What's changed

28 October 2026 — a demo agency for beta testers, from the Console (D225)

From the owner's "yes" (28 October 2026) to the beta testers plan (`docs/plans/beta-testers.md`). This is in the SynkroTech Console only; nothing changes in any organisation's own app.

• New: Demo Data, on an organisation's Overview in the Console. It reads None, or the day the demo was added and what it holds. Add Demo Data fills the organisation with a made-up estate: five buildings, 102 units, leaseholders, demands, money, repairs, compliance and letters. Delete Demo Data takes all of it out again, once you type the organisation's name exactly. Only an owner sees the buttons pressable. Each press is a line on the Audit Log: Demo Data Added or Demo Data Deleted.
• Never on the founding organisation. The card reads Founding Organisation: Never Added, and the server refuses it either way.
• The books. A demo agency's books can be started as any organisation's. Once they are, the card reads Books: Started and the demo data cannot be deleted: use Delete Now on the organisation and add a new one.
• New: "what to try" sheets for testers, one page each, in `docs/for-testers/`: managing agents, RTM and RMC directors, and residents. `docs/for-testers/README.md` says how to set up the demo agency and give each tester a way in.

28 October 2026 — the books show a colleague with some properties only those properties' money (D224)

From the owner's "do recommended" (28 October 2026). For a colleague whose Property Access is set to some properties (Settings, Users, Select Properties). Nothing changes for administrators or for colleagues who can see every property.

• The Books card on Funds. The latest check, Cash Position and the reports show them only the funds of their properties, and every total adds up what is shown. The agent's office fund, and the unidentified money in a bank account shared with other properties, are not shown to them.
• Check the Books and Start the Books are not offered to them: each acts across every property, so someone who can see every property runs them. The latest check still reads, for their properties.
• My Work. Books Difference gives them the difference in their properties' books only.
• Export Books gives them their property's books as before. A bank account shared with other properties is no longer listed as the property's own.

23 October 2026 — shares to six decimal places, with the day they apply from (D204)

From the owner's "do all recommended" (22 October 2026), the ledger plan's decision 5. The pictures for Setting each unit's share of the service charge were retaken on 23 October 2026.

• Setting each unit's share of the service charge. A share is typed as the lease writes it, to six decimal places at most: 8.333333% for a twelfth, 14.285714% for a seventh. Every share already saved reads as it did, and no demand, budget or year end changed by a penny. Set Equal Shares divides 100% to the millionth.
• New: shares from a day. In Edit Shares, Applies From saves new shares from a day, for a lease variation or a new schedule. The days before it keep their shares. The schedule reads New shares from the day until it comes, then Since the day. New shares not yet in use can be deleted.
• Which shares a figure uses. A year's budget, its demands and its year end use the shares in use on the year's first day; a one-off charge those on its due date.
• The check when you save is to six places: 99.999999% is short, and is refused unless the schedule has Landlord Covers the Gap ticked.

22 October 2026 — a supplier's bank details, checked by a second person, and the bank payment file (D203)

From the owner's "do all recommended" (22 October 2026), the handbook's supplier controls. The pictures for Paying a supplier's invoice and the new task were taken on 22 October 2026.

• New: Recording a supplier's bank details, and checking a change. A firm's page has Bank Details. Add Bank Details records the account name, sort code, account number and, for a building society, the roll number, and how the firm asked (Asked By). New details are Pending and nothing is paid to them until a colleague who pays suppliers, and did not enter them, checks them with the firm and presses Verify Bank Details, saying How Checked. The details in use stay in use until then. Only colleagues who pay suppliers see bank details in full.
• A change asked for by email while the firm is owed money reads Asked by Email While a Payment Is Due, and is checked only by phone on a number you already held, or in person.
• Paying a supplier's invoice. An invoice is scheduled only when its firm has verified bank details; Pay Suppliers says which firms have none. A scheduled payment has Bank Payment Files, one for each client account it is paid from: Download Payment File gives the file to upload to your bank, and records who downloaded it. It marks nothing paid. Confirm Payment is for someone other than whoever entered a firm's bank details, and asks you to tick Checked With Firms when a firm's details changed in the last 30 days.
• SynkroTech Trade. A firm can send new bank details from its Invoices page with Send Bank Details. They wait for your check like any change.

22 October 2026 — the redress scheme on letters, for residents who rent, and on the Setup Checklist (D199)

From the owner's "yes" (22 October 2026) to the three follow-ups of D197. The picture for Working through the Setup Checklist was retaken on 22 October 2026.

• Letters, demands, statements, notices and emails print your redress scheme at the foot of every page, after your company number and registered office: "Redress scheme: The Property Ombudsman, membership number D01234." Until you choose a scheme, nothing is printed for it.
• Residents who rent see Redress Scheme, and Membership Number if you gave one, on the Managing Agent card of their portal's Home and Building.
• Working through the Setup Checklist. First Steps has Record Redress Scheme. Start opens Organisation Details. It reads Done once a scheme is chosen.

22 October 2026 — the redress scheme (D197)

From the owner's "yes" (22 October 2026) to naming the redress scheme to residents. The picture for Setting up your organisation's details and letterhead was retaken on 22 October 2026.

• Setting up your organisation's details and letterhead. Organisation Details has a Redress Scheme: The Property Ombudsman, Property Redress Scheme, or Other with its Scheme Name typed, and a Membership Number if you have one. A managing agent in England must belong to an approved redress scheme.
• What residents see. The portal's Help names your scheme, with the number, under Who manages your building and Making a complaint. Until you choose one, Help says it is not recorded, as before.
• Portal Settings lists Redress Scheme under What Leaseholders See, marked Required by Law: it is always on.

22 October 2026 — Upload Certificate on a combined certificate (D193)

From the owner's "yes" (22 October 2026).

• Recording that a check was done (filing a certificate). On the register, the combined certificate's button is Upload Certificate, the same as on a duty's page. The contractor's own insurance certificate keeps Record Certificate.

22 October 2026 — Portal Settings: what leaseholders and directors see (D195)

From the owner's point 1 of 21 October 2026 (approved in D188): "leaseholders see the minimum, directors see more, the agency chooses".

• Portal Settings is a new section of Settings, for administrators. It has two lists, What Leaseholders See and What Directors See, each item On or Off. What the law makes you give is always on, marked Required by Law with the law in one line. Every change is on the Decision Record.
• What leaseholders see, to start with. Everything the law gives them, their own records, the kinds of safety check, the target date for each issue they reported, building works and notices. Not shown unless you switch it on: how many documents and issues you keep internal, and whether an issue is past its target. Residents who rent see the same wherever their portal shows it.
• What directors see, to start with. Everything the Director Portal showed before, and a new Major Works card: each project, its stage and its cost. You can switch any of it off except Sitting Directors.
• What is switched off is left out, not only hidden on the screen. In its place the portal lists it under On Request with Request Details, which sends you a message in Resident Communications, as the safety checks' Request Details does.
• The Resident Portal's Building Safety card no longer says it shows each check's next due date (it has shown the kinds of check since 21 October).

22 October 2026 — pick the firm when booking, suggested duties, and the duty page (D193)

From the owner's point 7 of 21 October 2026 (approved in D188): "i should be able to pick the contractor to do the job", "i leave that as a suggestion not law cause the property might be built different", "when i click a duty all i can see is book a visit" and "i don't understand that law". The pictures for Booking a contractor's visit for a duty and Recording that a check was done (filing a certificate) were retaken on 22 October 2026.

• Booking a contractor's visit for a duty. Book Visit asks the Firm as well as the day. The duty's usual firm is chosen to start with; choose any other firm instead. A visit reaches the firm's Trade page through a work order: when there is none, Sent to Firm under the duty's History says so, with Create Work Order.
• The duty page looks like a ticket. Its acts are in one row at the top: Book Visit, Record Visit, Upload Certificate, Mark Not Needed and Delete. Under them are Next Due, Building, Firm and Last Completed, then the duty's details and its History. On a property's Compliance tab, pressing a duty opens this page.
• Answering the building questions so the right checks appear. Required Duties lists checks as Suggested for This Building. Add the ones the building needs, and press Mark Not Needed, with the reason, for the ones it does not. They are listed under Not Needed with Add Back. A check marked Not Needed or deleted is not suggested again, and raises no reminder, unless the building changes. A check the law requires says "Required by law for this building".
• Managing fire safety for a building. Assessor of Record is now Fire Risk Assessor: "The person or firm who did the assessment. The law says you must record who it was." A fire duty marked Not Needed says so.

21 October 2026 — Help redrawn (D183.1)

From the owner's "info good delivery bad" about Help (21 October 2026), and "Yes the help layout is good" for the new drawing. The pictures for Asking SynkroTech for help were retaken on 21 October 2026.

• Asking SynkroTech for help. Help has one layout in the app and on the website's Help Centre. The search box is across the top, beside Download PDF and Get Help. The guide's chapters are down the left, with the page you are reading marked; Finance, Buildings, Compliance, Inspections, People and Clients open when you press them. The page fills the middle, with its pictures as wide as the page. On a wide screen, On This Page, Related and Still Stuck? are on the right. Get Help is a short menu: Help Request for a new question, and My Help Requests for the answers.
• What went. Start Here, the rows for each part of the menu and The Other Apps are no longer on Help, and the areas and topics are no longer on the Help Centre. The guide says the same, with the steps (Finding your way around, and a job for each screen they named).
• On a phone, Show Contents opens the chapters over the page, and On This Page folds at the top of the page.

