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Estate management software features
Everything your community runs on, in one place. Residents use the iOS and Android app. Trustees and estate managers use the web portal. Your gate, your security company and your managing agent stay exactly where they are, and EstateMate connects to them.
Visitor and access control
EstateMate’s visitor management lets residents pre-authorise guests with a PIN or QR code that works with the access control your estate already has.
Residents pre-authorise guests in the app. The guest gets a PIN or QR code, the guard sees who’s expected, and every visit is logged. Already have gate hardware? Keep it. EstateMate connects to the access control you run today, so residents get one app and your guards keep the system they know.
- Visitor pre-authorisation with PIN or QR
- Works with At The Gate, EvTrack, OpenItem, Arke, Hello, HikConnect and Dahua
- Visitor records handled in line with POPIA
Maintenance and issue reporting
Residents report issues with a photo and a map pin, and every report lands on one maintenance dashboard where the estate manager assigns and closes it.
A resident spots a broken light on the walkway. They take a photo, the app pins the location, and it lands on your maintenance dashboard in the right category. You assign it, the resident sees progress, and nobody chases anyone on WhatsApp. Trustees see what’s open and what’s fixed without asking for a spreadsheet.
- Geotagged reports with photos
- One maintenance dashboard with status and assignee
- Custom categories, from gardens to gate motors
Communication
Notices, live chat, a discussion forum, groups and a community calendar give the estate one official channel instead of the WhatsApp group.
Post a notice and it reaches every phone in the community, not just the people who read the group chat. Live chat for quick questions, a discussion forum for the longer ones, and member and property groups so the pool committee only hears about the pool. The community calendar keeps AGMs, water shutdowns and the year-end braai in one place.
- Notices and news
- Live chat and a discussion forum
- Member and property groups
- Community calendar
Approvals and requests
Residents submit renovation, pet and move requests in the app, and trustees approve them with a permanent record of who said yes and when.
Renovation plans, pet applications, move-ins and move-outs. Residents submit them in the app with the right documents attached. Trustees approve or query in one tap, and there’s a record of who said yes and when. No more requests living in one trustee’s personal inbox.
- Request forms with attachments
- Approve, decline or query in the app
- A clear record for the next AGM
Community directory and documents
One shared directory of residents, properties, vehicles and pets, plus document folders for rules, minutes and AGM packs.
One directory for residents, properties, vehicles and pets, which residents can keep up to date from their phones. Import contacts straight from your phone to get started. Rules, minutes, AGM packs and insurance schedules live in document folders that the right people can find, so nobody asks for the conduct rules for the fourth time.
- Residents, properties, vehicles and pets
- Editable by residents from the app
- Import contacts from your phone
- Document folders with access by group
Facility bookings
Residents see live availability and book shared facilities in the app, under booking rules the estate sets.
The clubhouse, the tennis court, the guest braai area. Residents see what’s free and book it in the app. You set the rules, the times and who can book, and the double bookings stop.
- Live availability for every facility
- Booking rules set by the estate
- Reminders for residents
Security
Every resident gets the estate’s security response contacts in the app, working alongside the security company you already use.
Every resident has the estate’s security response contacts one tap away, whatever time it is. Your security company stays your security company. EstateMate puts them in residents’ pockets and keeps the guardhouse in the loop.
- Security response contacts in the app
- Works alongside your existing security company
- Panic and silent alerts (confirm what’s live)
Levies and accounts visibility
Residents can check their levy account in the app, using figures from the managing agent’s system.
Residents can see their levy account in the app, so questions about balances stop landing on trustees at 9pm. The numbers come from your managing agent’s system. We show them. We don’t replace the books.
- Levy account visibility for residents
- Data from your managing agent’s system
- No second set of books
Services and quotes
Residents request quotes from local service providers in the app and see who their neighbours have used.
Need a plumber, a pool guy or a painter? Residents can request quotes from local service providers through the app, and see who other residents in the estate have used.
- Request quotes in the app
- Local, vetted service providers
- Service providers can join as a pro
Your estate’s name on the app
Larger estates can run EstateMate under their own name and logo, on their own subdomain, in the app stores. Same features, your brand.
Ask about white labelCommunities ask. We build.
Our last release shipped six features, every one of them requested by a community using EstateMate. Tell us what yours needs.
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