Community management from planning to operation

You set up the community in the system once: the project, phases, streets and plots. Everything else runs on that data: the financial model, prices, the site plan on your website, the listing export to portals, the CRM and reservations. A plot has one price and one status everywhere, so neither the website, nor a portal, nor a sales rep can sell something that's already sold.

We call it the community's digital twin: every plot has a record with its price, status, and reservation and deal history. The twin grows with the project, from the first calculation to handing over the keys.

Community management software pays off because the stages don't live apart. A price set during planning works in sales right away, construction actuals go into the budget, and installment receipts go into cash flow. Management sees the whole project, not a set of reports from different places.

• Planning: set up the project and units, work out the budget by cost item and revenue, set prices.
• Construction: manage work packages, the warehouse and material purchasing.
• Sales: publish the site plan on your website and on listing portals, manage leads and reservations in the CRM.
• Payment: mortgage, installment plan or full payment, with the monthly payment shown on your website.
• Operation: key handover and resident services; this stage is in development.

We don't sell what doesn't exist yet. Here is the honest status of each stage today. "Coming soon" means the feature is in development and we won't promise it as ready.

The community's economics are worked out before launch: a budget by cost item (land, utilities, roads, marketing) and revenue from plot sales. Once the project is underway, the bank statement or 1C data is split across cost items automatically, and the plan is checked against actuals. Payment requests go through approval and roll up into the payment calendar.

Construction has its own section with work packages, a materials warehouse, requests and purchasing. The system tells you in advance how much material you will need, so procurement and construction work from the same numbers. This section is enabled on request.

A construction schedule with plan and actuals by stage, and the option to show buyers what stage their home is at, are in development. On this page we mark them "Coming soon".

Planning is also a good time to set prices. A launch price list by street and plot location, discount limits by role and time-limited promotions are all set in the same system where sales will run later. The pricing module is currently in closed testing.

Sales is the most developed stage. The interactive community site plan goes on your website: buyers see phases and plots with their statuses and send an inquiry about a specific plot. The lead goes to the Smart plan CRM or to yours, Bitrix24 or amoCRM.

Reservations are tracked with a deadline, an owner and a payment mark. The contract is generated from the deal using your Word template. Listings go out to Cian, Avito, Domclick, Yandex Realty, M2 and YUgroup from the same database, and sold plots come down on their own. Sales proposals and price lists are built from current prices, including combined house-and-plot prices.

For communities with homes there is a contractor portal: builders show their house designs on the community's plots, which makes it easier for buyers to picture what they are building. The demand heat map shows which plots people look at and which ones get inquiries.

Smart plan doesn't make you give up the systems you're used to. Site plan leads go to email, Telegram, Bitrix24 or amoCRM, and buyer actions show up in Yandex Metrica. The bank statement and 1C data flow into the budget, and units can be uploaded from Excel or pulled from a feed in the system where you already manage them, refreshed every hour.

When a unit is reserved or sold, it can change color on the site plan for everyone viewing the website at once, without reloading the page. This option is enabled on request. Two buyers won't pick the same plot.

A community doesn't end at the sale. Keys have to be handed over, fees collected, resident requests handled and services managed. Usually the community's management company does this in a separate program or in a messenger.

Operation builds on data collected earlier: who bought the plot, under which contract, what has been paid and what is still on the installment schedule. Smart plan already has this data, so resident services won't have to start from an empty database.

If you need community operation tools now, contact us. We'll tell you what will come first and take your use cases into account.

A community selling plots for private homes: the key pieces are the site plan on your website, listing export to portals, the CRM and installment plans. The financial model helps decide when to start the next phase of utilities and roads.

An upscale housing community with homes: sales are joined by construction, warehouse and purchasing, contractors' house designs on plots and a "house + plot" price list.

An apartment complex uses the same modules, with an availability chart instead of a plot site plan. For a developer with several projects, what matters is that all of them live in one system: budget and sales are visible for each, and discount rules and change history work the same way.

Day-to-day operation of a residential community still relies on the management company's own tools for now. Everything that happens before move-in, from running the numbers to the last installment payment, can be managed in Smart plan today.

You can run a community with a set of tools: a financial model spreadsheet, a website builder, a CRM, a separate feed, the management company's messenger. Each one works on its own. The problem is that the same data has to be entered several times.

You don't have to throw out your separate programs. Your own CRM connects, 1C stays the source of accounting data, and Smart plan ties them together with a shared plot database. That means less manual copying and fewer mismatches between reports.