Managing a residential building is no small task. Whether you’re part of a residents' association, right to manage company (RTM) or resident management company (RMC) the list of responsibilities is long – keeping residents informed, handling maintenance requests, distributing building documents, managing communal keys and fobs, processing permission requests for flat alterations and much more.
If you’ve ever felt like the building runs you – rather than the other way around – you’re not alone. Many residential building committees and property managers rely on outdated methods like email threads, spreadsheets or printed forms stuck on noticeboards. These may get the job done (eventually) but they’re time-consuming, error-prone and frustrating for both residents and those trying to keep everything organised.
That’s where Malcolm! comes in. With Malcolm!’s hosted hub, you can create a secure, centralised building portal that transforms the way your building is run. It brings all your information, processes and communication tools together in one simple, professional online space - and the impact can be huge.
Your building portal sorted
At the core of Malcolm! is the Hosted Hub - your building’s very own digital home. It can be fully branded with your building’s name, logo or colour scheme giving it a polished and professional look. You can use your own domain and even set it to be publicly accessible or password protected, depending on how open or secure you want the portal to be.
Once set up, the hub becomes your central place to store and share key building information. Residents can log in anytime to view essential documents like:
- Building rules and regulations
- Fire safety notices and evacuation plans
- Service charge summaries or budgeting info
- AGM minutes and meeting dates
- FAQs for new residents
- Contact details for building managers or emergency services
This removes the need for residents to chase committee members or agents for information – and makes it easier to keep everyone informed and up to date. Better still, it gives the building a professional digital presence that can be managed without any technical know-how.
Forms that actually work for you
One of the most powerful features of Malcolm! is its smart workflows – digital forms that let you automate and streamline all the admin tasks that usually take up your time.
You can create fully custom forms to suit your building’s specific needs. Here are just a few examples:
- Report a maintenance issue – Residents can describe the issue, upload photos, mark urgency levels and provide contact info. The report can automatically be routed to the right person or team for action.
- Order and pay for communal keys or fobs – Set up a workflow where residents can request access items and pay online through secure integrations with Stripe or Square. No more tracking bank transfers or dealing with paper forms.
- Request permission for apartment alterations – If a resident wants to knock down a wall or change their flooring, they can fill out a structured request form that captures everything you need to review their plans properly.
- Register a sublet – Keep tabs on who’s living in each flat by reminding leaseholders to register sublets. You can collect details of tenants, emergency contacts and letting agents in one place.
- Book shared spaces or services – If your building has a communal lounge, guest suite, meeting room or even designated move-in slots you can manage bookings directly through your hub.
You can also set up automatic confirmations, route forms to the right people for approval and use conditional logic to tailor the experience depending on what the resident selects. It’s all designed to make life easier for everyone involved – and reduce the number of emails in your inbox.
Instant access, effortless updates
Once your hub is set up, keeping it up to date is refreshingly simple. Malcolm! provides a clean, intuitive admin interface that allows you to add new content, forms or updates with just a few clicks. No coding or technical knowledge is needed.
Whether you're adding a new building rule, changing contact details for your managing agent or uploading the latest AGM minutes, everything is straightforward and fast to publish. That means your residents always have access to the latest information and you can keep the building running smoothly without needing to be an IT expert.
Save time and reduce friction
A well-run building depends on strong communication, clear processes and responsive service. Malcolm! helps you deliver on all three.
For residents, it offers one central place to go for everything – from getting updates and checking rules to requesting services and reporting problems. No more chasing the committee for help or wondering where to send a request.
For building managers, committee members or managing agents, it means less time spent answering the same questions, tracking down forms or forwarding requests to the right person. Everything is captured cleanly, logged properly and easy to action.
It also helps reduce friction between residents and management. When residents feel informed, empowered and listened to, they’re far more likely to be understanding and cooperative – and that makes life better for everyone.
Bonus: it looks professional
In addition to the practical benefits, Malcolm! also helps you present a professional image. A branded, easy-to-use digital hub makes a great impression - whether you're attracting new purchasers/renters, updating existing residents or working with service providers.
It shows that your building is well-run, forward-thinking and organised. And in a world where expectations around digital services are higher than ever, that can make a real difference to how your building is perceived.
Built for flexibility
Every building is different – some are large tower blocks with dozens of flats and communal facilities, while others are smaller conversions or gated developments. Malcolm! is flexible enough to suit them all.
You can start small – maybe just with some basic FAQs and a couple of workflows – and add more over time as you and your residents get comfortable. There’s no pressure to build everything at once. The platform scales with you and is always easy to update.
It’s also a great solution whether you’re a self-managed building, using a managing agent or somewhere in between. Committee members can manage the hub directly, or give access to agents and contractors who need to handle specific workflows or updates.
Ready to bring your building into the 21st century?
If you’re tired of juggling emails, chasing paperwork and repeating the same information over and over, it’s time to upgrade how your building is run.
With Malcolm! you can give residents a better experience, streamline day-to-day management and free up time to focus on the bigger picture. It’s quick to set up, easy to use and makes a lasting difference.