No double entry
Building, unit and tenant come straight from your database. Whatever is maintained there never has to be typed again on site.
For property managers
Handover reports for property managers, with no rework at the office
The real effort in a property handover does not happen in the flat. It happens afterwards: retyping notes, matching photos to entries, filing, chasing. That part disappears when the report is completed on site.
- Unit and tenant data pulled from your management system
- One standard form across every member of staff
- Photos attached to the defect, not scattered on a phone
- Works offline in empty flats and basements
- PDF distributed automatically to both parties
- On-premise option keeps tenant data in your own house
What users report
45 %
less time spent on documentation
131
satisfied customers
100 %
of data kept in your own house
Where the time in a handover is actually lost
Ask a property manager how long a handover takes and most will quote the length of the appointment. The real time goes somewhere else.
The paper form gets retyped or scanned at the office. The photos sit on a work phone and have to be matched to the written entries. With ten defects and forty images that is guesswork. The report goes into the tenancy file, the defects have to be ordered and tracked separately, and when a colleague is on holiday nobody knows which cases are still open.
This after-work is the part that does not scale. Double the number of tenancy changes and you double the office effort, unless the report is already complete when it leaves the flat.
Connected to your existing management software
The decisive difference to a plain forms app is the link to your own data. Buildings, units and tenants are looked up directly in your database. Oracle, MS SQL and MySQL are supported, among others.
That has two effects. Nothing that already exists in your system gets typed again on site, so no wrong unit numbers and no transposed digits in an address. And the finished reports flow back as structured data rather than ending up as a PDF attachment in a folder.
Sign-in can run through Active Directory or single sign-on, so there is no separate user administration to maintain. When someone leaves, access ends with their account, without anyone having to remember.
From move-out to re-letting
A tenancy change is not one appointment but a chain: pre-inspection, move-out, any repairs, then the new tenant moving in. Every step produces documentation, and every step depends on the one before it.
When those steps sit in separate paper documents the connection is lost. At the final inspection the list from the pre-inspection is missing, and at move-in nobody remembers which defects were found and which of them were fixed.
If all cases are attached to the same unit, a continuous history emerges instead. Whoever opens the final inspection sees the pre-inspection with its photos and only has to tick things off. That saves more than time. It shortens the vacancy, because open items no longer surface for the first time back at the office.
Data protection, where many products drop out
A handover report contains names, addresses, signatures and photographs taken inside someone's home. That is more sensitive than most data a property manager handles.
Cloud products answer this with a data processing agreement. That is lawful, but it only shifts responsibility contractually. The data still sits with the provider.
eMODAT can alternatively run entirely on your own servers. Tenant data then never leaves your house, and the data protection question is answered by the architecture rather than by a clause. If you prefer something simpler, the online edition uses encrypted transmission.
What changes day to day
The same standard everywhere
One form for the whole portfolio. Report quality no longer depends on which colleague attended the appointment.
Signed during the appointment
Both parties sign on the device. No chasing missing signatures afterwards.
Works without a connection
Empty flats and basements rarely have coverage. Everything is captured locally and synchronises by itself.
The PDF creates itself
The finished report is generated and distributed the moment the appointment is closed.
Your own forms
Move-in, move-out, pre-inspection and defect reports built to your specification, rolled out to every device.
Frequently asked questions
Can eMODAT connect to our management software?
Usually yes. The connection is made at database level, and Oracle, MS SQL and MySQL are supported among others. Which product sits on top of that database matters far less than read access to it. We confirm your specific environment in a short technical call.
How long does implementation take?
That depends mainly on how far the forms are adapted to your process and whether a database connection is required. The online edition can be used immediately. An on-premise installation with integration and custom forms is a project we plan together.
Do our staff need training?
Capture is built as a guided sequence, page by page through the flat. Anyone who has filled in a paper form will manage. The effort sits in designing the forms rather than in using them.
What happens if a device runs out of battery mid-appointment?
Captured data is stored locally as you go, not only when the report is closed. A device failure therefore does not lose the work done so far. For days with several appointments a power bank is still sensible, but that is a matter of organisation rather than software.
Can several people work at the same time?
Yes. The number of users depends on the package. In the Ultimate edition and on-premise it is unlimited. Everyone works from the same forms, which keeps reports comparable across the whole portfolio.
See it against your own portfolio
In a short demo we walk through a handover using your forms and the connection to your database, rather than a generic example.