21 October 2026 — the Reports Centre is for administrators, and Team Performance (D192)

From the owner's "the reports centre should be only for admins" and "another report page that shows how many tickets are still open … what the accountants haven't done … response time" (21 October 2026, approved in D188). The pictures for Seeing how the whole portfolio is doing and Deciding what each colleague can do were retaken on 21 October 2026.

• Seeing how the whole portfolio is doing. Reports is on the menu only for administrators, and for anyone given See Reports. The Reports Centre has four groups: Finance, Buildings & Compliance, People & Letters and Team. Each tile shows its name, its figure and one line; press the tile to open the records behind it. Under Team, Team Performance shows, per person, the open tickets and the oldest, tickets closed, overdue duties, invoices waiting and how long people waited for a first reply, with Export.
• Deciding what each colleague can do. A new permission, See Reports, under Run the Organisation. Administrators have it. Give it to a senior colleague with an exception.
• Ground Rent Due is a Reports Centre page, so it needs See Reports too. A property's own figures and the dashboard are not reports and are unchanged.

21 October 2026 — Cancel Ticket, Cancel Request on every list, Payments, and shorter words (D191)

From the owner's points of 21 October 2026: "a ticket cannot be cancelled", "i can request quotes i can't cancel them", "rename to Payments" (D188), and "short and sweet … what could be explained short don't over write". The pictures for Paying a supplier's invoice were retaken on 21 October 2026.

• Keeping on top of tickets. Every open ticket has Close Ticket and Cancel Ticket at the top. Cancel Ticket is for a ticket not needed, or raised in error: type why, and it reads Cancelled, leaves the open work and stays on the record; Cancelled in Tickets by Status lists them. Nobody is told unless you tick Tell Them and write what they read. Close Without Message is gone from the Close panel: it is Cancel Ticket now.
• Getting quotes and choosing one. Cancel Request is on a quote's row in Quotes, on a ticket's Quotes and on a work order, as well as on the quote, and asks why. The firm's SynkroTech Trade page shows the request Cancelled, so they stop pricing it. On the quote, Record Price sits beside it, for a price a firm sent by email or phone.
• Paying a supplier's invoice. The payment run is Payments: tick invoices under Pay Suppliers, press Schedule Payments, then open it under Scheduled and press Confirm Payment once the transfers are made at the bank. Ready for a Run is Ready to Pay. The page's line reads Queue · Approve · Schedule · Confirm. Payments waiting to be confirmed are under Scheduled, and confirmed ones under Paid.
• Talking a leaseholder through their portal. Ask About This is now Request Details. Safety certificates and inspection reports are no longer in a leaseholder's Documents, because their dates show when a check was done: a leaseholder asks for them with Request Details. The fire safety instructions and the higher-risk building's papers are still shown.
• Shorter words everywhere. Hints, page lines, steps and empty lists on the staff screens, the portals, SynkroTech Trade and the Console were cut to the shortest true sentence, or removed where the label says it. Nothing a person needs before they act, and nothing the law requires, was cut.

21 October 2026 — administration charges paid over to the landlord or agent (D190)

The third step of the double-entry books (the ledger build plan, phase 3: supplier invoices, Payments and paying them), built and switched off: nothing you see changes until an organisation's books are started. No picture was retaken, because the screens look the same until then.

• Paying ground rent over to the landlord. Once the books are started, Administration Charges Held appears under Ground Rent Held: what each property's service charge fund holds for the landlord or agent from the administration charges it collected. Record Pay-Over on a row records the money paid over: the amount, the day, who it was paid to and why. It needs the permission to approve money, within your approval limit, and it cannot pay over more than is held. As with ground rent, the transfer is made at the bank.

21 October 2026 — the whole screen, and figures on one line (D189)

From the owner's "Make the page full screen on any size screen", "the gaps are too much at the top" and "the 0 is not in order … check everywhere as well" (21 October 2026). Nothing works differently: only how the pages are laid out. Every picture in the guide was retaken on 21 October 2026, because every page now uses the width of the window.

• The whole screen. Pages no longer stop at a fixed width in the middle of a large monitor: registers, cards and figures use the full width of the window, with the usual margin at each side. Long sentences keep a comfortable line length. The leaseholder, resident and directors' portals keep their narrower reading width.
• Less space at the top. The first line of a page now sits close under its title, on Credit Control, Funds, Demands & Arrears, Duties, Fire Safety, Tickets and Properties. On Credit Control and Funds the figures beside the headline sit next to it rather than at the far edge; on Funds they are one row.
• Figures on one line. In every row of figures, the numbers line up across the row, however long a label is (for example Properties with a Fund on Funds).
• Supplier Invoices. In the Payment Run panel, the selected count and run total sit on the same line as Continue.
• On a phone, nothing on Credit Control, Funds, Client Money, a budget or a major works project runs off the side of the screen any more.

21 October 2026 — every list you choose from can be typed into (D185)

From the owner's "add to dropdowns allow them to also be typeable" (21 October 2026).

• Finding your way around. A new part, Choosing from a list. Every box with a small arrow at its right end (a property, a fund, a colleague, a status, a page size, a filter's field) still opens its whole list when pressed, and now also takes typing: a few letters from anywhere in a name narrow the list to what matches, ignoring capitals and accents. The arrow keys move through it, Enter chooses, Escape closes it and keeps the earlier choice. When nothing matches, the list says Nothing matches with what you typed. The box only ever holds one of its own choices; what you type is for finding.
• On a phone, the list opens above or below the box, whichever has more room, so the keyboard does not cover it, and each choice is a full finger's height.
• The same everywhere: the staff app, the portals, SynkroTech Trade, the inspection app, the Console and the sign-up forms on the website. The steps in the guide that say "choose" are unchanged, because pressing and choosing works as it did.

21 October 2026 — residents see the kinds of safety check, and ask for the dates (D186)

From the owner's "leaseholders should not [see] the bsr reports they can be aware what kind of reports take place but not when they are done or the frequency except they ask" (21 October 2026), and "solicitor questions as well just make standard" for what the law makes us give without asking (D187 answer 5). The pictures for Talking a leaseholder through their portal, Seeing a portal exactly as a leaseholder, resident or director sees it and Helping someone sign in to their portal for the first time were retaken on 21 October 2026.

• Talking a leaseholder through their portal. Building Safety, in the leaseholder's portal and in the portal of a resident who rents, lists the kinds of safety check the building has, by name. It no longer shows when a check was last done, when it is next due, how often it is done or whether it is on track. Ask About This on a check sends you a message, its first line naming the check and the building, which arrives in Resident Communications like any other. On Home, the Building Safety card says how many kinds of check the building has; the Safety Checks Overdue tile is gone.
• What every resident is still given. Below the checks: the Fire Safety Instructions (the papers filed against that duty, or under the new category of that name), and for a higher-risk building the Accountable Person and the Registration you recorded on the property, and the Safety Case Summary, the Residents' Engagement Strategy and the Complaints Procedure, each when you file it under the new category of that name.
• Reports for the Building Safety Regulator stay with you. The safety case report, occurrence reports and the like are never in the portal's Documents, whatever their category, unless you file one under one of the four resident categories above.

21 October 2026 — the guide becomes Help, in the app and on the website (D183)

From the owner's "Lets make it the help Section of the Web page" and, asked where, "both" (20 October 2026). The pictures for Asking SynkroTech for help and Finding your way around were retaken on 21 October 2026, and the picture of a new SynkroTech Trade firm setting up its authenticator (A contractor's first sign-in to SynkroTech Trade) was retaken with its code blurred.

• Help is this guide. Help, in the menu behind your initials, opens the guide's contents: every chapter and every job, in this guide's order, each its own page with its pictures. A search box at the top finds a page by its title or its words. ← Previous and Next → at the foot of a page read on; View Contents goes back to the list; Download PDF gives the printed guide. Start Here, the rows for each part of the menu, Get Help and My Help Requests are where they were (Asking SynkroTech for help).
• Help with This Page. Most pages have this link at the top right. It opens the guide's page for the job done there; when several jobs use the same page, such as a property's page or a leaseholder's, the others are listed at the top of the guide's page under For That Page. A page the guide does not cover has no link (Finding your way around).
• The Help Centre. The same pages are on SynkroTech's website, at the Help Centre, for anyone to read before signing in, with the guide's contents and a search. The pictures show Hardingvale, a made-up agency. The job written for SynkroTech's own staff (Vetting a firm that signed up to SynkroTech Trade) is in the app's Help only.
• Always up to date. Help is made from this guide each time SynkroTech is released, so the pages in the app and on the website are the ones you are reading here.

21 October 2026 — Import Statement asks which bank account the statement is for (D184)

The second step of the double-entry books (the ledger build plan, phase 2), built and switched off: nothing else you see changes until an organisation's books are started. The pictures for Recording money that has come in (matching receipts) and Charging a fee for a parking bay were retaken on 21 October 2026, with one new picture.

• Recording money that has come in (matching receipts). Import Statement has a Bank Account field: choose the client account the statement is for, if you know it. SynkroTech then knows which account each payment arrived in, so money assigned to a fund goes only to a fund held in that account (interest on the reserve account goes to the reserve). Leave it as Not chosen and the statement imports as before.

21 October 2026 — plain words: Cancel, Mailing, and the words never used (D179)

From the owner's "something easier to understand … just the words easier to understand and universal to know the meaning" and "Yes to both" (20 October 2026). Nothing works differently: only the words on the buttons, labels and messages changed, and the guide with them. The pictures of every task whose words changed were retaken on 21 October 2026.

