Society Administration & Record Management
Tick Boxes handles the day-to-day administration of your society, correspondence, records, meetings, nominations, member queries and visitor management, so your committee can focus on governance and decisions, not daily follow-ups.
We manage society administration in Mumbai for 100+ housing societies and 10,000+ members, with professional on-ground managers supported by connected technology, accounting, audit and compliance teams.
Your committee governs. We manage the execution.
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What's Included
Drafting and circulating circulars, reminders, and official communication to all members.
AGM, SGM, and Managing Committee scheduling, agenda preparation, and minute-taking.
Recording and maintaining nomination records as legally required under the MCS Act.
Structured entry logs, resident approval workflows, staff and delivery tracking.
A centralised, retrievable communication history instead of scattered emails and WhatsApp threads.
Decisions, requests, and pending actions assigned to an owner and followed through to closure.
A single point of contact for routine administrative questions, so committee members aren't fielding calls individually.
Organised records that transfer cleanly when a new managing committee takes over.
Who This Is For
This service is built for managing committees who'd rather not spend their weekends chasing vendors, tracking down a missing nomination form, or fielding the same member query five times over. It suits societies where the secretary or treasurer already has a full-time job elsewhere, and where the committee wants administration handled with the same seriousness as its finances, not managed informally through whichever member happens to have time that week.
It's equally useful for societies mid-transition, a new committee taking over, or one that's inherited incomplete records and wants a clean, organised starting point.
Documents We'll Typically Need
Why Tickboxes
Admin isn't a task list to clear, it's the layer connecting your compliance filings, audit records, and finances, so nothing falls through the gap between departments that, in most societies, don't even talk to each other. That's why so many committees across Mumbai already run their day-to-day administration through us, backed by a team based in Andheri West that treats a society's records with the same care we'd expect for our own.
| What you get | Why it matters |
|---|---|
| One team across admin, compliance, and audit | No gaps between departments that don't talk to each other |
| Records kept audit-ready year-round | No last-minute scramble before AGM or Registrar inspection |
| Structured visitor approval, not a logbook | Residents know someone actually checked, every time |
| Nomination filings tracked to deadline | No family caught in legal delay during an already hard time |
Nomination Register: The Legal Requirements
Under Section 30 of the MCS Act, 1960, read with Model Bye-laws 32–37, every society must maintain a Nomination Register:
The nomination goes before the committee at its next meeting (Bye-law 33).
Entered in the register within 7 days of that meeting.
Appendix 14 (Form 14).
Post the 2019 amendment, a recorded nominee becomes a Provisional Member, able to vote and participate in society matters, but not sell or mortgage the property without the consent of legal heirs. A Will, where one exists, still takes precedence over the nomination for actual ownership; the nomination simply gives the society a clear point of contact and avoids the delay of a court-issued Succession Certificate.
We record every nomination on receipt, place it before the committee within the required timeline, and keep the register audit-ready, so it's never a form sitting untouched in a drawer when a family needs it acted on.
Visitor & Gate Management: What We Track
A handwritten register at the gate tells you who walked in, it doesn't confirm anyone actually approved it. Our visitor and gate management covers:
- Structured entry logs
Every visitor, cab, and delivery recorded with time, purpose, and unit visited. - Resident approval workflows
Visitors verified against resident confirmation, not just a guard's judgment call. - Domestic staff & vendor tracking
Attendance and access logs for recurring staff and service providers. - Retrievable records
Searchable history available to the committee or Registrar when needed, instead of a logbook nobody can reconstruct after the fact.
Frequently Asked Questions
1. Is maintaining a nomination register legally required?
Yes, under Section 30 of the MCS Act, 1960, and Bye-laws 32–37, every society must maintain one.
2. What happens if a nomination isn't recorded properly?
It can create legal liability and complicate flat/share transfer after a member's death, sometimes requiring a court-issued Succession Certificate.
3. Does a nominee become the legal owner after the member's death?
No, a nominee holds the property as a Provisional Member until legal heirs are established; a Will takes precedence for actual ownership.
4. Is a manual visitor register enough, or do we need a system?
A manual register records entry but rarely confirms approval. A structured process adds resident approval and searchable history.
5. Is admin support offered standalone, or only with compliance/accounting?
Standalone is available, though most societies pair it with our Compliance or Audit & Taxation services for one point of accountability across records, filings, and finances.
6. How quickly can Tickboxes take over admin for our society?
Once we receive your society's registration certificate, member list, and existing records, onboarding typically takes a few working days, after which correspondence, registers, and visitor management run through us directly.