for each of your apartments. You'll find them all under "Bills": open one to see exactly what's on it, line by line (fixed charges, variable charges that change month to month, any VAT if your union charges it, and a late fee if a previous bill went unpaid past its due date).

Paying is a two-step process, and it's worth understanding why: Bina Board doesn't process payments itself, so you pay however your union has told you to (usually a bank transfer, using the details shown on the bill), and then you tell the system about it. From a bill's detail page:

1. Make the payment through whatever method your union has set up.
2. Come back to that bill and submit a "Payment claim": the amount, the date you paid, how you paid, and, if you have one, a reference number or a photo/scan of your receipt.
3. Your claim then sits in a queue for your Union Admin to confirm. Nothing comes off your balance until they do, so if a payment doesn't seem to be reflected yet, that's usually just it waiting on review, not something that got lost.

If a claim gets rejected (say the amount didn't match, or the reference number couldn't be traced), you'll see the reason on the bill and you're free to submit a corrected one. Once a payment is confirmed, it gets a numbered receipt you can download as a PDF straight from the bill, handy for your own records.

A couple of other pages round this out: "Payment history" lists every payment you've made across all your apartments in one place, filterable by date range, with its own PDF export. "Statements" is different: it's an automatically generated monthly PDF, published a few days after each month closes, that summarizes that apartment's charges and payments for the previous month without you having to ask for it.

Two related but different pages live under "Ledger" in the sidebar, and it's easy to mix them up:

• "Bill ledger" is your own running statement: a chronological list of every charge and payment on one of your apartments, with a running balance after each line, so you can see how you got to today's outstanding amount. Switch it to a block or whole-project view if you want to see the bigger picture, though anything that isn't your own apartment is shown without identifying details, per your community's privacy rules.
• "Ledger" (the union-wide one) is the same kind of running feed, but for the union's own finances: every payment it receives (maintenance, amenity fees) and everything it pays out (staff salaries, vendor invoices, other expenses), combined into one balance. Again, anything that isn't tied to your own apartment is anonymized before it reaches your screen.

Both pages support the same date-range filter (this month, last month, last quarter, last year, or a custom range) and can be exported as a PDF if you want a copy to keep or forward.

Something broken, leaking, or otherwise wrong? Raise a ticket instead of chasing someone down in person, it's the only way the union can actually track and prioritize it. From "Tickets" → "New ticket":

1. Pick whether it's a maintenance issue or a complaint, and a category that best fits (plumbing, electrical, and so on).
2. Give it a short title and describe what's actually going on, the more specific the better.
3. Say where it is, either your own apartment or a shared/common area, and add detail if it helps ("parking level B2", "the lobby ceiling", and so on).
4. Optionally add when someone can reach you or access the location, and attach up to six photos, genuinely useful for anything visual.

You don't set how urgent it is; your Union Admin assigns a priority when they triage it, and that's what starts the clock on how quickly it should be resolved. Once it's assigned, you can watch it move through statuses right from the ticket's own page, and any comment posted there (yours or the union's, or a vendor's if one is working it) shows up live without needing to refresh.

When a ticket is marked resolved, only the person who originally raised it can close the loop: open it and either confirm it's fixed (with a 1 to 5 star rating and an optional comment, which quietly feeds into that vendor's or staff member's track record) or reopen it if the problem's still there. Reopening only works within 7 days of it being marked resolved, so don't sit on it too long if something wasn't actually fixed.

"Amenities" lists everything bookable in your community, a gym, a pool, the function hall, guest parking, whatever your union has set up, filtered down to whatever's either project-wide or specific to your own block. Open one to see its rating from past bookings and a day-by-day calendar of open slots.

Booking one is straightforward:

1. Pick a date and an open slot. If a whole day shows nothing available, it's usually been blocked off by the union for maintenance or a private event rather than fully booked.
2. Choose which of your apartments the booking is under, if you hold more than one, and add a note if it helps (how many guests, for instance).
3. Confirm. Some amenities need your Union Admin's approval first and show as "pending" until they act on it; others confirm the moment you book.

If the amenity charges a fee, it's handled exactly like a maintenance bill: submit a payment claim from the booking's own page once you've paid, and it'll sit with your union for confirmation the same way. Some amenities also cap how many times a single apartment can book them in a month; if you hit that cap, you'll see it on the booking page before you try.

Plans change: you can cancel or reschedule your own booking right up until your union's cancellation notice window closes, both from "My bookings". And once a booking's time has passed, you'll be able to leave a rating and a short review on it, which helps everyone else gauge what to expect.

Expecting a guest, a delivery, a cab, or someone coming to do work in your apartment? Pre-register them under "Visitors" → "Register visitor" so the gate already knows to expect them instead of being left guessing when they show up.