• Cancel, not Withdraw. What was withdrawn is now cancelled: Cancel Demand on a demand not yet sent (Correcting or cancelling a wrong demand), Cancel Notice on the noticeboard and on a section 20 stage in the Outbox, Cancel Request on a quote request, Cancel Notification on an s.20B notification, Cancel Fee on a parking fee, Cancel Settlement at year end, and Cancel Selected on Demands & Arrears. The record stays, marked Cancelled, with who, when and why. A draft that nothing went out from is still deleted. A question whose act is Cancel is left with Keep, so there are never two Cancel buttons.
• Group Email. Comms' Mass Email is now Group Email: one email, merged per person, to a group of leaseholders or residents (Writing to everyone in a building).
• Remove Document. A document taken off the register says Remove Document, and the register marks it Removed: the file, its history and your reason stay, and it can be put back (Keeping documents and certificates in one place).
• Undo Approval (it was Withdraw Approval) puts an approved supplier invoice back to awaiting approval (Paying a supplier invoice).
• Mailing, not run. In the Outbox, a batch of letters or emails going out together is a Mailing: Mailings to Send, Mailings, New Mailing, View Mailing, and Send (12), which was Release Run (Checking what letters and emails went out, and to whom; Issuing your service charge demands). A sent mailing's copies are Queued until each goes; "sent out is not delivered" still holds. Payment Run keeps its name.
• A concierge's appointment. On Portal Logins, Concierge Appointments (a word from the owner's list of words never used is gone), Add Appointment, End Appointment Today, and Appointed as the row's state (Setting up a concierge desk for a building).
• Loading, not Reading. A page waiting for its figures says Loading…; a part of a page that waits beside another names what it waits for, such as Loading the demands… (the owner's "yes use loading", 20 October 2026).
• Other words. The menu's own heading is Menu; Invoice Scanning for the connector that reads supplier bills; a fire duty's Frequency; a planned maintenance visit with "nobody booked to attend"; an insurance claim's Excess Paid.

21 October 2026 — one loading screen wherever something takes time (D182)

From the owner's "the loading screen you made let's make it a preloader everwhere that may take time to display" (20 October 2026). No picture in the guide shows a wait, so none was retaken.

• Finding your way around. A new part, When something takes a moment. When a page or a job takes more than a moment, the SynkroTech mark appears with one line under it saying what is happening: Loading… as the app opens and while a page's figures arrive, Making the PDFs… for the post, Sending… as copies go from the Outbox, Importing… for a spreadsheet. A job with a known number of steps counts them, such as Booking 3 of 12 when you book several duties at once. It is the same mark you see while a Google or Microsoft sign-in finishes. Nothing appears for a wait shorter than a third of a second, and the page under it does not move.
• The portals, Trade and the Console show the same mark while a section's first read arrives.

21 October 2026 — Back, at the top of every page (D181)

From the owner's "Can you create Back buttons" (20 October 2026). The pictures for Finding your way around, Finding a leaseholder and their account and Talking a leaseholder through their portal were retaken on 21 October 2026.

• Finding your way around. Every page has one line above its name that takes you back the way you came: ← Back to Leaseholders returns to the page you were on, with its search, filters and place in the list as you left them, and reads ← Back after a reload. A page opened from a bookmark, an email or a new tab names the page above it instead, such as ← Flat 2 or ← Work Orders & Quotes; a page of the menu opened that way has no line. On a phone, a record's trail is not shown as well when the line already goes to the same page.
• Finding a leaseholder and their account. ← Back to Leaseholders, at the top of a record opened from the register, takes you back to it with your place kept.
• Working through the Setup Checklist. ← Setup Checklist, at the top of the screen a step opened, still comes first.
• A property's page. ← All properties, under the property's name, is gone: the line at the top does the same, as ← Back to Properties or ← Properties.
• Talking a leaseholder through their portal. In the leaseholder, resident, contractor and concierge portals, ← Back to Home (or the section you were in) takes you to the section you had open before.

21 October 2026 — a credit note for a served demand, and its replacement (D180)

From the owner's message after showing the app to their accountant ("I can't delete a demand even if it was a mistake"), the owner's "Yes to the plan and that order", and "Start Credits". The pictures for Correcting or withdrawing a wrong demand were retaken on 21 October 2026, with four new pictures.

• Correcting or withdrawing a wrong demand. A served demand has Issue Credit Note at the top of its page, and its To correct this line names it: "A served demand stays on the record. Issue a credit note to cancel it, then raise a replacement demand." The credit note cancels the demand in full, with your reason, which is printed on it; it has its own number (CN-2026-00001 and so on). The demand stays exactly as it was served and reads Credited: nothing is owed on it, it leaves the arrears and it is not chased. Its letter waits in the Outbox for you to check and send, like a demand's. Raise Replacement opens straight after, with the old figure filled in; the replacement is a new draft demand for the same flat, issued and served like any other, and for the 18-month limit it keeps the day the original was served. Withdraw is now only on a demand not yet sent. Money received on a served demand is moved first, in the receipts inbox.
• Talking a leaseholder through their portal and the leaseholder's statement. A credited demand stays on the statement with the credit note beside it as a minus, so the balance is what was demanded, less what was paid and what credit notes cancelled. Demands & Arrears has a Credited filter.

21 October 2026 — a notice is served when it is sent; one saving rule; how to correct a locked record (D176)

From the owner's message after showing the app to his accountant ("no save button to confirm, you locked things in") and his "Yes to the plan and that order". The pictures for Running a Section 20 consultation for major works, Setting next year's budget and Answering the building questions so the right checks appear were retaken on 21 October 2026.

• Running a Section 20 consultation for major works. Create Notice (it was Serve Notice in the panel) puts the notice in the Outbox as a draft and opens its Check and Send. The stage reads In the Outbox with the run's reference and stays Not Served until its first copy is sent; it is served on that day. Until then Withdraw Notice takes it back, with a reason, and so does deleting the draft in the Outbox. It used to read served on the day it was written, before anything had gone, with no way back.
• Running the residents' company: filings, AGMs, directors and members. A meeting whose notice has been sent cannot be removed: Cancel Meeting asks for a reason, keeps it on the Meetings card as Cancelled, and closes it on Duties.
• Setting next year's budget. A line's figure, reason, cost head and schedule are kept by Save Changes under the lines, which says "Changes saved". They used to save as each one changed.
• Answering the building questions so the right checks appear. A note and The Survey are kept by Save; an answer and a firm still save as you choose them, and the question says "Changes saved".
• Everywhere you type. Leaving a page, or closing the tab, with something typed and not saved asks "You have unsaved changes. Leave anyway?". A contractor's Payment Terms (Days) is kept by Save; the Outbox's covering letter for a run is kept by Save, as its wording is by Save Wording.
• A locked record says how to correct it. "To correct this", on the page before you press anything, names the way out that exists: Reopen Year on a closed year, a correction line on an issued budget, Withdraw on a demand not yet sent, the receipts inbox first where money was received, Cancel Queued on a released run or a queued campaign, Withdraw Approval on an approved invoice, Make Again on a signed report, Reopen on a closed fund, choosing another Status on a closed ticket. A served demand's line says it stays on the record: there is no credit note yet.

21 October 2026 — see every copy before you send it (D175)

From the owner's "I can't see what I am sending through Outbox before I send them" and "Yes to the plan". The pictures for Checking what letters and emails went out, and to whom (Check and Send) and Issuing your service charge demands (the run before release) were retaken on 21 October 2026.

• Checking what letters and emails went out, and to whom. A run's panel, and Check and Send on a new run, have Recipient Preview: anyone's copy exactly as it will go — To, From, Reply To, Subject, what is Attached, and the email itself — made by the same code that sends it. Search by name, flat or reference, step with ‹ and ›, or press Preview on a row under Recipients. View PDF opens their document in a new tab. A copy that would be held says why. Looking sends and saves nothing, and a draft is still yours alone.
• Issuing your service charge demands. Before Release Run, open any leaseholder's demand and email under Recipient Preview. Each demand's page has View Demand: Served Copy once it has gone (the file kept when it was sent), Preview — Not Yet Sent before, and Reprint for one served with no file kept.

21 October 2026 — mistakes put right by the right door (D174)

From the owner's message after showing the app to his accountant ("no deletes for mistakes … you locked things in") and his "Yes to the plan and that order". The pictures for Correcting or withdrawing a wrong demand, Issuing your service charge demands and Checking what letters and emails went out, and to whom were retaken on 21 October 2026, with four new pictures.

