Industries · Community management
Residents ask once.Owners see wherethe money went.
We build community management systems that bring resident requests, service charges, amenity bookings, move-in permits, contractors and notices into one platform — designed around how your community is actually run.
- Resident requests
- Service charges
- Amenity bookings
- Move-in & NOC permits
- Contractors & vendors
- Notices & voting
- Board reporting
01Where communities lose goodwill
Small requests. Long memories.
Residents rarely complain about one broken light. They complain that nobody told them when it would be fixed — and they bring it up at the general assembly.
01Resident requests arrive by WhatsApp, email and the security desk
What happens
A leaking ceiling is reported to the guard, a parking complaint by email and a gym fault in a building WhatsApp group. The community manager pieces it together from screenshots.
What it costs
Requests are lost or duplicated, residents chase three times for the same job and there is no record to show the board what was actually done.
With one system
Every request becomes one ticket with the unit, category, photos, assigned contractor and a status the resident can see — whichever channel it came from.
02Service charge arrears are tracked in a spreadsheet nobody trusts
What happens
Invoices come from the accounting system, payments arrive by bank transfer with vague references, and the arrears list is rebuilt by hand each quarter.
What it costs
Owners dispute balances, reminders go to the wrong person, and the reserve fund and operating budget run short without warning.
With one system
Each unit carries its charges, payments and balance in one ledger view, with reminder steps you approve and a clear statement owners can open themselves.
03Move-in permits and renovation NOCs sit in an email inbox
What happens
Tenancy contracts, Emirates IDs, contractor licences and insurance certificates are emailed back and forth; approval depends on who opened the message.
What it costs
Removal trucks arrive without a permit, contractors work without valid insurance on file, and the security team has no idea who is booked for the service lift.
With one system
Permit applications move through fixed stages — documents, fees, approval, scheduling — and security sees today's approved move-ins and contractor visits on one list.
04Amenity bookings are a paper diary at the clubhouse
What happens
BBQ areas, the party hall and tennis courts are booked through the concierge, by phone or by whoever gets there first.
What it costs
Double bookings, arguments on Friday evenings, deposits that are never returned or never collected, and owners in arrears still booking freely.
With one system
Residents book from a portal against live availability, rules and deposits are applied automatically, and booking rights can follow the unit's account status.
05Vendor contracts and PPM visits are invisible to the board
What happens
FM, security, cleaning, pest control and lift maintenance contracts live in folders; visit reports arrive as PDFs that nobody reads.
What it costs
Contracts auto-renew on old terms, missed preventive visits only surface after a breakdown, and the board cannot judge vendor performance.
With one system
Each contract has its scope, renewal date, planned visits and completed reports in one place, with response times measured from the request tickets.
06The general assembly pack takes weeks to assemble
What happens
Budget versus actual, request volumes, arrears and vendor performance are pulled from exports and pasted into slides.
What it costs
Owners receive information late, the meeting is spent arguing about numbers and decisions are postponed to the next one.
With one system
Board and owner reporting is built from the live records, so the assembly pack is a review of real data rather than a reconstruction.
02Community platform preview
What your community system could look like.
Switch between the views a community manager, the security desk, the accounts team and the board would use. Every screen is designed per community in discovery.
Illustrative interface with sample data — your system is designed around your buildings, rules and committee.
Illustrative demo · sample dataCan you picture your community on one screen?
Build your community system03Solutions
The parts of a community system — chosen for your community.
Every request owned and visible
Resident request desk
Requests from WhatsApp, email, the portal and the security desk become tickets with unit, category, photos, target times and an assigned team or vendor. Residents see progress without having to chase.
- Categories and target times
- Assignment to FM teams or vendors
- Photo and video attachments
- Resident confirmation on close
Every request owned and visible
Resident request desk
Requests from WhatsApp, email, the portal and the security desk become tickets with unit, category, photos, target times and an assigned team or vendor. Residents see progress without having to chase.
- Categories and target times
- Assignment to FM teams or vendors
- Photo and video attachments
- Resident confirmation on close
Not every community needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps the management office ahead of the inbox.
AI in your community system works on its own records — requests, units, permits, contracts and ledgers. It sorts, reads, drafts and explains; the community manager and the board decide.
AI never decides fines, violations, legal action, payment plans or service charge amounts, and never sends a message or changes a balance on its own. Resident and owner data is only visible to roles that need it, and every suggestion shows the records it came from.
- 01
Request triage
Staff confirm assignmentA resident sends a WhatsApp voice note and two photos about water dripping from the ceiling.The request is logged against the right unit, categorised as a leak with urgent priority, and the likely source (the unit above) is noted. The FM supervisor gets a suggested assignment to confirm.
- 02
Permit document check
Approval stays with staffCheck the documents attached to this renovation NOC.Reads the uploaded contractor licence, insurance certificate and scope of works, flags anything expired or missing, and lists what still needs to be requested from the owner.
- 03
Notice drafting
Sent after approvalWater will be shut off in Tower C on Tuesday from 10:00 to 14:00.Drafts the notice in English and Arabic, targets only Tower C residents and suggests a reminder the evening before — ready for the community manager to approve.