1. Give their name and pick a purpose: guest, delivery, service/maintenance, cab/taxi, or other.
2. Choose which of your apartments they're visiting, if you hold more than one.
3. Add a phone number, CNIC/ID number, or vehicle number if you have them; none are required, but they can help security wave someone through faster.
4. Optionally say when you expect them, and add a note if it helps ("dropping off keys", "AC repair", and so on).

"Visitors" then lists everyone you've registered, plus anyone the gate staff logged directly against your apartment as a walk-in without you pre-registering them, so you always have the full picture of who's come and gone. Each entry shows its current status: expected, checked in (on-site right now), checked out, or cancelled.

Plans changed and they're not coming after all? Cancel the entry yourself any time before they arrive, no need to contact your Union Admin. Once someone's checked in, though, only the gate can check them back out; that part isn't something you do from here.

Your community's own classifieds board: browse what your neighbors are selling, or list something yourself. Posting a listing is quick, a title, description, category, condition, a price (or mark it "negotiable"), up to 8 photos, and optionally which apartment buyers can pick it up from, and it goes live immediately, no approval wait.

Interested in something someone else posted? Use "Contact seller" on the listing itself rather than reaching out any other way, it opens an in-app message thread so neither of you has to hand over a phone number or email just to ask a question. All your conversations, whether you're buying or selling, live under "Messages", with unread replies surfaced at the top.

Your own listings live under "My listings", where you can edit one, mark it reserved or sold once a deal's done, take it down if you change your mind, or bring an expired one back to active. If you spot a listing that looks like a scam, a prohibited item, or spam, use "Report" on that listing, your Union Admin reviews every report and acts on it. When posting your own listing, there's also an option to make it visible on the country-wide general marketplace, not just your own community, if you want a wider audience.

Your Union Admin posts announcements here, notices, event invites, planned maintenance windows, financial updates, either for the whole community or just your own block. "Bulletins" shows everything currently live, pinned ones first, and marks which ones you haven't opened yet.

Watch for anything marked "Urgent": that category always reaches you by push notification and SMS regardless of what you've turned on or off in your notification settings, precisely because it's meant for things that can't wait. If a bulletin has comments turned on, you can reply on it directly; your Union Admin can hide an individual comment (with a reason shown) if it's off-topic or against the rules, without taking down the whole discussion.

One shared calendar brings together everything scheduled that's relevant to you: community events, maintenance or ticket visits, amenity closures, and any open poll's voting deadline. View it as a month grid or switch to a simple agenda list, whichever's easier to scan on the day.

If an event allows RSVPs, you can respond straight from its detail page, and change your answer later if your plans shift. "Incidents" shown on the same calendar (a break-in, a fire alarm, a flood, that kind of thing) are logged and tracked by the union itself, so you can read one for awareness but there's nothing to submit or respond to there; if something like that happens, raise it as a ticket instead.

When your union wants the community's formal sign-off on something, a bigger expense, a rule change, anything worth putting on record, it publishes a Proposal here. "Governance" → "Proposals" lists everything currently open for a vote or already decided; you'll only ever see it once it's been published, never while it's still being drafted internally.

If a proposal has gone out as a poll, open it to cast your vote: For, Against, or Abstain. A few things about how voting actually works here:

• Each apartment gets exactly one vote, not one per person living there. Depending on how the poll was set up, that ballot belongs either to the apartment's Owner specifically, or to whoever's currently the billing-target occupant (the tenant, if there is one, otherwise the owner).
• If you hold more than one apartment, you'll see a ballot for each eligible one on the same proposal, and you can vote each independently.
• You can change your vote any time while the poll is still open; only your latest choice counts.
• Results usually stay hidden until the poll actually closes, so an early lead one way doesn't influence how everyone else votes.

Once a proposal is adopted, whether it went to a vote or (for a smaller expense under your union's set threshold) was approved directly, it becomes a Resolution you can look back on any time under "Resolutions".

The bell icon in the header, and the full "Notifications" page behind it, collect everything worth knowing about as it happens: a reply on your ticket, a new bulletin, your monthly statement being ready, a booking getting approved, and more. If you hold apartments in more than one community, this list covers all of them, not just the one you're currently viewing.

Mark individual notifications as read as you go, or clear everything at once when you're caught up. If your browser supports it, you'll also find an "Enable push notifications" button in the sidebar, turn it on to get notified even when the portal isn't open in a tab.

There's no self-service "forgot password" link yet. If you're already signed in, you can change your password any time from the same screen you saw on your very first login. If you're completely locked out, ask your Union Admin to reset your credentials, they're the only ones who can do it.

Owner and Resident logins belong to the apartment, not to the person, so the system generates a short numeric username tied to your unit (block number, unit number, and whether you're the owner or tenant) rather than using your email. Your email still matters for receiving notifications and credentials, it's just not what you type in to sign in.