• Correcting or withdrawing a wrong demand. A withdrawn demand reads Withdrawn everywhere: the list, its filter, its page, the budget page and the file. It was "Cancelled" in the list. Withdraw is at the top of an issued demand's page. A draft that was never issued has Delete Draft, and who deleted it and why go in the Decision Record; a charge's drafts go together. On Demands & Arrears, tick demands for Withdraw Selected (issued, not yet sent) or Delete Selected (drafts), with one reason. All leaves withdrawn demands out; Withdrawn shows them. A served demand's refusal no longer names a credit note: "A served demand stays on the record and cannot be withdrawn."
• Issuing your service charge demands and Raising a one-off charge. Issuing opens the run it made at the Outbox's Check and Send step, straight away: the counts, one copy as it will read, and anyone Held Back, with Release Run.
• Checking what letters and emails went out, and to whom. Remove takes one person off a draft run, with the reason; on a demand run their demand is withdrawn too unless you untick it. Cancel Delivery stops one copy of a released run, with the reason; the rest still goes. Delete Draft on a demand run asks Delete Draft Run? with Withdraw these 2 demands too ticked, so no demand is left issued with no letter.
• Writing to everyone in a building (group email). Cancel Queued stops a queued campaign: every recipient not yet sent is cancelled, with the reason; those sent stay sent.
• Keeping on top of open tickets and their due dates. A ticket raised in error closes with Close Without Message, with a reason kept as an internal note and nobody told. It is refused while a resident can see the ticket.
• Handing a property back when you stop managing it. A property added by mistake is deleted with Delete Property…, only while nothing on the record names it; the refusal lists what does.
• Paying a supplier's invoice. On Funds, reversing the payment of a supplier invoice on its own is refused: the invoice would still read Paid. An approved invoice's refusals say "Withdraw the approval first", never "cancel and re-raise".

21 October 2026 — the year-end cost is the service charge fund's (D173)

From the owner's "yes" (20 October 2026) to fixing the year-end figure before the ledger. Test Court, the test block every change is checked against, found the year-end pack striking a £293.32 surplus on a year that ended £1,330.68 in deficit. The pictures for Closing the year and sending it to the accountants (year end) were retaken on 21 October 2026.

• Closing the year and sending it to the accountants (year end). Budget Versus Actual has a Fees and Charges column: the management fees fee runs took from the service charge fund, and bank charges taken from it, are now in the year's cost (they read £0.00 before). An invoice paid from the reserve fund is no longer a service charge cost: it is shown under the totals as "Paid from" that fund. The surplus or deficit, and what Settle Year credits or charges, follow. A year whose accounts were signed before 20 October 2026 is shown as it was signed and says so; nothing in it is recalculated.

20 October 2026 — a company's general meeting: the proxy statement and 14 clear days (D171)

From the owner's "yes" to a "company general meeting" tick on a meeting. No picture was retaken: no task's picture shows the meeting form, a notice of a meeting or the question; the new tick and question are in the pictures of this change.

• Running the residents' company: filings, AGMs, directors and members. A meeting on the building's Meetings card can be ticked Company Meeting (Members' general meeting): a general meeting of the residents' company or the right to manage company. A board meeting cannot be.
• Changing a letter or email template. The AGM Notice has [Proxy Statement] after the agenda: for a meeting ticked Company Meeting, each member's right to appoint a proxy; for any other meeting, nothing, and no gap. An AGM Notice you had already changed keeps your words.
• Writing to everyone in a building (group email) and Checking what letters and emails went out, and to whom. Sending notice of a meeting ticked Company Meeting with fewer than 14 clear days left asks first: "Fewer than 14 clear days: members of a company must have 14 clear days' notice of a general meeting, unless they agree to short notice. Send anyway?", with the count. Send Anyway sends it, and who did is kept in the building's Decision Record.

20 October 2026 — a meeting's date, time, place and agenda, for the AGM Notice (D170)

From the owner's "yes" to adding a meeting's date, time and place so the AGM Notice can state them. No picture was retaken: the tasks' pictures show a message with no meeting in it, which is unchanged; the new card and the Meeting box are in the pictures of this change.

• Running the residents' company: filings, AGMs, directors and members. A building's Overview has a Meetings card: Add Meeting books an Annual General Meeting, an Extraordinary General Meeting or a Board Meeting with its date, the time it starts, the place or an online link, and the agenda. A meeting to come shows on the building's Duties until its day.
• Writing to everyone in a building (group email). A message that names a meeting, such as the AGM Notice, shows a Meeting box, with the next meeting at the ticked buildings chosen already. Its date, time, place and agenda fill [Meeting Date], [Meeting Time], [Meeting Place] and [Meeting Agenda] for each leaseholder at that building; anyone else, or everyone when no meeting is chosen, is held back with the reason.
• Checking what letters and emails went out, and to whom. In a letter or notice run, the same Meeting box: the meeting is written into the words when the draft is made or the wording saved.
• Changing a letter or email template. The AGM Notice states the meeting: "The annual general meeting for [Building Name] will be held on [Meeting Date], starting at [Meeting Time]." with where, and the business of the meeting. An AGM Notice you had already changed keeps your words.

20 October 2026 — Section 20 at instruction and the client's spending limit (D168); certificates and repair responsibility (D169)

From the owner's "Yes to all seven recommendations" on the handbook's contradictions, and the handbook's acceptance tests 13 and 20. The pictures for Instructing a contractor (raising a work order), Recording that a check was done (filing a certificate), Adding a client and appointing yourselves to their property, Keeping on top of open tickets and their due dates and Getting quotes and choosing one were retaken on 20 October 2026, with two new pictures.

• Instructing a contractor (raising a work order). Work where any leaseholder's share is over £250 is not instructed without a Section 20 Record: a Consultation (one with its Notice of Intention served), a Dispensation (Tribunal Reference, Granted On) or an Emergency (Emergency Reason), recorded with your name and the time. A building whose leases record no share cannot be tested, and is treated as over £250. Above the client's spending limit, the work waits as a draft, Awaiting Client Approval, until Record Client Approval records who approved it for the client, how and when. Before, a Section 20 figure was only warned about.
• Getting quotes and choosing one. Instruct Contractor on a quote, and on a ticket's Quotes, asks for the same Section 20 record and client approval.
• Adding a client and appointing yourselves to their property. The appointment takes a Client Spending Limit.
• Recording that a check was done (filing a certificate). Record Certificate takes the certificate with the date: a file under Certificate, or one already filed under Filed Document. A check that issues no certificate, such as a weekly alarm test, takes a No Certificate Reason instead. Without either, nothing is recorded: "Certificate required. Upload it, or choose a document already filed." Complete Duty on the duties board and a combined certificate ask the same.
• Keeping on top of open tickets and their due dates. A ticket records who the repair falls to under Responsible (Landlord, Leaseholder, Tenant or Insurer), shown on the register. A leaseholder's repair closes with Tell the Leaseholder and Close: the message goes to the flat's leaseholder as the ticket's last word.

20 October 2026 — shares saved only at 100%, and reserve money kept to its purpose (D166, D167)

From the owner's handbook (Part 2, 4.6 and 4.8) and "Yes to recommended". The pictures for Setting each unit's share of the service charge were retaken on 20 October 2026, with one new picture.

• Setting each unit's share of the service charge (apportionment). Save is greyed until the shares add up to exactly 100%: "These shares add up to 96.00%, 4.00% short. They must make 100%, or tick Landlord Covers the Gap." Where the lease says the landlord pays the rest, tick Landlord Covers the Gap; who ticked it, and when, goes in the Decision Record. Demands still need 100%.
• Paying a supplier's invoice. A reserve fund pays only reserve expenditure: choosing one shows Reserve Expenditure, ticked with what the reserve pays for. An invoice on a reserve fund without it is not approved or paid. The invoice's page shows the reason, who gave it and when.
• Recording money that has come in (matching receipts). A line the bank feed brought from one client account cannot be posted to a fund held in another, so interest on the reserve account goes to the reserve. Bank interest from an account holding one fund opens on that fund.

20 October 2026 — real starter templates (D163)

From the owner's "all the templates just say dear -". The pictures for Changing a letter or email template were retaken on 20 October 2026.

• Changing a letter or email template. The starter templates have real words now: a building update, a resident details request, a subletting letter, fire door inspection and fire door works letters, the statement covering letters and a first arrears email, where each held only "Dear [Name incl Salutation],". Eleven are new: New Leaseholder Welcome, AGM Notice, Fire Safety Notice, Access Request, Planned Works Notice, Works Completed, Insurance Renewal Notice, Service Charge Budget Letter, Year-End Accounts Letter, and the second and final arrears emails. "Credit Control Letter" is now Arrears Email — First Reminder. Each greets by title, "Dear Ms Okafor", and signs off with your organisation's sign-off. The demand and Section 20 covering letters greet by title too. A template you had already changed keeps your words, and a starter you delete stays deleted.
• Also changed, with no task to update: a group email from a template that ends "Yours sincerely, [Signature]" is signed once, by your sign-off under the message.

20 October 2026 — one set of merge fields, and one template library with a picker everywhere (D159, D160)

From the owner's "the templates should also work everywhere we sent letters or emails" and "all the templates just say dear -". No picture was retaken: the tasks' pictures still show what they say; the new screens are in the pictures of this change.

• Changing a letter or email template. Settings → Templates lists every email and letter template with what it is Used For and its Kind (Email, Letter or Both); Edit opens it in Letter Templates or Email Templates. Every template screen shows the same list of merge fields. An older spelling, such as [Leaseholder Name] or [Block], still fills.
• Checking what letters and emails went out, and to whom. In New Document Run's Wording step, a letter or a notice can start from a Template, and a statement or issued demands sent again can carry a Covering Letter: its own page before the document in each posted copy. The suggested wording greets "Dear [Name incl Salutation]", which is "Dear Mr Dunmoor", or the full name when no title is held.
• Running a Section 20 consultation for major works. Serve Notice offers a Covering Letter from the six Section 20 covering letters, filled from the project.
• Writing to everyone in a building (group email). The Template list is the library's, grouped by what each template is used for.
• Also changed, with no task to update: Chase Letters offers the letters filed as Arrears; a new email or a reply in Mail has Insert Template, and Send waits until no merge field is left in it; the supplier remittance email greets the supplier.

