| Administration Charge | A charge to one flat under the lease for something that flat asked for or caused, such as a licence fee, copy documents or a late-payment fee. It is served with its own summary of rights, not the service charge one. |
| AGM | An annual general meeting of a company's members. A residents' company holds one if its articles require it. |
| Apportionment | How a budget's costs are shared between units, schedule by schedule. Each unit's part is its Share. |
| Area | A space inside a building, such as a plant room or a bin store. |
| Arrears | Money on demands that are past their due date and not yet paid. |
| Articles | A company's own rules (its articles of association). They say, among other things, whether an AGM is required. |
| Asset | A piece of plant that is serviced, such as a boiler, a lift or a fire alarm panel. Recording one brings the duties that go with it. |
| Assigned To | The colleague a ticket, a duty or an action is given to. Changing it is Reassign. |
| Attendance | A contractor coming to do work. |
| Bay | One numbered parking space, such as Bay 12 or Bay G1. It is held With the Lease, under a Licence, or Unallocated. |
| Bay Fee | The fee for a bay held under a licence. It is its own line on the holder's account, raised monthly, quarterly or yearly, outside the service charge. |
| Budget | A property's planned costs for one service charge year. |
| Building | A physical structure inside a property. A property can have more than one. |
| Certificate | The evidence that a duty was carried out, such as a gas safety record or a fire risk assessment. |
| Charge | One cost put on leaseholders outside the year's budget. Each unit's part becomes a demand. |
| Checklist | The questions an inspection is built from. A checklist is Draft until it is put In Use. |
| Client | Whoever instructs you to manage the property: a residents' management company (RMC), a right to manage (RTM) company or a freeholder. |
| Client Money | Money you hold for others. The professional term is kept on purpose. |
| Compliance Register | The screen of every property's duties and when each is next due. |
| Concierge Desk | The screen used by staff on a building's front desk. |
| Confirmation Statement | The yearly check a company files at Companies House that its details are right (form CS01). |
| Contractor | A firm on your own register. A firm SynkroTech has checked, in its directory, is a Partner. |
| Correspondence Address | Where demands and notices to a person go: The Unit or Another Address. If it is Not Chosen, a demand cannot be posted. |
| Credit Control | Chasing arrears, case by case, through the stages: first reminder, second reminder, letter before action. |
| Decision Record | Your organisation's record of who changed what, and when. |
| Demand | A request to pay, served on a leaseholder. Never a bill or an invoice. |
| Director | A director of the residents' company. Directors have their own portal, the Director Portal. |
| Mailing | One batch of letters or emails made together, such as one property's demands. A mailing is sent from the Outbox, with Send. |
| Payments | Supplier invoices paid together: picked under Pay Suppliers, scheduled with Schedule Payments, paid with Confirm Payment; listed under Scheduled until confirmed, then Paid. |
| Due Date | When a ticket should be resolved. Past Due Date, On Time and No Due Date describe it. |
| Due Now · Not Yet Due · Total Raised | The three parts of every balance: what is unpaid on demands due today or earlier, what is unpaid on demands due later, and the two together. |
| Duty | Something the law or a standard requires of a property, with the rule it comes from. |
| Appointment | The period a concierge is appointed to work at a property. Their desk login lasts as long as the appointment. |
| Evidence | A photograph or a file attached to an answer, a finding or an observation. |
| Finance | The menu section for budgets, demands, receipts, the bank and the year end. |
| Finding | Something wrong found on an inspection, with a severity. |
| Fund | Where a property's money is held for a purpose: the service charge fund, the reserve fund, the ground rent fund. |
| Inspection | A person checking a property against a checklist on a date. |
| Joint Leaseholder | A second or further leaseholder of one unit, on the same lease. The one who gets the routine post first is the Lead. Every holder still gets every demand and notice. |
| Leaseholder | Someone who holds a lease on a unit. A company can be a leaseholder too. |
| Licence | A separate agreement for a bay, with dates and a fee. |
| Login | What you give a person so they can sign in. Signing in is the act; a login is the thing. |
| Mailbox | The email account SynkroTech sends your mailings' emails from, connected in Comms → Mail. |
| Nominal account | The heading a cost or an income is filed under, such as Cleaning or Buildings insurance, on the chart of accounts. |
| On Track · Due Soon · Overdue | The one scale for anything with a due date. Escalated is a note beside it, never a state of its own. |
| Organisation | Your company, as SynkroTech holds it. |
| Outbox | Where letters and emails wait before they are sent, and where you send them. |
| Outside Person | Someone who holds a bay licence without holding a unit in the building. |
| Portal | The pages a leaseholder, resident, director, concierge or contractor signs in to. Each shows only what that person may see. |
| Portfolio | A group of properties. |
| Property | What you manage and invoice: a block or an estate. One property can have several buildings. |
| Quote | A contractor's price. |
| Receipt | Money received and matched to a demand or an account. |
| Sent Out | A copy in a mailing someone pressed Send on, handed to the Outbox to send or print. Sent out is not delivered: a demand is served only once it is sent or posted. |
| Reported Issues | The portals' name for the repairs a leaseholder or resident has reported. Staff call each one a ticket. |
| Resident | Someone who lives in a unit, whether or not they hold the lease. |
| Schedule | A group of costs shared by the same set of units, such as the residential costs or the car park costs. |
| Served | Sent or posted to the person in a way the lease and the law accept. A demand that has not been served does not have to be paid yet. |
| Service Charge Year | The year a lease sets for the service charge. Each property has one Year End, and every budget year counts from it. |
| Severity | How bad a finding is: Emergency, Urgent, High, Medium or Low. |
| Share | A unit's share of one schedule, usually the share its lease states. |
| Sign In as Leaseholder (and as Director, Resident, Concierge Desk) | Seeing a portal exactly as that person sees it: read only, for 15 minutes, with every page recorded. |
| Supplier Invoice | A bill from a supplier or a contractor. |
| SynkroTech Trade | The app your contractors use to receive jobs, send quotes and invoices, and keep their certificates on file. |
| Tenancy | A resident's right to live in a unit for a period, recorded with a start date and an end date. |
| Tenant | Someone who rents a flat from its leaseholder. |
| Ticket | A piece of work you own and follow through, such as a repair or a complaint. |
| Two-Factor Authentication | A second check at sign-in, as well as your password: a six-digit code from an app on your phone. |
| Unit | One flat or commercial unit. The portals say "flat". |
| Work Order | Work instructed to a contractor. In SynkroTech Trade the contractor sees it as a job. |
| Year End | The last day of a property's service charge year, set once on the property. |
| Year-End Accounts | The accountant's signed service charge accounts for one property and one year. What you send the accountant is the year-end pack. |