Day to day, almost nothing, both see the same bills, tickets, amenities, marketplace, and bulletins for their apartment. The one place it matters is governance voting: when your union sets a poll to "Owners only" (the usual default), only the Owner's login can cast that apartment's ballot; when a poll is opened to "All residents", the current tenant casts it instead, or the owner if the unit has no tenant right now.

Yes, each apartment you hold gets its own login and its own username, even within the same community, and even if you use the same email address for all of them. It's an extra login to keep track of, but it means access always travels with the unit itself rather than with you personally, which matters if a unit is ever sold or handed to someone else.

Submitting a payment claim doesn't reduce your balance by itself, it just tells your Union Admin what you paid so they can confirm it against what actually reached them. Check the bill's detail page: if your claim is still listed as pending, it just hasn't been reviewed yet. If it's been a while, it's worth a nudge to your Union Admin directly.

Open the bill and check the reason your Union Admin gave, usually something like the amount not matching or the reference not being traceable on their end. Fix whatever it points to and submit a fresh claim; there's no limit on how many times you can try.

When you view the ledger at block or project level rather than your own apartment, entries that belong to someone else's unit are shown without identifying details on purpose, this protects everyone's financial privacy while still letting you see the community's overall totals. Your own apartment's entries are always shown in full, no matter which scope you're viewing.

You don't set the priority yourself, your Union Admin assigns it when they triage the ticket, based on how serious the issue actually is. That priority is what starts the clock on how quickly it's expected to be resolved; you'll see the ticket's status update as work happens, right on the ticket's own page.

Open the ticket and choose "Reopen" instead of confirming it, add a note about what's still wrong if you can. This only works within 7 days of it being marked resolved, so don't let it sit too long, past that window you'd need to raise a fresh ticket instead.

Ticket comments you post are visible to you, the union staff or vendor working on it, and no one else. Marketplace messages are strictly between you and the other person in that specific conversation, never shown publicly or to anyone else in the community.

Usually because the Union Admin has blocked that day off for maintenance or a private event, rather than every slot genuinely being taken. Try a nearby date, and if you think it's a mistake, reach out to your Union Admin directly.

Yes, from "My bookings", as long as you're still outside your union's cancellation notice window for that amenity (shown on the booking itself). Once that window closes, or the slot's already passed, neither cancelling nor rescheduling is possible any more.

Your union decides that per poll, either owners only, or every resident (owners and tenants alike). Either way, each apartment casts exactly one ballot, whoever holds it under that poll's rule. For the poll to actually pass, it needs to clear both a minimum turnout (quorum) and a minimum share of "For" votes, both set by your union when they publish it.

Yes, any time, from "My listings". Edit the details or photos, mark it reserved or sold once you've made a deal, or remove it if you've changed your mind, all self-service, no need to ask your Union Admin.

Opening a bulletin's detail page marks it as read automatically; the list view shows which ones you still haven't opened. There's nothing to click to mark it read separately.

Yes, use the language switcher near the bottom of the sidebar, it works whenever you're signed in and remembers your choice for next time. If you haven't picked one yet, you'll see your community's default language.

No, it's entirely optional. Anyone can show up unannounced and get logged straight in as a walk-in by the gate staff, same as a pre-registered visitor once they're checked in. Pre-registering just gives the gate a heads-up so they're expecting your guest by name, which is handy for deliveries or visitors you know are coming.

There's only one sign-in page, whatever your role: you don't get a separate "admin" URL. If your project has its own subdomain, use the link from your welcome email; otherwise the main Bina Board sign-in page works too, as long as you enter the right email address.

First time logging in? Here's what to expect:

1. Open the welcome email and copy the one-time password; it only works once, so don't worry about memorizing it.
2. Sign in with your email and that password.
3. You'll be dropped straight into a "choose a new password" screen before you can do anything else. Pick something only you know: nobody at Bina Board can see it or recover it for you, so if you lose it later, someone will need to reset it for you (see the FAQ below).

Once you're past that, the sidebar on the left (tap the menu icon if you're on a phone) is basically a table of contents for the whole portal. This page follows the same order, so if you're ever unsure what a sidebar item does, its section here should explain it.

Think of the Dashboard as the page you check first thing in the morning. The top row is a quick headcount: how many blocks, apartments and residents you're running against your plan's limits, and how many bills are still unpaid this month.

"Action Required" is the more useful bit day-to-day: it's three shortcuts straight to the queues that tend to pile up if you ignore them:

• Payment claims nobody's confirmed yet
• Tickets that are still open
• Vendor invoices waiting on your review

Each of those numbers is a link, so click it and you land directly in that queue instead of hunting for it in the sidebar. Further down, the "Contract" card shows your project's plan dates and lets you re-download the signed contract your Bina Board Portal Admin uploaded, in case you ever need a copy.