20 October 2026 — New Document Run as four steps, ending in Check and Send (D161); the inspections-a-month limit again (D162)

From the owner's message that the new document run in the Outbox was weird and that releasing a run was hard to find, and the owner's "Yes" to the inspection limit. The pictures for Checking what letters and emails went out, and to whom were retaken on 20 October 2026, with two new pictures.

• Checking what letters and emails went out, and to whom. Steps 12 to 15 are new. New Document Run is four steps: What (Letter, Notice, Statement, or Resend Issued Demands), Who (the property, with who it reaches by email and by post, and who is held back, before anything is built), Wording (a Title and the words; Create Draft), then Check and Send (the counts, one copy as it will read, who is held back and why, and Release Run, which asks first). "Create Dry Run" and "Document Title" are gone. Issuing demands from a budget still builds their run; Resend Issued Demands is only for sending them again.

Also changed, with no task to update: when an organisation has used its inspections for the month, signing off another reads "Not signed off: this month's 40 inspections are used. Ask SynkroTech to raise the limit." (with its own number). The inspection stays signed off on the phone, and Send Now sends it once the limit is raised.

19 October 2026 — Inspect on Site is removed (D155)

From the owner's decision: "remove it now, no unfinished inspections". No picture changed: no picture in the guide shows Inspect on Site or the notes below.

• Booking or starting a building inspection. Inspect on Site is gone, and its old address opens Inspections for everyone. Walks recorded with it stay under Earlier Inspections, read only. A walk it never finished sending stays as it was: its page reads "Removed 19 Oct 2026: nothing can send this inspection now." where it used to ask for Inspect on Site to be opened, and Result Not Sent on Earlier Inspections says the same. The "Being inspected on a phone" note no longer appears on these walks.

19 October 2026 — one Code for each property and building, and a Title on each person (D158)

From the owner's "blocks reference" (a short code like HV-01) and "all the templates just say dear". The pictures for Finding a leaseholder and their account and Adding a leaseholder, a joint leaseholder or a company to a unit were retaken on 19 October 2026.

• Taking on a new block by hand. The property's reference is now its Code, and it can be changed to your own, such as HV-01: Edit Property on the property's page, or Edit on the register. No two of your properties can share a code. The property's buildings that carry its code follow it, and the change is filed on the Decision Record. A building's code is its Code too, on the building's own form, and unique across the organisation. Demands and letters already sent keep what they were sent with.
• The code beside the name. The Outbox shows the property's code under each person and on each run, and finds by it; Demands shows the building's code beside the unit, and finds by it; search finds a property or a building by its code.
• Finding a leaseholder and their account and Adding a leaseholder, a joint leaseholder or a company to a unit. "Salutation" is now Title: Mr, Mrs, Ms, Miss, Mx, Dr or Other…, on the leaseholder's record, Add Leaseholder, Import Leaseholders and Add Person. Letters, emails and the Outbox greet a person by title and surname, "Dear Ms Okafor"; with no Title, by the full name, as before. A Leases and Leaseholders file may carry a Leaseholder title column.

19 October 2026 — the Outbox in rows, with Release on the run (D156)

From the owner's message that the boxes on the Outbox were still bad and that releasing a run was hard to find. The pictures for Checking what letters and emails went out and Issuing your service charge demands were retaken on 19 October 2026, with one new picture.

• Checking what letters and emails went out, and to whom. The cards are in rows now. At the top: Failed Deliveries, Runs to Release and Today's Post. A run not yet released has Release Run on its card, which asks first, as before. Under the deliveries: Document Runs (released runs) beside New Document Run; then Served Copies Retained and Print and Post. A released run says what its queued copies are waiting for, such as "8 waiting: no mailbox is connected" with Connect Mailbox, instead of "Released · 8 queued".
• Issuing your service charge demands. Step 10: the run for the property is under Runs to Release, at the top of the Outbox.

Also changed, with no task to update: with no demands issued, New Document Run's Demand tab links Issue from Budgets.

19 October 2026 — Group Email in one order, with the templates that fit (D157)

From the owner's "Group email does not make sense". The pictures for Writing to everyone in a building (group email) were retaken on 19 October 2026.

• Writing to everyone in a building (group email). The screen now runs top to bottom: Recipients, Template, Message (subject, message, files), From Name and Reply To, then Check and Queue with Review. Choose the template before you type: on an empty message it fills it straight away, and over words you have typed it still asks first.
• The template list holds the templates for writing to leaseholders. Templates for demands, statements, credit control, receipts, suppliers, work orders, quotes, letting agent copies, portal notifications and portal invitations are no longer offered here; they are still in Settings → Email Templates. Portal invitations are sent from Portal Logins.
• The message starts empty, with a hint, rather than with a greeting.
• Under Recipients, nothing chosen reads "Choose one or more properties.", and once chosen the count reads "17 by email". The people the email does not reach are counted under it, with why, such as "7 not sent this email: all asked for post." Write by Post opens the Outbox to write to them.

18 October 2026 — the Terms of Service (D154)

From the owner's decision: "Yes to recommended, do the Terms of Service page". The first picture for A contractor's first sign-in to SynkroTech Trade was retaken on 18 October 2026.

• A contractor's first sign-in to SynkroTech Trade. Above Create Account a line now reads "By creating an account you agree to the Terms of Service and the Privacy Notice."; each name opens that page. A firm invited by an agency reads the same line above its own Create Account. Step 4 says so.

Also changed, with no task to update: the public website has a Terms page at synkrotech.net/terms, linked in the foot of every public page straight after Privacy, and the staff sign-in page links Terms of Service beside Privacy Notice. The page sets out what SynkroTech provides and on what terms, including the data processing terms an organisation needs as the controller of its leaseholders' and contractors' data.

18 October 2026 — pages stay steady: no blank pages, no flash when signing in, no jumping (D153)

From the owner's report that pages went blank until a refresh, that signing in with Google showed the homepage first, and that pages jumped up and down. No picture changed: every page looks the same once it has arrived.

• Starting the day from My Work. A new line under If something's wrong: a page that reads "Page didn't load" could not be drawn; press Retry. After SynkroTech is updated, the next page you open loads fresh on its own, so a refresh is not needed.
• Every page arrives whole. Moving to a page now waits for its figures and lists, then shows it in one piece with a short fade, instead of drawing the header and pushing it down as each part arrives. If the wait runs long, "Reading this page…" shows meanwhile. With reduced motion turned on in your device's settings, nothing fades.
• Signing in with Google or Microsoft shows the SynkroTech mark and "Signing in…" while it finishes, instead of the homepage.
• The leaseholder portal's sign-in. A Google or Microsoft sign-in that needs the portal password, or was given the wrong one, now reads "That didn't work. Check the portal password, or ask your managing agent to check the email on your portal account." SynkroTech Trade's message is shorter in the same way.

18 October 2026 — invitations and password emails from SynkroTech or from your own mailbox, your choice (D152)

From the owner's decision on whether account emails should also come from the organisation's own mailbox: "I would rather that be an option for in the settings". No picture changed: the choice only appears while an organisation's own mailbox is connected, and the demo company has none.

• Setting up your organisation's details and letterhead. With your own Microsoft 365 or Google mailbox in use, the mailbox's box under Sending Address now has Account Emails: From SynkroTech or From This Mailbox. Account emails are invitations (to colleagues, to the portals and to SynkroTech Trade) and password emails (a new-password link, a reset of a colleague's sign-in, and the link from Send Me a New Link on the sign-in pages). From SynkroTech is the default, so invitations and password emails now go from SynkroTech, on your behalf, where until now they went through your mailbox; choose From This Mailbox to send them as before. Demands, notices and every other email still go out from your mailbox, and Group Email from SynkroTech. The line under the card's heading says which: "Demands, notices and other emails go out from" your mailbox's address, then where account emails go. A change is filed on the Decision Record.

18 October 2026 — the Sending Address card says once where your email goes (D149.3)

From the owner's own test of an organisation Microsoft 365 mailbox. No picture changed: the card only reads differently while an organisation's own mailbox is in use, and the demo company has none.

• Setting up your organisation's details and letterhead. With your own Microsoft 365 or Google mailbox in use for the Outbox, Sending Address now reads "The organisation's Microsoft 365 mailbox is in use." (or Google), and the line under it says where each kind of email goes: "Demands, notices, invitations and other emails go out from" your mailbox's address; the next line says Group Email goes from SynkroTech, on your behalf. The line used to read "Sending as" with the address. The amber note "Your email is going out as … for now" no longer appears while your mailbox is in use, because it was untrue: everything except Group Email goes through your mailbox. The Sending Address box then reads "Not used while the organisation's mailbox is in use." Send Test names your mailbox as the address the test went out as. With no mailbox of your own in use, the card reads as before, except that the note now ends "To send from it, connect that mailbox as the organisation's mailbox." (it used to send everyone to the Mail page, which is only where a Google mailbox is connected).

16 October 2026 — files on a group email, and a delivered campaign reads as delivered (D149.2)

From the owner's own test of group email through Mailgun. The pictures for Writing to everyone in a building (group email) were retaken on 16 October 2026, with one new picture.

