Built for UK block management
Every feature designed around the real needs of managing agents, RMC directors, and their residents.
Compliance Tracking
Stay on top of every regulatory requirement across your portfolio. Block Guardian tracks seven compliance categories — fire safety, electrical, gas safety, asbestos, lift safety, water hygiene, and estate & grounds — with statuses that update automatically based on inspection results and deadlines.
Learn more →- Automated status calculation (Compliant, Due Soon, Due Today, Overdue, Not Assessed)
- Inspection records with outcomes and certificate uploads
- Cases automatically created from failed inspections
- Asset-linked compliance items for equipment-specific tracking
- Daily digest emails with upcoming compliance deadlines
Service Charge Accounting
The full annual cycle: budget the year against the lease's own schedules, raise per-unit demands in instalments, record what comes in and what goes out, then reconcile and close. Every figure traces back to the budget, and every demand keeps a snapshot of exactly what was sent.
Learn more →- Schedules and apportionments straight from the lease, to four decimal places
- Budget years with instalment periods — annual, half-yearly or quarterly
- Per-unit demands issued with the prescribed summary of tenants' rights
- Append-only ledger with arrears aging, receipts, credit notes and write-offs
- Supplier invoices coded to schedule and cost category, with budget vs actual
- Year-end reconciliation, balancing demands and credits, statement PDF and CSV
- Staff run the money; demands are printed for posting, and each leaseholder can view only their own once sent
Case Management
A structured, multi-stage workflow for tracking every issue from initial report through to resolution. Cases can be scoped to estates, buildings, sub-blocks, or individual units, and linked to inspections or assets for full traceability.
Learn more →- 9 workflow stages: Reported through to Closed
- Accountability tracking with 'waiting on' parties (Council, Contractor, Residents, etc.)
- Case participants with notification subscriptions
- Link cases to compliance inspections or building assets
- Full comment thread with audit history
Document Management
First-class document storage with versioning, deduplication, and secure access. Every document is linked to the entities it relates to — buildings, cases, inspections, compliance items, or assets — so you always know where to find it.
Learn more →- SHA256 deduplication saves storage
- Versioned uploads with full history
- Automatic image thumbnails
- Signed URLs for secure, time-limited downloads
- Soft-delete with 365-day retention
Resident Communication
Three communication channels designed for the leasehold context: private messaging with GDPR-compliant contact restrictions, a community noticeboard for announcements, and structured polls for tenant decisions.
Learn more →- 1-to-1 private messaging (members restricted to staff contacts by default)
- Community noticeboard with comments
- Polls with one-vote-per-unit enforcement
- Building or sub-block scoped polls
- Anonymous or public voting options
Asset Management
Track every physical asset in your buildings — lifts, boilers, fire alarms, CCTV, entry systems, and more. Monitor status, warranty dates, and link assets to cases and compliance items for complete lifecycle visibility.
Learn more →- 12 asset categories (Lift, Boiler, Fire Alarm, CCTV, etc.)
- Status tracking (Active, Needs Attention, Out of Service, Decommissioned)
- Manufacturer, model, serial number, and warranty tracking
- Link assets to cases and compliance items
- Document attachments per asset
Audit Trail
An immutable, append-only audit log captures every action taken in the system. When auditors or directors need to know who did what and when, the answer is always one click away.
Learn more →- Every create, update, delete, and state change recorded
- User identity and timestamp on every entry
- Filter by entity type, user, building, or date range
- Location hierarchy context (estate, building, sub-block, unit)
- Cannot be modified or deleted — ever
Team & Access Control
Give every person exactly the access they need. Four built-in roles cover the common cases and custom roles handle everything else — built from a permission catalogue rather than chosen from a fixed list.
- Four built-in roles: Admin, Manager, Manager Read-Only, Member
- Custom roles: build your own from 30+ granular permissions across every feature
- Permission changes apply instantly — no re-login needed
- Role management is admin-only, so permissions can't be self-escalated
- Maintaining contact records and handing out logins are separate permissions — update a phone number without being able to invite anyone
People & Residency
Who holds the lease, who lives there, and who to ring — recorded properly, with dates. A person and a login are separate things, so you can record everyone without inviting anyone. Leaseholding and occupancy are separate too: an absentee landlord holds the lease without living there, an owner-occupier does both, and joint leaseholders both hold the unit.
- Every unit relationship is dated — a completion in the diary or a move-out already notified is recorded without taking effect early
- Backdating is the normal case, because you're usually told after the event
- Transfer of leasehold closes one relationship and opens the next in a single step
- Gaps in the leaseholder record are detected and explained, not silently ignored
- Third parties — solicitors, carers, emergency contacts — recorded against the unit without conferring any access
- Companies, joint holders, correspondence addresses per lease, and named tenants for anything addressed to residents
Notifications
Two channels keep everyone informed without overwhelming them. Real-time badge counts update instantly via WebSocket, while configurable daily digest emails summarise what happened since the last check — one message a day, not an alert per event.
- Real-time badges for messages, cases, noticeboard, and polls
- Daily digest email with per-category content
- User preferences: master toggle + per-category controls
- Badge counts reset when visiting each section
- 60-second fallback polling for reliability
Multi-Estate Support
Whether you manage a single block or a portfolio of estates, Block Guardian adapts. Single-estate mode hides unnecessary hierarchy for simpler setups, while multi-estate mode gives full visibility across your entire portfolio.
- Single-estate mode for self-managing RMCs
- Multi-estate mode for managing agents
- Switch modes from account settings
- Full hierarchy: Estate → Building → Sub-Block → Unit
- Role-based access with custom roles per account
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