The Hidden Complexity Behind Every General Assembly

Why Small Condo Administrators Face Outsized Challenges

A Modern Approach to Managing Condominium Assemblies

Running a Swiss condo is demanding, but preparing and managing General Assembly meetings (AG) is where the pressure really peaks. Between legal requirements, documentation overload, and rising owner expectations, small administrators must juggle accuracy, diplomacy, and efficiency, all at once. This page highlights the core challenges and shows how a modern digital platform powered by AI can transform the process.

Legal Precision

Even minor errors in convocations, agendas, or vote calculations can invalidate an entire AG. Small administrators often handle these tasks alone, making it difficult to cross-check details or stay updated with regulatory changes.

Our platform prevents errors in convocations, agendas, and vote calculations by automatically checking legal requirements, deadlines, and document completeness. It acts as a reliable second reviewer, detecting inconsistencies and unclear wording before anything is sent out. During the Assembly, it applies the correct majority rules and calculates votes instantly and accurately. Because the platform stays updated with regulatory changes, small administrators can work confidently without fear of outdated procedures or avoidable mistakes.

Documentation & Coordination

Accounts, budgets, reports, technical files, quotes, proxies, attendance lists, the paperwork multiplies quickly. Ensuring all documents are accurate, complete, and sent on time is a huge burden for teams with limited staff or tools.

Propalis centralizes all AG-related documents such as accounts, budgets, reports, quotes, and proxies, so nothing is scattered across emails, folders, or spreadsheets. It automatically checks for missing files, inconsistencies, outdated versions, or mismatched numbers, ensuring every document is complete and accurate before distribution. The platform also generates standardized packages and sends convocations, agendas, and attachments on schedule, removing the stress of manual preparation and deadlines. For small teams, this means far less administrative overload and a smoother, more reliable workflow with minimal effort.

Managing People and Expectations

AGs can turn tense fast. Owners expect transparency, instant answers, and flawless execution. A single unclear vote or misworded agenda item can lead to disputes that consume weeks of follow-up communication and damage credibility.

Propalis increases transparency by giving owners clear, consistent information before, during, and after the AG, reducing misunderstandings. During the meeting, it provides instant vote validation and real-time access to decision details, so administrators can answer questions confidently without hesitation or manual calculations. AI also ensures that agenda items and voting options are clearly worded and legally correct, preventing ambiguities that often spark disputes. As a result, administrators avoid long rounds of follow-up communication and reinforce their credibility through smooth, professional, and error-free execution.

As a result, administrators can run General Assemblies with greater confidence, clarity, and efficiency, knowing that every step, from preparation to final vote, is supported by reliable AI-driven safeguards. They reduce the risk of errors, avoid unnecessary disputes, and save hours of administrative work that would otherwise overwhelm small teams. Most importantly, they deliver a smoother, more transparent experience for co-owners, strengthening trust and elevating the perceived professionalism of their services.

How AI Unlocks a New Way to Run Assemblies

Smarter Tools for Lean Condo Administrators

Below is how a modern digital platform, powered by artificial intelligence, can support and enhance your daily workflow.

Smart Agenda Builder

Automatically generates a legally compliant, clearly structured agenda based on your building’s documents, past decisions, and owner motions.

No more manually rewriting agenda points or worrying about missing items. You gain confidence that every AG starts on a solid legal and administrative foundation.

Automated Document Preparation & Packaging

Collects accounts, budgets, reports, quotes, and technical documents into a clean, complete AG package. AI checks for missing attachments and inconsistencies.

Spend less time assembling files and more time focusing on value-added tasks. You send owners a professional, consistent convocation every time.

Automated Majority Requirements Compliance

The platform analyses each agenda item and automatically applies the correct majority rules based on the law and the building’s bylaws. It interprets decision types and validates results instantly during the AG.

You no longer need to interpret complex majority rules or risk misclassifying a decision. The system ensures every vote meets legal and bylaw requirements, giving you confidence that all decisions are valid and compliant.

Live Vote Tracking & Compliance Alerts

Allows digital or hybrid voting while instantly calculating whether each decision meets simple, double, or qualified majority rules. Alerts you if a vote is legally invalid.

Run smoother meetings without manual counting or legal guesswork. You ensure every decision is defensible and documented.

Meeting Minutes Generator

AI drafts minutes with decisions, vote counts, and key arguments. You can review and publish in minutes.

No more spending evenings rewriting PVs from scratch. You save hours, deliver perfectly structured minutes, and strengthen your professional image.

Centralized Documentation Archive

Stores convocations, minutes, mandates, technical reports, decisions, and building history in one secure, searchable hub, accessible anytime by you or authorized owners.

No more lost documents or endless back-and-forth emails. Everything is organized, traceable, and ready to defend if a decision is contested.

Why This Beats the Traditional Way

A Smarter, Faster, Error-Proof Approach

In a manual workflow, administrators must cross-check laws, bylaws, agendas, and attendance lists by hand, often under meeting pressure, leaving plenty of room for mistakes.

Majority rules must be interpreted on the spot, votes counted manually, and decisions validated after the fact, with errors sometimes discovered days later. In contrast, an AI-powered platform automates these calculations instantly and reliably, eliminating guesswork, reducing stress, and ensuring decisions are compliant the moment they are taken.

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