How to share minutes, rules and contacts with your building's residents
“Does anyone have the minutes from the last meeting?”, “What was the lift company's number?”, “What did we agree about the pool?”. Every building's WhatsApp group repeats these questions every month. The answer is in a message from a year ago. Here's how to keep it all at hand for everyone.
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What gets lost in the building's group chat
- Minutes and meeting notices sent as PDFs that nobody finds again.
- Rules for the pool, the car park or the shared areas.
- Phone numbers for the managing agent, the lift, cleaning or emergencies.
- Quotes for works and levies that need comparing before a vote.
- New owners or tenants have none of what came before.
What to include and how to organise it
- Minutes: one per meeting, with the date in the name.
- Rules: the house rules and the rules for shared areas.
- Contacts: a note with each useful number, pinned to the top.
- Works and quotes: each company's PDF, photos of the damage.
- Notices: water cuts, inspections, the next meeting's agenda.
For the noticeboard in the entrance, print the collection's QR code: anyone who scans it goes straight in (or lands on the page to download the app).
Channel or Collaborative: which to use
Channel
one person publishes, the rest view
For the chair or managing agent
- Publish minutes, rules and official notices; residents can only view them.
- What's there is the right version: nobody changes it by mistake.
- New residents join with the QR code in the entrance and get the full history.
- If someone leaves the building, you can remove them from the Channel.
Collaborative
everyone adds and edits
For the residents themselves
- Tips: the plumber who came quickly, a trusted locksmith, the babysitter in flat 3.
- Photos of problems to show the managing agent.
- Ideas and quotes for the next meeting, all in one place.
How to set it up in five minutes
- Install Linkalia and create a collection named after the group.
- Create the categories. For example: Minutes, Rules, Contacts, Works, Notices.
- Add material with Share from any app: PDFs, Word files, photos, YouTube videos, links or Google Maps locations.
- Tap the collection's name to open Collection info and, under Access, pick Channel or Collaborative.
- In the ⋮ menu, tap Share invite link: send it to the WhatsApp group or show the QR code.
Anyone without the app lands on the page to download it for free; no sign-up or email needed. As admin you see who's in the collection and can remove (and readmit) anyone.
Frequently asked questions
Does it replace the WhatsApp group?
No, it complements it. The group is for talking; the collection keeps what needs keeping, organised and easy to find.
Do residents need to sign up?
No. They install Linkalia and join with the link or QR code, no email or password.
What about older residents who don't use apps much?
Someone just needs to install the app for them once: after that, scanning the QR code in the entrance opens the collection directly. If they don't have Android, Pro lets you export the collection as a web page that opens in any browser.
Your building's minutes, rules and phone numbers, always at hand. Try Linkalia for free.
Scan it with your phone