- 04
Collections assistant
No changes to balancesWhich owners should receive a second reminder this week?Lists units at the second reminder stage according to your rules, excludes those with an agreed payment plan and prepares individual statements and draft messages for the accounts team to review.
- 05
Board questions in plain language
How did response times change after we switched cleaning contractors?Answers from your own request records — before and after the switch, by building and category — with the tickets behind the figures, so the board can discuss facts.
05A day with ORCHESTR
A Sunday in the management office, two ways.
- 07:30Weekend requests, already loggedWeekend messages are already tickets with units, photos and priorities. Two urgent leaks are at the top with suggested assignments.
- 09:00Security knows who's expectedSecurity sees today's approved move-ins and contractor visits with lift slots. An unapproved arrival is checked against the permit list in seconds.
- 11:00Statement in one clickThe unit ledger shows every charge, payment and reminder. The owner gets a clear statement, and the receipt they missed.
- 13:30Missed visit flaggedThe planned visit shows as missed, the vendor is chased from the contract record and the board will see it in the quarterly pack.
- 16:00One notice, the right residentsA bilingual notice goes only to the affected tower after approval, with delivery tracked against each unit.
- 18:30Bookings that can't clashPortal bookings respect availability, deposits and rules. The concierge sees tonight's bookings and who has paid.
- 20:00Board view on demandThe chair opens the board overview — open requests, collections and vendor performance by building — from their phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your community already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysPush notifications (portal app)
- Payments
- Card payment gatewaysPayment linksBank statement imports for matching
- Accounting
- Zoho BooksQuickBooksXeroExisting association accounting (via API or export)
- Building systems
- Access control systems (where available)Visitor management tools (where available)Existing CAFM or FM software (via API or export)
- Calendars & documents
- Google WorkspaceMicrosoft 365 / OutlookShared document storage
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your community — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the community.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Residents stop chasing
Every request has an owner and a visible status, so the follow-up message becomes unnecessary.Charges owners can follow
Clear unit statements and consistent reminders take the heat out of balance disputes.A calmer security desk
Approved move-ins, contractor visits and lift bookings are on one list, not in an inbox.Facilities shared fairly
Amenity rules and deposits apply the same way to everyone, every time.Vendors measured on facts
Response times and planned visits are recorded, so renewals are decided on performance.Assemblies built on real data
The board and owners review live figures instead of reconstructed spreadsheets.
09Possible use cases
How different communities could use it.
Examples of what we could build — not completed client projects.
A management office that keeps up
Requests, permits, amenity bookings and owner statements for one building, replacing a shared inbox, a diary and a spreadsheet.
Many buildings, one operation
Several towers, villas and retail areas with shared facilities, building-level budgets and a master view for the community director.
A portfolio of associations
One platform across every community you manage, with each association's data, committee and reporting kept separate and a portfolio view for your leadership.
Gate, amenities and residents connected
Visitor and contractor access lists, amenity bookings, landscaping and maintenance schedules and resident notices for a villa community.
FAQs
Community management questions, answered.
Education & organisations
01Does this replace our owners association accounting software?
Not necessarily. Many associations keep their accounting and budget system and use ORCHESTR for operations — requests, permits, amenities, vendors and the resident portal — with charges and payments synced via API or export. If you'd rather run unit ledgers inside the platform, we scope that explicitly.
02Can it work with government or regulator platforms?
We don't connect directly to government or regulator systems. The platform can track the status of registration, budget approval and assembly steps, store the related documents and prepare the information your team submits through the official channels.
03Can owners and tenants have different access?
Yes. Owners can see statements, payments and community documents for their units; tenants can raise requests, book amenities and apply for permits. Access follows the unit record, so it changes correctly when a tenancy ends or a unit is sold.
04Can residents raise requests on WhatsApp?
Yes, through the WhatsApp Business API, alongside email, the portal and the security desk. Messages become tickets on the right unit. Setting up the WhatsApp Business API requires your business account to be approved by Meta.
05We manage several communities. Is the data kept separate?
Yes. Each association can have its own units, ledgers, vendors, committee and reporting, with permissions enforced on the server. Your own team can work across communities with a portfolio view.
06How do you move our existing unit and owner data?
Usually from spreadsheets, your current software's export or its API. We map units, owners, tenants, balances and open requests, clean duplicates and agree what moves before launch, so the opening balances match your accounts.
07What does the AI actually do?
It sorts incoming requests, reads permit documents for missing or expired items, drafts bilingual notices and reminders, and answers board questions from your own records. It never decides fines, payment plans or amounts, and nothing is sent without approval.
08Can the interface be in Arabic and English?
Yes. Resident-facing screens, notices and statements can be bilingual, and staff can work in the language they prefer. We agree the language set and right-to-left layouts in discovery.
09How is a community system priced?
It's quoted after a discovery call, based on the number of buildings and units, the modules and the integrations involved. Hosting and support are agreed separately and in writing — there's no per-door price list.
Start here
Let's mapyour community.
Tell us how your community is run today. We'll come back with how one system could connect residents, the management office, vendors and the board.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your community runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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