This is the part you'll mostly set up once and then just maintain as units change hands. A Block is a building, wing, or phase; every Apartment (unit) belongs to exactly one Block. The order matters:

1. Create the Block first: give it a name, that's really all it needs to exist.
2. Add its Apartments underneath it, one per unit.
3. Open an apartment and use "Add owner/resident" to fill its Owner and/or Resident (tenant) slot.

That last step does more than it looks like: the moment you add someone as an owner or resident, Bina Board automatically creates their Resident Portal login and emails them one-time credentials, exactly the way your own account was set up. There's no separate "create a resident account" screen anywhere; adding them to the apartment *is* how the account gets created.

When someone moves out, resist the urge to delete anything; click "End residency" instead. Bina Board keeps occupancy history forever by design, so you (and any future ledger or audit trail) can always see who lived where and when. If a new owner or tenant moves in afterwards, just add them the normal way; behind the scenes their login reuses that same apartment's username slot rather than minting a new one, so a given unit always has the same predictable username no matter how many times it changes hands.

Made a block or apartment you no longer need on your day-to-day lists? Archive it rather than deleting it: archived items disappear from the regular views but keep their full history, and you can bring them back from the same page whenever you need to.

Maintenance billing sounds complicated but really comes down to three layers stacked on top of each other:

1. "Bill types": what you charge, per block. Some are a fixed amount every month (a flat security fee, say); others are variable, meaning the amount changes month to month (a utility recharge, for instance).
2. "Monthly values": for every variable bill type, you tell the system that month's amount here before bills go out. Miss this step and that bill type is simply skipped for the month, so it's worth doing a few days ahead of your usual billing date, out of habit.
3. Bills themselves generate automatically, once a month, for every apartment; you never create an individual bill by hand.

On the payment side, a resident has two options: pay however you've told them to (bank transfer, etc.; set this up once under "Payment instructions" so it prints on every bill) and then log a "Payment claim" describing what they paid, or you can skip that and just record the payment yourself if it reached you some other way. Either way, a claim a resident submits sits in a queue until you personally confirm it: nothing reduces their balance automatically. Reject a claim if something's off, add a reason, and they can fix it and resubmit.

Every payment you confirm gets a sequential, gap-free receipt number and a PDF receipt you can hand over or file away, handy for your own books and for any jurisdiction that expects numbered receipts. If VAT is switched on for your project (see "Tax & VAT" below), it's calculated and added automatically, and shown as its own line on both the bill and the receipt.

A few reports round this section out: "Bill ledger" is a running, date-filterable statement for one block or apartment; print it or export a PDF whenever a resident wants their full history. "Statements" is the auto-generated monthly PDF for every apartment, published a few days after each month closes. "Aging report" buckets every apartment's outstanding balance by how overdue it is, so you know at a glance who needs a follow-up call first.

Residents log maintenance and complaint tickets from their own portal, photos and all. When one lands in your queue, triage it before anything else:

• Give it a category, so you can spot patterns later (recurring plumbing issues, say).
• Set its priority, P1 through P4; this is what starts the SLA clock, so don't leave a ticket untriaged for long.

Priority decides how much time you've got before it counts as overdue: P1 gives you 4 hours, P2 a full day, P3 three days, and P4 a week. Miss the window and the ticket gets flagged; nothing else happens automatically, it's just a nudge to go check on it.

Assigning a ticket is flexible: hand it to your own staff, pick a Vendor from your registry, or, if the person doing the work was never added as a Vendor, just type their name in free text. Whoever you loop in, remember that comments on a ticket are always visible to the resident who raised it: use them for real progress updates, not internal notes to yourself. Move the ticket forward as work actually happens (triaged, then assigned, then in progress, then resolved), and once it's resolved, the resident gets a chance to confirm it's actually fixed and rate the outcome, which quietly builds up that vendor's rating over time.

Anything bookable (a gym, a pool, the function hall, a guest parking spot) gets set up as an Amenity. When creating one, you'll define:

• Opening hours and how long each slot lasts
• How many bookings a single slot can hold at once
• An optional fee, and an optional monthly booking quota per apartment
• Whether a booking needs your approval before it's confirmed, or gets confirmed straight away

Each amenity comes with its own calendar showing every slot's availability, where you can approve or reject pending requests, or book a slot yourself on a resident's behalf, useful for walk-ins or a phone call, and this kind of booking is auto-approved. If the amenity has a fee, it works exactly like a maintenance bill: the resident submits a payment claim for you to confirm, or you mark it paid (or waive it) directly yourself.