• Writing to everyone in a building (group email). Add a file now sends the file with the email: a PDF, an image or a Word, Excel or PowerPoint file, up to 10 MB in total. A demand, a statutory notice (a section 20 notice, for example), a summary of rights, a letter before action or anything with prescribed wording is refused, because those are served through the Outbox, which keeps each person's served copy. Hovering over a name says "Sent with …" for the files that went. The campaign's own line now reads from what came back: Queued, Sending, then Sent with the numbers ("Sent · 3 delivered · 1 failed"), and Provider Response says "3 delivered (confirmed by the campaign provider)" once the service has confirmed them. It used to read "Queued" and "accepted" over an email the service had confirmed delivered. The register's tab Queued is now Queued and Sent.

Also changed, with no task to update: in the Console, Mailgun's check of the sending domain now asks only that SPF and DKIM are verified. The tracking record is only for open and click tracking, which SynkroTech does not use; a missing one is mentioned and no longer blocks sending. The owner's steps for connecting Mailgun say so.

16 October 2026 — the Concierge Desk chooses who collected a parcel, by name (D151)

The pictures for Setting up a concierge desk for a building were retaken on 16 October 2026, with two new pictures of the desk's Hand Over.

• Setting up a concierge desk for a building. At the desk, Hand Over's Collected By now offers the current leaseholders and residents of the parcel's unit, by name. Choosing one records that person, with their name as it stood that day. Someone else… opens Name, for a collector who is not on the record, as before. The desk is shown names only: no contact details, no lease or tenancy, nobody from another unit, and no search. The task's steps 11 to 14 are new.

16 October 2026 — email or paper on the leaseholder's record, and four small Outbox fixes (D149.1)

From the owner's own test of posting through Intelliprint. The pictures for Setting where a leaseholder's post goes and Checking what letters and emails went out, and to whom were retaken on 16 October 2026, with one new picture each.

• Setting where a leaseholder's post goes. The Correspondence Address card has Delivery at its foot: Email, Paper or None Held, saved on the press, with a line saying who chose it. It is the same setting as the Delivery column on Comms → Portal Logins, and whoever manages portal logins can change it in either place.
• Checking what letters and emails went out, and to whom. A copy on a run nobody has released reads "Not released yet", and its panel offers View Run to open the run and release it (it used to read "Awaiting franking"). "No delivery preference recorded" in a delivery's panel is followed by Set Delivery, which opens the leaseholder's record at Delivery. New Document Run no longer offers Invite: an invitation run built there could never be sent. Invitations are sent from Portal Logins, and the line under the kinds says so.
• Issuing your service charge demands and Raising a one-off charge. With no address for service of notices, Issue is refused with "Set the main branch's Correspondence Address under Settings → Branches.", and Branches after it opens the place. A landlord with no registered address is refused with the client's name as a link to their record, and a charge whose building has no client appointed links Clients & Companies. The picture of the registered-address refusal was retaken.

15 October 2026 — what happened to each group email, and the Intelliprint reference on each letter (D149)

The tasks below have new steps and one new picture each, taken on 15 October 2026.

• Writing to everyone in a building (group email). Once a campaign is sent, the email service reports back on each email: hover over a name to read Delivered, or the reason it did not arrive. Emails that did not arrive are listed under Not delivered with the reason, and Retry 3 Failed (with your number) sends them again; Retry on a row sends one. An address that bounced, a person who unsubscribed and a person who marked an email as spam are left out of Retry … Failed, and their own Retry asks first (Retry Anyway). My Work lists the emails not delivered under Automation Needs Attention, one line per campaign.
• Checking what letters and emails went out, and to whom. Each letter Intelliprint has taken reads "Accepted by Intelliprint · ref print_…" under its status, in its panel (Intelliprint Ref) and in its run's Recipients, so it can be found on Intelliprint's dashboard. In Test Mode the line says "(Test Mode)". SynkroTech also asks Intelliprint every hour about letters it has not finished with, outside Test Mode.

Also changed, with no task to update: the other tasks that show the Outbox (demands, credit control, Section 20 and the rest) show the same reference line on a letter Intelliprint has taken; their pictures show no such letter.

15 October 2026 — your own Microsoft 365 mailbox for demands and notices, and new mail checked for you (D149)

No picture changed: the new card only appears once SynkroTech has set up its Microsoft connection, and the demo company has none.

• Setting up your organisation's details and letterhead. Branding → Sending Address has a Microsoft 365 Mailbox card: Connect Microsoft Mailbox, then Use for Outbox, and demands and notices go out from your own address. If Microsoft stops accepting it, the card says Reconnect Needed, nothing is sent from any other address meanwhile, and each demand waits on My Work with Reconnect Mailbox. A connected Microsoft or Google mailbox is now checked every quarter of an hour: a reply to an email on a matter joins the matter, and an invoice PDF from one of your contractors is filed against the contractor.

15 October 2026 — failed letters on My Work, one line per person in each run (D148)

The pictures for Starting the day from My Work were retaken on 15 October 2026.

• Starting the day from My Work. Letters or emails that failed for one person in one run are now one line, for example "Tabitha Marrable · 2 copies not served", with each reason given once. Review Deliveries opens the Outbox on that run with only that person's failed copies listed. Each such item says Automation under the name of the colleague who holds it, who is still whoever made the run. When a letter failed for want of an address and the run's maker cannot change leaseholders' records, the item also reads Waiting on A colleague who can edit leaseholders. Once Ask has been sent, it names the colleague asked and leaves the maker's Assigned to Me until the address is set. Automation Needs Attention, Overdue and the other counts now count each person in each run once.

15 October 2026 — My Work, the home screen where the work gets done (D148)

Home now opens on My Work: every item that needs somebody, with why it matters, who holds it, when it is due and the one press that moves it on. The pictures for the tasks below were taken or retaken on 15 October 2026.

• Starting the day from My Work is new. Five views (Assigned to Me, My Team, Waiting on Someone Else, Overdue, Recently Updated), each count a button that opens the list it counted; Automation Needs Attention for what an automatic send or check left undone; an Order for property managers, finance and administrators; and, for administrators, Overdue Not Opened and Workload.
• Seeing what is overdue across every building. Home's Overdue view lists every overdue item, duties among them; Duties Due sits below My Work.
• Following up an overdue duty that has been escalated to you and Logging a phone call. My Work lists the overdue duty and the call not written up, each with its next step.
• Logging what a client has asked you to do*, Recording money that has come in (matching receipts) and Chasing someone who hasn't paid*. A request, a receipt or an arrears case pressed on My Work opens on its screen with that record in view.
• Chapter 3 (Where to start) and chapter 4 (Finding your way around) name My Work as where the day starts.

15 October 2026 — linked and filed records, and the right checks on a new block (D147)

Records picked from a list are kept as links, a signed year's accounts are where you look for them, and taking on a block puts the checks it needs on its register, and no others. The pictures for the tasks below were retaken on 15 October 2026.

• Taking on a new block by hand. Adding two or more units puts Fire Risk Assessment (Annual) - Common Parts on the block's compliance register, and says so.
• Answering the building questions so the right checks appear. Car Park answered by the Parking card reads "Yes — Parking Card" and calls for no car park checks: those come with an enclosed car park's ventilation plant on the asset register. An electrical intake calls for no gas pipework test. Required Duties lists the fire risk assessment of a block with common parts when the register lacks it.
• Recording an asset (plant) and its servicing. The checks an asset brings carry its Serviced By firm as their contractor, and the EICR is added once for a building, though the installation and its intake both bring it.
• Running a Section 20 consultation for major works. A nominee, nominator or observer chosen from a list is recorded as that contractor or leaseholder. Observations Received starts at the number recorded, and Activity counts them while the period runs. After the contributions are raised, the project page names the charge, and offers Raise Further Contributions only while less than the project's figure has been raised.
• Closing the year and sending it to the accountants and Publishing the signed year-end accounts. The PDF given to Record Signature is the year's accounts under Year-End Accounts at once, and a closed year no longer offers Close Year there.
• Recording the outgoing agent's handover and opening position. Opening Balances warns of two primary funds only within one kind: a service charge fund and a reserve fund may each be primary.

15 October 2026 — the screen says only what happened: issuing, credit and correspondence (D147)

Nothing reads as sent, issued or paid until it is. The pictures for Raising a one-off charge and Checking what letters and emails went out, and to whom were retaken on 15 October 2026; the other tasks' pictures do not show what changed.

• Raising a one-off charge. After Issue, the page says the demands wait in a draft run, Not Sent, with Release Run · DR-…, which opens that run. It used to say "by post" before anything could be printed.
• Closing the year and sending it to the accountants. After Send to Accountant, the pack says "Created · in draft run DR-… · Release Run" until the run is released, then Queued, then Sent. Use Credit? says how many overdue demands the credit settles and how many it only part-pays.
• Issuing your service charge demands. Once demands are created, the budget reads Demands Drafted, not Issued, until one of them is issued.
• Checking what letters and emails went out, and to whom. Address Set · … to Retry names every copy Retry All will send, a notice with no reference by its title. A run's panel says what it holds: a budget or an accountant's pack sent from the app is a Filed Document, not a Credit Control letter. A failed row offers Ask to someone who may not change leaseholders' records.
• Setting where a leaseholder's post goes. Ask sends the request to the colleague you press, inside SynkroTech: it reaches their notifications, linked to the leaseholder's record, and is answered when the address is set. It used to open an email. Last Contact no longer counts a letter or email still waiting to go.
• Finding a leaseholder and their account. Use Credit says what it settles and what it part-pays. In the leaseholder's portal, credit used against a demand reads as credit on account used, not "You paid".

