EstateMgt — User Guide

EstateMgt is a management platform built specifically for MCST managing agents in Singapore. It covers the five workflows that every managing agent runs repeatedly — SP register maintenance, AGM/EGM management, sinking fund planning, procurement, and by-law enforcement — in one system regulated under BMSMA.

Getting started

Demo accounts

Two demo firms are pre-loaded. Log in with either set of credentials to explore the platform with realistic data.

The Propell account has the fuller dataset: 80 units at Seaview Residences (MCST 1234), a live AGM in progress, a sinking fund with a projected shortfall in 2029, three procurement work items, and two active by-law violations.

Navigation

After signing in, use the left sidebar to switch between modules. The sidebar shows the currently active section. All data is scoped to your firm — two firms cannot see each other's developments or records.

SP Register

The SP (Subsidiary Proprietor) register is the backbone of the platform. Every other module — quorum calculation, levy distribution, proxy validation — reads from it.

What it contains

• Unit directory — every unit in the development, with unit number, floor, stack, and share value
• Owner details — full name, email, phone, and NRIC last 4 digits for each registered owner
• Occupancy status — owner-occupied, tenanted, or vacant
• Transfer history — previous ownership records when a unit is sold

Share values

Share values are assigned at development registration and drive two critical calculations:

1. AGM quorum — the system sums share values of valid proxies and compares against the 30% threshold required under BMSMA s.73
2. Special levy distribution — if the sinking fund projects a shortfall, the per-unit levy amount is calculated proportionally by share value

Keeping the register current

Update the primary proprietor record whenever a unit is sold. The transfer history panel on the unit detail page records the previous owner and transfer date for audit purposes.

AGM / EGM

The AGM module manages the full meeting lifecycle: from drafting the notice through to minutes circulation.

Meeting lifecycle

A meeting moves through four statuses:

Advance the status using the button on the meeting detail page.

Quorum

The system calculates quorum automatically from the SP register:

• Required: share values of proxies collected must exceed 30% of total share value
• The quorum panel updates in real time as proxies are submitted
• A meeting cannot legally proceed without quorum under BMSMA s.73

Proxies

Proxies are collected digitally and validated against the SP register. Each unit can grant one proxy per meeting. The system checks that the grantor unit exists in the register before accepting the submission.

The proxy panel on the meeting detail page shows each proxy's grantor unit, share value, and the designated proxy holder.

Resolutions and voting

Each resolution is designated as either:

• Ordinary resolution — requires a simple majority (>50% of votes cast)
• Special resolution — requires a supermajority (≥75% of votes cast)

During an In Progress meeting, cast votes using the For / Against / Abstain buttons on each resolution. The tally bar updates live and shows whether the resolution is currently passing or failing against its threshold.

Typical AGM resolutions include: - Adoption of financial statements (ordinary) - Fixing of annual contributions (ordinary) - Election of council members (ordinary) - Approval of major expenditure above $30,000 (special, per BMSMA s.58)

Sinking Fund & 10-Year Capex Plan

The sinking fund dashboard gives the management council visibility over the long-term financial health of the development.

Dashboard overview

The top row shows: - Current balance — the sinking fund balance as at the last recorded date - Planned capital works — number of items on the 10-year horizon - Shortfall alert — if the projected balance turns negative in any year, the affected year is flagged

10-year projection chart

The bar chart projects the sinking fund balance year by year, accounting for: - Annual levy contributions (estimated at $4,000/month for a typical 80-unit development) - Planned drawdowns for each capex item in the year it is scheduled

Bars that dip below zero are shown in red — these represent shortfall years.

Capex items

Each item on the 10-year plan has: - Year — when the expenditure is expected - Category — lift/escalator, façade/painting, waterproofing, electrical/M&E, plumbing, landscaping, security, or other - Estimated cost — used in the projection calculation - Status — planned, in progress, completed, or deferred

BCA expects MCSTs to maintain a rolling capital expenditure plan. This list serves as that plan.

Shortfall and special levy

When a shortfall is detected, the system calculates an indicative special levy per share value. This figure can be presented to the council as the basis for a special levy resolution at the next AGM or EGM.

The per-share amount is derived by dividing the peak shortfall by the total share value of the development — ensuring each unit contributes proportionally.

Procurement (3-Quote Workflow)

BMSMA s.65 requires managing agents to obtain at least three independent quotes for works and services above a prescribed threshold before the council approves expenditure. This module manages that process and produces an audit trail.

Workflow stages

Creating a work item

Each work item captures: - Title and description of the works - Urgency level (routine / urgent / emergency) - Up to 3 contractor quotes with contractor name, registration number, amount, and submission date

Quote selection and work order

Once the council approves a quote, the selected quote is marked and a work order is generated recording the approval date and approving officer. This work order is the audit record that satisfies BMSMA requirements.

Audit trail

All work items log creation and update timestamps. The selected quote and work order issuing officer are permanently recorded. This trail is available if the MCST is audited or if a contractor dispute arises.

By-Law Violation Tracker

Managing agents issue warnings, notices, and fines to subsidiary proprietors who breach the development's by-laws or the MCST's house rules under BMSMA s.32.

Logging a violation

Each violation record captures: - The unit involved - Category (illegal parking, noise/nuisance, renovation out of hours, unauthorised modification, cleanliness/dumping, or other) - Date of violation - Description — used as the basis for notice letters

Escalation stages

Violations move through a defined escalation path:

1. Verbal Warning — on-site or phone notification; noted in the record
2. Written Warning — formal letter via registered mail
3. Formal Notice — issued under the MCST's authority; sets a compliance deadline
4. Fine Imposed — monetary penalty applied per by-law schedule
5. Escalated to STB — matter referred to the Strata Titles Boards

The current stage is displayed on the violation list and detail pages. The escalation history panel records each action, who took it, and the date — forming the paper trail required if the matter proceeds to the STB.

Why the paper trail matters

STB disputes and BMSMA compliance reviews both require managing agents to demonstrate that proper procedure was followed before enforcement action was taken. Having each escalation step timestamped and attributed to a named officer satisfies that requirement.

Roles

Roles are assigned per user by the firm owner via the admin panel.

Frequently asked questions

Can multiple developments be managed from one account? Each account is scoped to one firm. A firm can manage multiple developments — contact us to add additional developments to your account.

Is the data stored securely? All data is stored on servers in Singapore. HTTPS is enforced on all connections. User passwords are hashed and never stored in plain text.

What happens at AGM quorum when some units are tenanted? Share values count regardless of occupancy — only the registered owner (subsidiary proprietor) can grant or hold a proxy. Tenanted units that do not submit a proxy simply do not contribute to the quorum count.

Can we export the SP register or AGM minutes? Export and print functions are on the roadmap. For now, data is accessible via the admin panel for direct viewing.

For questions or to request a walkthrough, contact us at hello@eambience.com.