Need to shut something down for maintenance or a private event? Use "Blackouts" rather than editing the amenity itself. And "Reviews" is where residents rate a completed booking afterwards: you get one public reply, and if a review is abusive or off-topic you can hide it (with a reason) instead of deleting it outright.

"Visitors" is your gate log: every guest, delivery, cab, or service visit anyone's logged for this project, whether it walked in off the street or was pre-registered by a resident ahead of time. Filter it by status or apartment, or search by name when you need to find one fast; the on-site count at the top tells you at a glance how many people are actually in the community right now.

A visit moves through a small handful of states:

• "Expected": a resident registered someone ahead of time, but they haven't shown up at the gate yet.
• "Checked in": on-site right now, whether they arrived as a pre-registered visitor you let through or you logged them yourself as a walk-in.
• "Checked out": the visit is over.
• "Cancelled": a resident called off an expected visitor before they arrived.

Someone shows up at the gate with no pre-registration? Use "Log visitor" and fill in their name, a purpose (guest, delivery, service/maintenance, cab/taxi, or other), and which apartment they're headed to. A phone number, CNIC/ID number, vehicle number, and a short note are all optional, worth capturing if your gate keeps that kind of record, but never required. That entry is created already "Checked in", since you're logging someone who's already arrived. If a visitor was pre-registered instead, just find their entry in the list and check them in when they show up, then check them out again once they leave; it's all one log, there's no separate walk-in list to juggle.

One thing worth knowing: the residents on that apartment get notified the moment a visitor is checked in, whether it's you logging a walk-in or letting a pre-registered visitor through, so nobody's caught off guard by someone showing up at their door.

Residents post their own classifieds directly, and a listing goes live the moment they post it; there's no draft or approval step gating what appears. That means your role here is moderation after the fact rather than gatekeeping beforehand: browse or search "Marketplace" any time, and remove anything that shouldn't be there (you can always restore it later if you change your mind).

"Reports" is where residents' own flags land (scam, prohibited item, spam, or similar reasons) for you to look at and either dismiss or act on. You don't have to wait for a report to remove something, though; if you spot a problem listing yourself, just remove it.

One more thing worth knowing: a resident can opt a listing into the country-wide general marketplace, which is reachable at your country's own subdomain and shows listings pooled from every project in that country. That's a separate, resident-facing page with no extra queue for you to manage; the same moderation tools here already cover anything posted from your project.

Bulletins are how you post announcements (notices, events, maintenance windows, financial updates) either to the whole project or just one block. A few things worth knowing when you post one:

• Pin it if it's important enough to stay at the top of the list.
• Set "Publish at" if you want to write it now but have it go out later.
• Set "Expires at" so it stops showing once it's no longer relevant, instead of lingering forever.

Publishing notifies every eligible resident through their notification center, plus email or push depending on what they've personally opted into. The one exception is the "Urgent" category: mark a bulletin Urgent and it always pushes and SMS-notifies everyone regardless of their individual settings, so save it for things that genuinely can't wait; overusing it just trains residents to tune it out. If you switch comments on for a bulletin, you can hide an individual comment with a reason without taking down the whole thread.

One shared calendar pulls together everything on your project with a date attached (events you've created, maintenance or ticket visits, amenity blackouts, and poll deadlines), shown either as a month grid or a simple agenda list, whichever you find easier to scan.

When you create an event, two checkboxes are worth knowing about. "Allow residents to RSVP" turns on a Going/Not going response for that event, for community events only, so you get a headcount before it happens. "Notify residents now" pushes an immediate notification about it the moment you save, instead of leaving it for residents to stumble across next time they open the calendar.

"Incidents" lives on the same page but is really its own thing: use it to log something that happened on-site (a break-in, a fire alarm going off, a flood) and track its status as it gets investigated and resolved. It's kept separate from resident-raised tickets on purpose, since an incident is something you're reporting yourself, not something a resident asked you to fix. Give it a category and a severity, and tick "Also post to the bulletin board" if residents should see it as a proper bulletin post rather than only on the calendar; either way, eligible residents get notified, and anything you mark High or Critical severity pushes and SMS's immediately regardless of their individual notification settings, the same override an urgent bulletin gets.

Use Proposals whenever something genuinely needs the community's sign-off: an expense above your policy's threshold, a rule change, or any general matter you want on record as having been put to residents. A proposal moves through a fairly predictable lifecycle:

1. It starts as a Draft while you're still writing it.
2. Move it to Under review once it's ready for a final look.
3. From there it either goes out to residents as a Poll, or, for a smaller expense under your project's configured threshold, gets adopted directly, skipping the vote entirely.
4. Either way, once it's adopted it becomes a Resolution, which you can look up later under "Resolutions".