Also changed, with no task to update: Chase Letters dates a letter already sent for the stage as "14 Oct 2026", not "2026-10-14".

15 October 2026 — SynkroTech Trade as the firm's whole job, and the work order's dates (D147)

What the second walk of ten everyday jobs found. The pictures for the tasks below were retaken on 15 October 2026.

• A contractor's first sign-in to SynkroTech Trade. A job on the Trade Account now has what the portal job had: its priority and its Due By, Request Date and Accept Date under Visit Dates, Messages With the Office (what the office sends from the work order arrives here, and the firm answers there), Photographs, Decline Job and Request Release. Send Invoice takes the invoice's own file under Invoice PDF, so the office's approver is not asked about a missing document. The firm's Profile holds VAT Registered and its VAT Number: the invoice is offered 20% VAT when Yes, and £0.00 with Not VAT Registered when No. A paid invoice reads Paid with its day, not "In the Ledger".
• Instructing a contractor (raising a work order). Booking a visit never moves Due By, whichever button books it. The top of the work order reads both: "Due 17 Oct 2026" and "Booked Fri 16 Oct 2026". Review Invoice opens the review of that invoice, filled in.
• Seeing everything that happened with a repair, and what it cost. A booking says the day it booked, with its weekday. A flagged approval and a remittance advice built and queued in one go are each told once. An inspection's rows read "Inspection signed off" and "Inspection checks recorded on the register".

Also changed, with no task to update: a cancelled work order is no longer offered as an invoice's Work Order.

14 October 2026 — one timeline per thing (D145)

Everything that happened with a repair, and what it cost, on one screen. The pictures for the tasks below were retaken on 14 October 2026.

• Seeing everything that happened with a repair, and what it cost (new). A ticket's, a work order's and a supplier invoice's Activity opens on Whole Job: the report (or the inspection finding), the ticket, the work orders, their visits, the firm's messages, quotes, invoices, approvals and payment, oldest first, the same from each, with Invoiced and Paid (net, VAT and gross) on top and each record in the job a link. A row SynkroTech did by itself is marked Automatic and names what did it, never a person. This Ticket shows the record's own rows.
• Instructing a contractor (raising a work order) and Keeping on top of open tickets and their due dates. Finished work that leaves its ticket open is said at the top of the ticket (Work Completed · Ticket Still Open) and of the work order (Ticket Still Open), with Resolve Ticket, which now works: before, its press was refused. A work order whose firm has sent an invoice not yet reviewed shows Invoice to Review with Review Invoice.
• Paying a supplier's invoice. Review Invoice on the job opens the firm's invoice under Contractor Submissions; the invoice's Activity tells the job it paid for.
• Keeping documents and certificates in one place and Recording that a check was done (filing a certificate). A certificate filed against a duty is linked to the duty's asset and firm as well, never copied; its page lists them under Also Linked To.
• Raising a repair from something found on an inspection. The ticket's Related To names the inspection it came from, and its Whole Job starts with the finding.
• Finding a leaseholder and their account and the other registers. Back from a record keeps your place: the search, the view, the page and how far down you had scrolled, on Tickets, Work Orders, Supplier Invoices, Leaseholders, Properties, the Compliance Register and the Outbox.

14 October 2026 — forms that start from what SynkroTech already knows: money, people, setup and correspondence (D146)

A form opened from a record now carries what that record knows. A fact is filled in. A guess is filled in and marked with where it came from, such as "From WO-2026-0012 · check", until you change it. The pictures for the tasks below were retaken on 14 October 2026.

• Paying a supplier's invoice. The Work Order can be chosen first, before any property. It fills the Property and the Supplier, and offers the Description, the order's value as the Net and the property's primary service charge fund, each marked. A firm's own invoice with no due date is given one from the firm's payment terms, marked.
• Setting up bank accounts and funds. Add Fund… on the Funds list filtered to one property opens on that property, and the Fund Name is offered from the property and the kind.
• Setting next year's budget. Create Budget on the list filtered to one property opens on it. A first budget's Year Starts is offered from the year the property converted in, marked; otherwise it is the day after the last year ends.
• Raising a one-off charge. Charge on Demands & Arrears filtered to one property opens Raise a Charge on it.
• Chasing someone who hasn't paid. In Chase Letters, choosing the Stage chooses its letter, for the money the cases are chasing.
• Agreeing a payment plan. Move to Payment Plan? asks for the instalment, the number of instalments and the start, and records them as the plan when the case moves, so they are typed once.
• Recording money that has come in. Assign on a suggested row opens with the suggestion's property, unit and fund chosen, marked with the match's strength.
• Reconciling the bank account. Enter Statement by Hand fills Period Start with the day after the account's last closed period.
• Closing the year and sending it to the accountants. Year End reached again from the menu reopens on the property chosen earlier in the session.
• Recording the lease terms (lease abstract). Accounting Year End is offered from the property's year end, marked and not saved until you press Confirm.
• Setting a property's service charge year end. With no conversion date yet, the Statutory Profile offers the property's Contract Start, marked.
• Adding a client and appointing yourselves to their property. Appointed From fills with the property's Contract Start.
• Answering the building questions so the right checks appear. Who maintains it… is read from the assets' Serviced By where they name one firm, and naming a firm answers the question yes.
• Logging a phone call. Record Call from a work order fills the Organisation with its firm and offers the firm's contact and number; from a ticket, its reporter and their number.

Also changed, with no task to update: Issue Ground Rent on Demands & Arrears filtered to one property opens on it and offers the period after the last one demanded; New Budget Year on a property starts the day after its last year and copies its instalments; the concierge desk's Received By and Handed Over By start as the person signed in; a ticket raised from an email is reported by its sender when the address is one person on the register; and filing an attachment from an email linked to a ticket files it to that ticket.

14 October 2026 — fewer things to type: works, compliance and SynkroTech Trade (D146)

A form opened from a record now starts from what that record already says. A value SynkroTech knows is filled in. A value it can only guess is filled in and marked "From … · check", for example "From WO-2026-0012 · check", until you change it. The pictures for the tasks below were retaken on 14 October 2026.

• Instructing a contractor (raising a work order). From a ticket, the Title, Description and Priority are filled in from the ticket and marked; High, Medium and Low become Routine, and the mark says so. From a register filtered to one property, the Property is chosen.
• Booking a contractor's visit for a duty. Create Work Order on a duty brings its booked visit as the Scheduled Date, and offers its standard and due date as the Description, and its due date as Due By when that is sooner.
• Recording that a check was done (filing a certificate). Certificate Dated starts as the day the engineer attended. When a completed work order recorded that attendance, a reference found in its completion report is offered as the Certificate Reference. Both are marked.
• Adding or removing a duty from a property's register. On a register filtered to one property, or opened from an asset, the Property is chosen; from an asset, its Serviced By firm is offered as the Contractor.
• Keeping buildings insurance in force. Cover To fills itself a year on from Cover From, less a day, and Premium, Gross with the net and the tax added up, both marked. A new claim offers the policy's excess.
• Letting a contractor into the building. Choosing the Work Order fills the Firm, and offers the job's booked day to the day after as From and Until.
• Running a Section 20 consultation for major works. The starter wording sends observations to your office's address, and names it as the place the estimates may be inspected (only the hours are left to type). Record Nomination and Record Observation choose the nominee from your contractors and the leaseholders by flat, with Other… for anyone else.
• Doing the inspection: answering the checklist, recording findings and photos and Raising a repair from something found on an inspection. A finding's Summary starts from your comment. The ticket raised from it carries the comment, where it was found and the answer's photographs, and offers the property's manager as its Owner.
• A contractor's first sign-in to SynkroTech Trade. Send Invoice marks the net and the VAT as the work order's value until the firm changes them. On a firm's portal login, Submit Invoice is filled in from the chosen job in the same way, Submit Quote offers the VAT, and the Completion Note starts empty, with the note already on the job quoted above it.

14 October 2026 — correspondence and credit control (D141)

The pictures for the tasks below were retaken on 14 October 2026.

• Checking what letters and emails went out, and to whom. A letter sent again with Retry on Post or Retry by Post on a released run is released again on the same press, and waits under Today's Post for the next post pack. Before, it said "Requeued for post" and was never printed. A leaseholder whose address is set after their letter failed leaves Leaseholders Without a Usable Address for a new box, Address Set, with Retry All. The Release Run question counts only the copies it is releasing.
• Chasing someone who hasn't paid. A letter before action fills [Org Address] from your organisation's details, so it is no longer held back. If the office address really is missing, the held-back line says "[Org Address] (Organisation Details)", with a link for those who can set it.
• Issuing your service charge demands and Setting where a leaseholder's post goes. Someone who may not change leaseholders' records, such as the accountant who issued the run, is no longer offered an Edit that is then refused. The record says the property team sets the address and names the colleagues who can, each a link to email them. After Save, the top of the record and Last Contact show the new address at once, and Last Contact no longer counts a letter that failed.
• Talking a leaseholder through their portal. Documents now lists the letters and emails sent to that leaseholder, with the day, what it was, by post or by email, and how it went (Queued, Posted, Emailed, Delivered or Failed), and View to open their copy.

14 October 2026 — works, SynkroTech Trade and compliance (D141)

The fixes from the walk of ten everyday jobs (D140). The pictures for the tasks below were retaken on 14 October 2026.

