The lift that’s stopped, the leak from the roof terrace, the AGM to call, the contractor’s quote to pass on to the directors. Ugo collects residents’ reports from your number, keeps the diary for your buildings, finds minutes and contracts and drafts your communications. It asks you to confirm before every action.
Block management software is usually about the numbers: service charge budgets, apportionments, demands. Ugo covers the other half of the job, the half that goes through your phone. It’s a contact on WhatsApp connected to your diary, email, contacts and building folders on Google Drive or OneDrive. Type or send a voice note, and it answers with what it finds in your tools.
If you manage ten or fifty blocks, you know: residents message at all hours, about a repair, a service charge demand, or when the AGM is. Meanwhile there are contractors to call and chase, quotes to compare, AGMs to call and minute, maintenance contracts and inspections coming due. With Automations on your WhatsApp Business, Ugo replies to residents from your number, asks what happened and where, and only alerts you when it’s needed.
Ugo doesn’t do the block’s accounts, doesn’t prepare service charge budgets, year-end accounts or tax returns and doesn’t give legal advice: that stays with your block management software, your accountant and your experience. Ugo organises: reports, appointments, emails, documents, reminders. Every email, message or file it creates goes out after your “Confirm”, and in automations you decide which steps wait for your OK.
Your software handles the numbers. The phone, though, is down to you.
The door entry system broken at 9pm, the stairwell lights out on a Sunday, the question about the service charge on Saturday morning. Every message has to be read, understood and passed on, and the important ones get lost among the pleasantries.
One report becomes a call to the contractor, a site visit, a quote, a job and a notice to residents. Keeping track of ten open repairs across different buildings is a job in itself.
The room to book, the agenda to agree with the directors, the notice to send out in time, the minutes to write and circulate. Multiplied by every building, every year.
Maintenance contracts, insurance policies, minutes, quotes, fire risk assessments and inspection certificates. When a resident or a director asks for a document, finding it away from the office is almost impossible.
From residents’ reports to AGMs, one message at a time.
An automation on your WhatsApp Business replies to residents with three buttons: Repair, Payments, AGM. For a repair Ugo asks for the building, the entrance and what happened, replies that you’ve received the report and sends you a notification, offering to email the contractor once you give the OK.
Skills used
🔔 Automation “Residents’ reports” Julia Russell (Wellington Court, entrance B) chose “Repair”: the lift has been stuck on the third floor since this morning, nobody trapped inside. I’ve told her you’ve received the report.
Email the lift contractor for Wellington Court
I’ll send this to Ferris Lifts (service@ferrislifts.co.uk) from your mailbox: “Good morning, at Wellington Court, entrance B, the lift has been stuck on the third floor since this morning. Please could you attend as soon as possible. Thank you.” Shall I go ahead?
You dictate the date, venue and agenda to Ugo. It fills in your notice template on Drive with the building’s details, saves it in the block’s folder and creates the appointment in your diary, ready to check and send out in the way the lease and the company’s articles require.
Skills used
🎤 Voice message (0:41)
Here’s what I’ll do: • Create “Notice of AGM – The Oaks” from your template, in the folder “The Oaks/AGMs 2026” • Agenda: 2025 service charge accounts, 2026 budget, redecoration of the courtyard elevation • Thursday 12 November at 6:30pm, St Mark’s church hall, 8 Garden Street • Create the appointment in your diary for the 12th Shall I go ahead?
A director asks when the cleaning contract ends while you’re at another building. Ugo searches the block’s folder, replies with the date and the file, and emails it to the director after you confirm.
Skills used
When does the cleaning contract at 112 Kings Road end?
In the folder “112 Kings Road/Contracts” there’s “Cleaning contract Sparkle 2024.pdf”: two years from 1 January 2024, so it ends on 31 December 2026, with three months’ notice required. Shall I email it to Paul Gale, the director?
You have three blocks to visit with contractors. Ugo suggests the quickest order with the traffic at that moment and sends you the Street View of the entrance of a building you don’t know yet.
Skills used
What order should I do this morning’s visits in?
With the traffic right now, starting from the office: 1. Wellington Court, lift with the contractor: 10 min 2. The Oaks, 30 Park Avenue, roof terrace leak: 14 min 3. 112 Kings Road, gate quote: 18 min About 42 minutes of driving in total. Shall I send you the Street View of the Kings Road gate?
Between buildings, contractors and evening AGMs, with an office assistant in your phone.
Scheduled task: Ugo sends you the day’s appointments and the reports that came in overnight through Automations.
A resident reports a leak: the automation collects the building, floor and photos and alerts you. Ugo emails the contractor once you give the OK.
On an inspection you dictate a voice note about what you’ve seen and Ugo saves it as a note in the building’s folder.
A director asks for the latest quote for the façade: Ugo finds it on Drive and emails it to them.
You dictate the agenda and Ugo fills in the AGM notice from your template.
After the AGM you dictate the resolutions passed: Ugo drafts the minutes for you to check in the morning.
Your block management software stays where it is. Ugo works on messages, diary and documents.
Residents message the number they already know. Automations reply with buttons or lists, ask for the details and alert you. When you reply yourself from the app, the automation stops for that conversation.
On Google Drive or OneDrive: minutes, contracts, insurance, quotes, certificates. Ugo only searches and reads in there, and fills in your templates with {{building}} and {{address}}.
Any IMAP mailbox, or Outlook with Microsoft 365. Keep contractors, directors and residents in your contacts: Ugo just needs a name to find the address and number.
Google Calendar or Outlook for AGMs, inspections and deadlines. With scheduled tasks Ugo messages you first, for example every Monday with the week’s deadlines.
The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.
For service charge accounts, budgets, demands and client money you need dedicated block management software, and there are several good ones. Ugo doesn’t replace it: it covers what that software doesn’t, meaning residents’ messages, contractors, AGMs, diary and documents, all from WhatsApp and by voice too.
With Automations on your WhatsApp Business, yes, but as your assistant: it replies from your number, asks what happened with buttons such as “Repair, Payments, AGM” and sends you a notification. You decide which steps wait for your “Confirm”, and if you reply yourself from the app the automation stops.
No. Accounts, budgets, apportionments and tax stay in your block management software and with your accountant. Ugo can find a financial document saved in the building’s folder and remind you of a deadline you’ve put in your diary, but it doesn’t do calculations or file anything.
Ugo drafts the notice and emails it to the list you specify, after you confirm. On WhatsApp it messages the contacts you choose from your Business number, within WhatsApp’s rules: it isn’t a tool for mass campaigns. For AGM notices and formal consultations, choosing the method the lease and the law require stays with you.
Ugo only replies to verified WhatsApp numbers, its servers and database are in Frankfurt, and it only works on files in the folders you choose. It doesn’t send anything or create documents without first showing you what it’s about to do.
Associations, bodies and official sources for the sector: external websites, independent of Ugo.
Connect your WhatsApp Business, diary and building folders in a few minutes. Reports arrive complete, and AGMs are prepared with a voice note.