When you publish a poll, you decide who gets to vote (owners only, or every resident), how long voting stays open, and the quorum and pass percentage needed for it to succeed. By default, interim results stay hidden until the poll closes, so an early run of votes one way doesn't sway everyone who votes after. If you're tired of re-entering the same quorum/pass numbers every time, set your project's usual defaults once under "Policy" and new proposals will start from those.

"Employees" is your staff register for people the union directly employs (security guards, cleaners, the concierge, and so on). Record their name, role, contact details, and current monthly salary; from there, their salary turns into a recurring expense that lands on the Ledger every month by itself, using whatever the salary is set to at the time. Give someone a raise or a pay cut and only future months change; anything already paid stays exactly as it was. If someone leaves, terminate them rather than deleting their record, so their history stays intact.

"Vendors" is your registry of outside contractors and service providers (plumbers, electricians, a landscaping company, whoever you regularly bring in). Registering a vendor is entirely optional; you can always just type a payee's or contractor's name without adding them here. The upside of registering one is that they get their own Vendor Portal login, where they can see tickets you've assigned them, post progress comments, and submit their own invoices for you to approve and eventually mark as paid. Their profile also builds up a rating automatically, based on how residents rated the tickets they worked on, no extra effort needed from you.

Where the Bill ledger shows one apartment's own charges and payments, the Union Ledger zooms out to the whole community: every maintenance payment and amenity fee coming in, and every expense (salaries, vendor payments, anything else) going out, all in one chronological, running-balance feed.

Use "Record expense" any time the union pays for something that isn't already handled automatically by a salary or a vendor invoice payment (a one-off repair paid in cash, for example). When you need to hand the numbers to someone else, you can export the whole ledger as a PDF, or as a CSV formatted for 1C-style bookkeeping software, if that's what your accountant works with.

The bell icon in the header, and the full "Notifications" page behind it, collect everything the system has flagged for you (pending payment claims, new tickets, published bulletins, monthly statements, and more) across every project you manage, not just the one you're currently viewing.

Mark individual notifications as read as you deal with them, or clear the whole list in one go once you're caught up. If your browser supports it, there's also an option in the sidebar to turn on push notifications, so you get pinged even when the portal isn't open in a tab somewhere.

A handful of things happen on their own, on a schedule, rather than waiting for you to click a button:

• Generating each month's maintenance bills
• Generating salary expenses
• Publishing monthly statements
• Expiring old marketplace listings and bulletins

"Job Schedule" is where you pick what day of the month (for the monthly ones) and what time each of these runs, specifically for your project. It doesn't change what any of them do, only when they do it, which matters if you manage more than one project and want, say, bills generated on the 1st here and the 5th somewhere else.

There's no self-service "forgot password" link yet. If you're already signed in somewhere, you can change your password any time from the same page you were sent to on your very first login. If you're completely locked out, get in touch with your Bina Board Portal Admin (whoever originally set your project up) and ask them to reset your credentials.

By design, every project is fully walled off from every other one. Your access only covers the project(s) you were actually added to as Union Admin; if you try to open a different project's URL while signed in under an unrelated account, you'll get a permission error rather than a peek at its data. There's no setting to relax this.

You don't create resident logins directly anywhere; open the apartment under "Blocks & Apartments" and use "Add owner/resident" instead. That single action both records who lives there and creates their portal login, emailing them one-time credentials in the same step. There's no separate "create user" screen to look for.

First, check "Payment claims": a resident-reported payment sits there waiting on your confirmation, and it won't touch their balance until you actually confirm it. If you can verify the payment yourself some other way (you saw the bank transfer land, for instance), you don't need to wait for a claim at all; just record the payment directly on the bill.

Fill in "Monthly values" for every variable bill type before that month's bills generate; that figure is what actually feeds each apartment's bill. Miss it, and that bill type is simply skipped for the month rather than the system guessing a number, so it's worth building a habit of setting it a few days ahead of your usual billing date.

Not really, and that's deliberate: Bina Board avoids hard deletes almost everywhere so history and audit trails never disappear by accident. Look for "Archive" or "Remove" instead: the record drops out of your everyday lists but stays fully intact, and you can always bring it back from the same page later.

An Employee is on the union's own payroll (a security guard, cleaner, or concierge) with a recurring monthly salary that flows onto the ledger by itself. A Vendor is an outside company or contractor you pay per job or per invoice instead of a salary. Registering a vendor gets them their own portal login to track tickets and submit invoices, but it's entirely optional: you can always just write a payee's name on an expense, or a contractor's name on a ticket, without registering them at all.

You set the priority yourself during triage, based on how urgent the issue actually is: P1 for the most urgent, down to P4. Each priority carries its own resolution-time target (P1 fastest, P4 slowest), and once that target passes without the ticket being resolved, it gets flagged automatically. Nothing escalates beyond that on its own, so treat the flag as your cue to follow up, not something you need to configure further.

