How it all fits together
StrataSphera isn't a set of separate tools — the modules feed each other. A maintenance issue becomes a motion at a meeting; that meeting's minutes land in your document library; unpaid levies quietly change who is allowed to vote at the next one. This page is the map: the two main loops your scheme runs on, and how each piece hands off to the next.
The matter lifecycle
Most day-to-day work starts as a matter and flows through to a permanent record:
- A matter is raised — a repair, by-law breach, renovation request or compliance task is logged in Matters.
- Quotes come from suppliers — when you need work done, contractor quotes attached to the matter link to your approved suppliers, so the licence and insurance checks travel with the quote.
- It becomes a motion — anything needing a committee or owner decision is added to a meeting agenda. The agenda item keeps a link back to the originating matter.
- The decision is minuted — once the meeting is held and the minutes are approved and distributed, they are filed automatically into Documents against that meeting.
Matters → Meetings → Minutes → Documents, with Suppliers feeding the quotes along the way.
The money & voting loop
The second loop connects your finances to who has a say. It runs largely on its own:
- Levies are struck and tracked in Finance — payments, arrears, bank reconciliation and expenses.
- Arrears change financial status — when an owner falls past the jurisdiction's arrears cut-off, their membership is automatically marked non-financial. You don't flip a switch; the levy module does it.
- Financial status decides voting — at a meeting, only financial members count toward quorum and can cast a valid vote. Clearing the arrears restores the vote.
Finance (levies & arrears) → Members (financial status) → Meetings (quorum & voting).
Communications: notices vs meeting notices
These two are easy to confuse:
- Notices are general announcements you broadcast to owners or tenants, targeted by role or by specific lots.
- Meeting notices are the formal notice of a meeting — issued from the meeting itself, not from the Notices area.
Self-managed vs professionally managed
During onboarding you tell us whether the committee runs the scheme itself or a strata manager does. That choice shapes the app:
- Self-managed committees run the full Finance module — levy runs, bank reconciliation, expenses.
- Professionally managed schemes have Finance handled by their strata manager, so it's shown disabled. For these schemes, Statement Analysis is the finance window: upload your manager's monthly report to get a plain-English summary of the figures — and turn anything worth discussing into a meeting agenda item.
You can change this any time in Settings → Scheme details.
Connections at a glance
| From | Connects to | How |
|---|---|---|
| Matters | Meetings | A matter is added to an agenda item as a motion. |
| Matters | Suppliers | Quotes on a matter link to an approved supplier. |
| Meetings | Documents | Approved, distributed minutes are filed automatically. |
| Finance | Members | Arrears past the cut-off flip a member non-financial. |
| Members | Meetings | Only financial members count for quorum and voting. |
| Statement Analysis | Meetings | Findings can be raised as agenda items. |