• Running a Section 20 consultation for major works. The consultation is complete only when both observation periods are closed, the award is recorded and the Notice of Award is served where the award needs one. Until then Section 20 Consultation lists what is Outstanding, and never says nothing is at risk. Four new steps: Raise Contributions on the project opens Raise a Charge with the project filled in, and issues each leaseholder's contribution as a demand, once nothing is outstanding.
• Raising a one-off charge. Works over £250 a unit are still refused, and the link now goes straight to the project's Raise Contributions when the total is its contract sum, or to the property's works projects.
• Instructing a contractor (raising a work order). The sentence under Instruct Contractor says where the job goes: the firm's SynkroTech Trade Account (under Jobs), its portal login, or nowhere. A portal login nobody has signed in with reads "Recorded only", like no login at all. A completed work order whose ticket is still open offers Resolve Ticket; paying the firm's invoice completes a work order not yet marked complete.
• A contractor's first sign-in to SynkroTech Trade. The firm's account opens on a new Jobs section: every job a connected agency has sent it, worked from there with Accept Job, Mark Attended, Complete Job and Send Invoice, the invoice filled in from the work order. Five new steps.
• Booking a contractor's visit for a duty. A duty sends a work order itself: Create → Create Work Order. The duty's contractor follows the work order's firm, one visit is booked once (on either record), and completing the work order records the attendance. Three new steps.
• Recording that a check was done (filing a certificate). Completing the duty's work order records the attendance, so Record Certificate is accepted.
• Inviting a contractor onto SynkroTech Trade and Paying a supplier's invoice say the same, in a line each.

14 October 2026 — the money fixes from the walk (D141)

The ten-job walk found year end closing in one press and settling on wrong figures, invoices approved over their work orders with no warning, and money jobs that had to leave the app. The pictures for the tasks below were retaken on 14 October 2026.

• Closing the year and sending it to the accountants. Record Signature asks first, for the Date Signed and the Signed Accounts, and records both; the year stays open. Close Year is its own step, beside the signature, and asks first. Supplier payments from the service charge fund with no invoice behind them are a Blocking item, Supplier Payments With No Invoice, and Settle Year is refused while it stands. Send to Accountant puts the pack in the Outbox, attached, for the accountant. A settled credit is offered against the same leaseholders' overdue demands, previewed, with Use Credit.
• Finding a leaseholder and their account. The record shows Money on Account, as the portal does, and offers it against their overdue demands with Use Credit.
• Paying a supplier's invoice. An invoice is flagged Over Work Order (by how much), Work Not Completed or No Document, in the queue and on its page; approving a flagged invoice asks first, with a reason that is kept. The supplier's PDF can be filed when the invoice is entered (Invoice PDF), or at any stage with Upload Document on its page. A supplier chosen by name is stored as that firm, so its remittance advice reaches it.
• Recording the outgoing agent's handover and opening position. Opening Balances (on the Opening Position card, and under Finance) takes each fund's figure and each leaseholder's owed or credit balance by hand, checked as the import files are. The Fund Balances import takes "SERVICE CHARGE" and "Service Charge", and a blank Primary fund cell keeps the fund's mark.
• Setting next year's budget. A figure is typed over in place and keeps its cost head, schedule and reason. A line added to a part year is read as a year's figure and scaled by the days, unless Year's Figure is unticked. Download PDF prints the budget; Send to Client sends it for agreement through the Outbox.
• Getting a budget approved. Says to send the budget with Send to Client first.

14 October 2026 — the Trade sign-up's follow-ups (D139)

The pictures for the tasks below were retaken on 14 October 2026.

• Vetting a firm that signed up to SynkroTech Trade. The firm's insurance schedules are shown under Insurance, beside its certificates, for vetting that firm only; the partner made on approval carries none. A firm that applies again shows Earlier Applications, with each earlier decision and its reason. Last Email says when the email went.
• A contractor's first sign-in to SynkroTech Trade. A firm that was Not Approved can apply again from its own account 30 days after the decision: until then the account gives the date, then an owner or admin presses Submit New Application. SynkroTech reads the insurance schedules as well as the certificates when it vets the firm.
• Giving a leaseholder, resident or director a portal login. Grant Access no longer offers Contractor. A contractor's login is made on the contractor's page, in its SynkroTech Trade card. Contractor logins made before keep working and stay on Portal Logins.
• Inviting a contractor onto SynkroTech Trade. Says that the SynkroTech Trade card is now the only place a contractor's portal login is made.

14 October 2026 — the Trade sign-up (D138.3)

A firm can now make its own SynkroTech Trade account, and SynkroTech vets it before any organisation sees it. The pictures for the tasks below were taken on 14 October 2026.

• New task: A contractor's first sign-in to SynkroTech Trade. The contractor's side: Create Trade Account on the SynkroTech Trade sign-in, the link in the email, a password, an authenticator, then the firm's own account, "Awaiting vetting by SynkroTech", with its Profile and Documents.
• New task: Vetting a firm that signed up to SynkroTech Trade. For SynkroTech's staff, in the SynkroTech Console: Partner Applications lists the firm with Source Trade Sign-Up; Approve lists it in every organisation's partner directory, Reject tells the firm why.
• Inviting a contractor onto SynkroTech Trade. A contractor's page has one SynkroTech Trade card: the firm's standing and Invite to SynkroTech Trade, which works for any firm with or without an account, then the portal login, folded under Show Portal Login. A firm that already has an account, including one that signed itself up, is not sent a link: the invitation waits in its account.

14 October 2026 — Auto-Chase

• New task: Asking a contractor for an invoice they haven't sent (Auto-Chase). The Auto-Chase card used to say "Recorded only. Nothing is sent automatically yet". It has moved from a property's Overview to its Work tab, under Invoices Not Received (it was under Unpaid Contractor Invoices). Its rule is now carried out: each completed work order with no invoice yet gets a reminder to the firm on the rule's schedule, by email or letter through the Outbox, until the invoice arrives or is linked to the work order, the work order is reopened or cancelled, the firm replies, the last reminder has gone, or somebody presses Cancel Chasing. The card lists each reminder sent (to whom, how, when, and whether it was Queued, Sent or Failed) and the next one's date, and says why when nothing can be sent. SynkroTech Trade is no longer offered as a channel. Chasing a contractor who is late is unchanged; the roadmap's first year lists the new task.

14 October 2026 — small items (D138.1)

The pictures for the tasks below that show a changed screen were retaken on 14 October 2026.

• Seeing what is overdue across every building. Due Soon no longer counts a duty with nothing on file. That is No Record, its own view on the Compliance Register, with its own count. The property list's In Date column is Compliance, and says where each property stands: Overdue, Due Soon, On Track, or No Record.
• Setting up the inspection schedule and checklists. A question answered by a choice can record a duty on the compliance register: open it and choose its Register Check. Site Inspection links five questions now (it linked two): the fire doors, the emergency lights, trip and movement hazards (the escape route check), the entrance door (the door entry service, seen only) and communal heating (the boiler service, seen only).
• Signing off an inspection. Each duty the inspection recorded lists it under Evidence, with a link.
• Loading your portfolio from spreadsheets. A lease loaded from a file takes the parking bay kept for its unit, as recording the lease on the unit's page does.
• The secure information box check is renamed. "Secure Information Box (Monthly) Check" was checked every year, as the law requires. It is now Secure Information Box (Annual) Inspection, on every organisation's register.
• Letters from the Outbox fill [Parking Bay], [Lease Start Date], [Lease Term], [Lease End Date] and [Ground Rent], as Group Email does.
• Partners by area. A filter on a postcode district such as OX4 finds a partner listing the county it lies in, by the district's own boundaries.
• Inspect on Site is switched off. Inspections are carried out with Create Inspection (see Booking or starting a building inspection). Its old address opens Inspections.

14 October 2026 — second edition

The fixes from the first full walk of the guide (D137). Every picture for the tasks below was retaken on 14 October 2026.

• New task: Agreeing a payment plan. A credit control case is moved to Payment Plan (or Referred) from its case file. SynkroTech asks first and files the move on the Decision Record; the plan's form then opens. Chasing someone who hasn't paid points to it, and the roadmap's first year lists it.
• Checking what letters and emails went out, and to whom. An email refused for good is retried with Retry by Post, which says where it is posted. With no correspondence address held, nothing is queued and Set Address opens the leaseholder's address. The Sent line gives a date and time, the audit trail names people, and Document Runs lists the newest first.
• Issuing your service charge demands. Retry on Post now says the address the demand is posted to.
• Recording residents and tenancies. For somebody not on the register, Add Tenancy offers Add Person → Tenant on the chosen unit, which opens with Tenant and Create Person chosen.
• Setting up a concierge desk for a building. Add Engagement stays greyed until a property and a person are chosen, and says so. Concierge Engagements gives the desk's sign-in address as Sign-In Pages does.
• Putting the sign-in addresses and posters in front of people. No Address Set has its own sentence.

14 October 2026 — first edition

This is the first edition of the guide. It describes SynkroTech as it was on 14 October 2026. Every picture was taken on 13 or 14 October 2026, from the example agency Hardingvale and its example properties.

When SynkroTech changes a screen this guide describes, the guide is updated with it and the change is listed here, newest first, with the date and the tasks it affects.

Not covered in this edition

• Xero, the bank feed and print-and-post. These are set up for your organisation by SynkroTech, so the steps depend on your arrangement. Ask SynkroTech when you are ready (see Asking SynkroTech for help).
• Backups, under Settings.
• What contractors do in SynkroTech Trade. This edition covers inviting a contractor (see Inviting a contractor onto SynkroTech Trade) and the office's side of every job.