You decide when you publish the poll: either owners only, or every resident (owners and tenants alike). Each apartment gets exactly one vote, however many people live there. For the poll to actually pass, both its quorum (minimum participation) and its pass percentage need to be met; you set both per poll, though setting your project's usual numbers once under "Policy" saves you retyping them every time.

Only an expense-approval proposal can skip a vote, and only when the amount falls below your project's configured resolution threshold (set under "Policy"). Anything at or above that threshold, and every rule-change or general proposal regardless of amount, always goes to a resident vote.

Marking a bulletin's category "Urgent" pushes it out with push notifications and SMS to every eligible resident, no matter what channels they've personally turned on or off; every other category respects each resident's own preferences. Because it overrides their choices, it's worth saving "Urgent" for things that genuinely can't wait; using it too often just teaches residents to ignore it.

Your project has a default locale, set when it was first created, and that's what anonymous visitors and residents who haven't picked a language of their own will see. Anyone who's signed in, including you, can switch languages at any time using the switcher in the sidebar, and that choice is remembered for next time.

Every confirmed bill payment has its own numbered receipt, downloadable as a PDF straight from that bill's detail page. For the bigger picture, a full monthly statement covering every charge and payment on an apartment is generated automatically a few days after each month closes, and you'll find it listed under "Statements".

Generating monthly bills and salary expenses, publishing monthly statements, and expiring old marketplace listings and bulletins all happen automatically rather than needing a click from you. Head to "Job Schedule" to pick the day of the month and time each one runs, specifically for your project, handy if you manage more than one project and want them staggered instead of all firing at once.

If a resident already flagged it, you'll find it waiting under Marketplace → "Reports", where you can review it and dismiss or act on it. You don't need to wait for a report, though; you can remove any listing straight from the Marketplace list at any time, flagged or not, and restore it later if it turns out you acted too fast.

Both live under Bills. "Payment instructions" holds the bank or payment details that get printed on every bill; "Tax & VAT" is where you enter your union's own tax registration number and VAT rate, if your jurisdiction requires either.

No, pre-registration is just a head start, not a requirement. Anyone can show up unannounced, and your gate staff logs them straight into "Visitors" as a walk-in, already checked in. Pre-registration only matters when a resident wants the gate to already know who's coming; either way, the same log and the same check-in/check-out actions apply.

You didn't sign yourself up: a Union Admin added your company to their vendor registry, and that's what created your account. The moment they did, Bina Board sent you an email with a one-time password and a link to sign in.

A couple of things about that login are worth knowing up front, since they trip people up:

• Your username isn't your email address. It's a short generated code (something like "V0004000012"), and it's what's printed in that welcome email. Your email is just where notifications and invoice decisions go.
• If you work with more than one community on Bina Board, each one registers you separately and hands you a separate login, even if the contact email is identical every time. There's no single account that spans every project you service.

First time signing in, here's what happens, step by step:

1. Open the welcome email and copy the username and one-time password exactly as written.
2. Go to the sign-in link in that same email (or the community's own web address, if you know it) and enter both.
3. You'll land straight on a "choose a new password" screen before you can see anything else. Pick something you'll actually remember, there's no "forgot password" link yet, so if you lose it later you'll need to ask that community's Union Admin to reset it for you.

From there you're in. The sidebar on the left (tap the menu icon on your phone) is your way around the whole portal: Dashboard, Invoices, and this Knowledge Base.

This is the page you land on after signing in, and it's built to answer "what needs my attention" at a glance. The top row shows how many of your assigned tickets are still open, your total tickets assigned to date, your average rating from completed jobs, how many invoices are waiting on the union's review, and your running paid and pending invoice totals.

Below that are three tables you'll come back to often:

• "Assigned tickets" lists your most recent tickets with their status and scheduled visit time, tap "View" to open one.
• "Invoice ledger" is every invoice you've submitted that's still relevant to your balance (a rejected invoice drops off this view since it was never going to be paid, though it's still visible on the full invoice list).
• "Contracts on file" shows any agreement documents the union has uploaded for you, view-only from your side.

If the union has a signed agreement or contract on file with you, whether a one-off job order or a standing service agreement, it'll show up under "Contracts on file" on your dashboard: title, start date, and end date if it has one. Tap a contract's title to open the document itself.

This is read-only on your side. Uploading a contract is something only the Union Admin who manages you can do, from their own Vendors screen, so if you need a new one added or an existing one corrected, that's a conversation to have with them directly rather than something you can do from here.

When a Union Admin assigns you to a resident's maintenance or complaint ticket, it shows up on your dashboard and you can open it for the full picture: what's wrong, where it is, the resident's preferred access times, any photos they attached, and its priority and current status.

