How to add family members, tenants and domestic staff

Who can add someone to your flat?

Adding a person to a flat is a management action, not a resident one. Your community admin or community manager does it. Member management sits with the management roles from position level 3 upward: security manager, community manager and community admin.

If you are a resident, you cannot add your spouse or your tenant yourself. Send the details to whoever runs your community on AKCS — usually the facility manager or a committee member — and they create the membership. This is deliberate. A flat's resident list decides who can approve a visitor at the gate, so it is not left open to self-service.

What does a role actually mean on AKCS?

A role is never global. AKCS stores three things together — the person, the flat, and the role — as one membership. Every membership is date-bounded, so it can carry a start date and an end date.

This has one consequence people find surprising. The same person can be an owner in one community and a tenant in another, at the same time, on the same account. The two memberships are separate records. Nothing about the first one carries into the second.

What are the four resident roles?

Setting the end date on a tenant or guest matters more than it looks. When the membership lapses, the access lapses with it, and nobody has to remember to remove anyone.

Things that belong to the flat stay with the flat, not with one person. A delivery, for example, belongs to the flat — so any resident of that flat can collect it with the collection code.

How do you add a family member or a tenant?

1. Collect the person's full name, mobile number and email address. Both the number and the email matter later, so get them exactly right.
2. Send those, plus the tower, floor and flat, to your community admin or manager.
3. The admin creates the membership: person, flat, role.
4. The admin sets the start and end dates. For a tenant, use the tenancy period.
5. AKCS sends an invitation to the email address.
6. The person accepts it, sets up their account, and signs in. The flat is already attached.

What happens if the invitation is not accepted in time?

It expires. Invitations are valid for 7 days. After that the link stops working and your admin has to send a fresh one.

Before asking for a re-send, check two things: the spelling of the email address, and the spam folder. A typo in the email is the most common reason an invitation appears never to have arrived.

Why does a new resident see an empty app?

Because registering an account and being attached to a flat are two separate steps. A person who has registered but has no membership yet sees an empty app. It fills the moment an admin assigns them a flat.

If someone tells you the app is blank after signing up, it is almost always one of three things:

• The membership was never created.
• It was created on the wrong flat.
• It was created with a start date in the future, so it has not begun yet.

Once the flat is attached, they can use the app in English, Telugu, Hindi, Kannada, Tamil or Malayalam. Push notifications arrive in whichever language is stored on their account.

How do you add domestic staff?

Domestic staff are not a resident role. Your maid, cook or driver is added through the worker flow, not as a family member. AKCS covers 28 service types — maid, cook, driver, plumber, mason, tutor, elder care and others.

A worker booking QR is a whole-day pass for the date booked, rather than a slot. Domestic help arrives at variable times, and a fixed window would fail more often than it worked.

What if the person is already on AKCS in another community?

Use their existing account. One person has one AKCS account. When you add them to a second community, the email address and the phone number must both match the ones already on that account.

A mismatch is rejected, and the error names the credentials the account is actually registered with, so your admin can correct the entry instead of guessing. Do not work around it by creating a second account with a different email. That splits one person's flats, notifications and history across two accounts, and merging them afterwards is not a self-service fix.

What are the values worth remembering?

Visitor and worker entry is handled by AKCS Gate. If your community is still evaluating AKCS, see pricing or book a demo.