What you can actually do on a ticket is deliberately narrow:

• Post a comment as a progress update, "on site now", "parts ordered, back Thursday", that kind of thing. Whatever you write here is always visible to the resident who raised it, so keep it to real updates rather than notes meant only for the union.
• Update "Scheduled visit" any time your plans change, so the resident and the union both see the current time without needing to ask you directly.

You can't change a ticket's status or reassign it yourself, that stays with the Union Admin, who moves it through triaged, assigned, in progress, resolved, and so on as work actually happens. Once they mark it resolved, the resident gets the final say: they either confirm it's fixed, which is what feeds your rating (see "Your rating" below), or reopen it if the problem's still there.

Once you've done the work, submit an invoice from "Invoices" → "New invoice", or straight from the ticket's own page if the job was tied to one. You'll need:

1. Your own invoice number, whatever you'd normally put on paper.
2. The amount, the date you issued it, and, if it applies, a due date.
3. A short description of the work, and a copy of the invoice document itself (PDF, PNG, or JPG).
4. The ticket it's for, if there is one. Not every invoice needs one, a scheduled contract visit or a job that was never raised as a ticket at all is just as valid without picking one.

From there it moves through a small, predictable sequence:

• "Submitted" means it's sitting with the Union Admin, waiting on their review. Nothing further to do on your side yet.
• "Approved, awaiting payment" means they've accepted it but haven't cut the payment yet, these are two separate steps on their end, so don't read approval as payment landing immediately.
• "Rejected" comes with a reason (amount mismatch, missing details, a duplicate submission, unauthorized work, or something else) shown right on the invoice. Nothing is deleted, you can fix whatever the note points to and submit a corrected invoice, which stays linked back to the one it replaced so the full history is still there if anyone needs to check it.
• "Paid" means the union has recorded the actual payment against their own ledger, and you'll see the date it was paid along with the payment method and reference, if one was given.

The rating shown on your dashboard builds up automatically, there's nothing to fill in yourself. Every time a resident confirms a resolved ticket you worked on, they can leave a 1 to 5 star rating and an optional comment, and that feeds straight into your average. Tickets nobody's rated yet simply don't count toward it either way.

If a ticket you're proud of hasn't been rated, there's no way to prompt the resident from your side, it's entirely their call whether to leave one when they confirm the fix.

There's no self-service "forgot password" link yet. If you're already signed in, you can change your password any time from the same screen you saw on your very first login. If you're completely locked out, ask that community's Union Admin to reset your credentials, they're the only ones who can do it.

Vendor logins are generated rather than built from your email, because the same company often services more than one community on Bina Board, and each one needs its own separate login even when your contact email stays the same across all of them. Your email still matters for receiving credentials and invoice decisions, it's just not what you type in to sign in.

No. Every community on Bina Board is fully walled off from every other one, and your login only ever shows what's tied to the community that registered you. If you service more than one, each has its own separate login and its own separate view, there's no combined dashboard across all of them.

That's deliberately kept on the Union Admin's side, they're the ones who track the full picture of a ticket, including whether it needs reassigning to someone else. Your part is posting progress updates and keeping the scheduled visit time current, which is normally enough to keep the resident and the union in the loop on where things stand.

Open the invoice and check the reason given, usually something like the amount not matching the agreed rate, a missing detail, or a duplicate submission. Fix whatever it points to and submit a fresh invoice from "Submit a new invoice" right there on the rejected one, there's no limit on how many times you can try, and the new submission keeps a link back to the one it replaced.

Approval and payment are two separate steps on the union's side by design, a union may approve an invoice as correct before it's actually ready to cut the payment. Keep an eye on the invoice's status, it'll move to "Paid" once the payment is actually recorded, along with the date and method used.

No. Linking an invoice to a ticket is convenient when the work came from one, but plenty of legitimate work never gets raised as a ticket at all, a scheduled contract visit, for example. Leave the ticket field blank and submit it as a standalone invoice instead.

It's a simple average of every star rating residents have left on tickets you worked, fed automatically whenever a resident confirms a resolved ticket, there's nothing you configure. There's no dispute or removal process for an individual rating from your side, if you think one was left unfairly, the honest option is to raise it directly with that community's Union Admin.

Not from the Vendor Portal, both your registry details (name, category, contact info) and any contract documents on file are managed by the Union Admin who registered you. If something needs updating, whether it's a phone number, an address, or a new contract to upload, reach out to them directly.

Rating a resolved ticket is entirely up to the resident who raised it, not everyone leaves one. If they haven't gotten to it yet, or simply chose not to, the ticket just won't carry a rating, and it won't count for or against your average either way.

Yes, use the language switcher near the bottom of the sidebar, it works whenever you're signed in and remembers your choice for next time. If you haven't picked one yet, you'll see that community's default language.