đ HCMPro User Manual
Complete guide to managing your housing community on HCMPro. Learn how to use all 14 modules â from billing and payments to gate management and governing body.
Getting Started
Register Your Community
Go to hcmpro.in and click "Get Started Free". Enter your community name, city, contact person details, and number of units. Your account is created instantly.
Set Up Blocks (Optional)
If your community has multiple blocks or towers, go to Settings â Blocks and add each block name. Units will be organized under blocks.
Add Units & Members
Go to Units â Add Unit for each villa/flat. Then go to Members â Add Member to link owners to their units. You can also bulk import from Excel using the Import button.
Set Opening Balance
Go to Settings â Opening Balance. Enter the date from which you want to track dues and your current fund balance. This sets the baseline for all financial reports.
Configure UPI (Optional)
Go to Settings â UPI Settings. Enter your community's UPI VPA (e.g. yourcolony@okaxis). Members can then pay directly to your community bank â zero MDR charged.
Create Staff Users
Go to Users â Add User to create login accounts for your Accountant, Security Staff, or additional Admins. Each role sees only what they need.
Tip: Use the Excel bulk import to add all units and members at once. Download the template from Members â Import â Download Template.
User Roles & Permissions
| Role | Who Is This | What They Can Do |
|---|---|---|
| Admin | Society Secretary / President | Full access â units, members, payments, settings, all modules |
| Accountant | Finance Manager | Billing, payments, invoices, expenditures, reports â read/write |
| Member | Villa / Flat Owner | View own dues, pay via UPI, raise maintenance tickets, visitor passes, view announcements |
| Security Staff | Gate Guard | Gate entry/exit logs, verify visitor passes â nothing else |
Note: Each user sees only the sidebar items relevant to their role. A security staff member logging in will only see the gate dashboard â they cannot access billing or member data.
Billing & Payments
Generate Monthly Invoices
Go to Billing â Invoices â Generate. Select the month and year. HCMPro auto-creates invoices for all occupied units based on their monthly maintenance amount.
Record a Payment
Go to Billing â Payments â Record Payment. Search for the member by name, unit number, or mobile. Select the months being paid, enter amount, payment mode (Cash/UPI/Bank Transfer/Cheque) and save. Receipt number is auto-generated.
Batch Payment (Multiple Months)
To record payment for multiple months at once, use Billing â Batch Payment. Select the unit, payment mode, amount per month, and tick the months being paid. All months are recorded in one click.
Send Payment Reminders
From the Defaulters section on the dashboard, click Send Reminder next to any unit. An email with the pending dues details is sent to the member instantly.
Auto-Receipt: When a payment is recorded, HCMPro automatically sends a payment receipt email and WhatsApp message to the member if their contact details are on file.
UPI Payments
Admin: Set UPI VPA
Go to Settings â UPI Settings. Enter your community's UPI Virtual Payment Address (e.g. seethagreen@okaxis). This is the account where members will send payments directly.
Member: Pay via UPI
Member logs in â My Dues â Pay Now. The community UPI QR code and VPA are shown. Member pays the exact amount via any UPI app (PhonePe, GPay, Paytm), then enters the UTR number on the portal.
Admin: Verify & Confirm
Admin receives a notification. Go to Billing â UPI Requests. Check the UTR number in your bank statement, then click Confirm. Payment is automatically recorded and receipt sent to member.
Important: Always verify the UTR number against your actual bank statement before confirming. Once confirmed, the payment cannot be reversed without admin amendment.
Zero Fee: Money goes directly from member's UPI app to your community bank account. HCMPro charges zero MDR and zero per-transaction fee. 100% of the payment reaches your fund.
Members & Units
Add a Unit
Go to Units â Add Unit. Enter unit number, block (if applicable), floor, type (Villa/Flat/Shop), bedrooms, and monthly maintenance amount. Set status as Owner Occupied, Tenant Occupied, or Vacant.
Add a Member (Owner)
Go to Members â Add Member. Link to a unit, enter owner name, mobile number, email, and maintenance amount. A login account is created automatically if email is provided.
Bedroom-Based Rates
Go to Settings â Bedroom Rates. Set different maintenance amounts for 1BHK, 2BHK, 3BHK etc. Click Apply to All Units â system automatically updates maintenance for each unit based on bedroom count.
Bulk Import from Excel
Go to Members â Import. Download the Excel template, fill in all unit and member details, then upload. All records are created at once â saves hours of manual entry.
Tenant Management
Add a Tenant
Go to Tenants â Add Tenant. Select the unit, enter tenant's full name, mobile, email, ID proof type and number, rent amount, and move-in date. Optionally create a login account for the tenant.
Mark Tenant as Vacated
When a tenant moves out, go to Tenants â find the tenant â click Vacate. Enter the vacate date. The unit status is automatically updated to Vacant or Owner Occupied.
Note: Tenant module must be enabled for your community by contacting support. If you don't see Tenants in the sidebar, contact support to enable it.
Expenditure Tracking
Record an Expense
Go to Expenditures â Add Expense. Enter the date, category (Maintenance/Security/Electricity/Others), amount, vendor/paid-to name, payment mode, and voucher number. Save.
View Expense Reports
Go to Reports â Expenditure Report. Filter by month, category, or date range. See total spending vs collection for any period. Export to PDF for committee meetings.
Reports
| Report | What It Shows | Who Can Access |
|---|---|---|
| Dues Report | Month-by-month payment status for all units | Admin, Accountant |
| Defaulters Report | Units with unpaid dues for selected month | Admin, Accountant |
| Fund Balance | Opening balance + collections â expenditures = current fund | Admin, Accountant, Member |
| Expenditure Report | Category-wise expenses for any period | Admin, Accountant |
| Villa Report | Unit-wise complete payment history | Admin, Accountant |
| My Dues | Personal payment ledger for member's own unit | Member |
PDF Export: All reports can be exported to PDF directly from the Reports page. Use this for monthly committee meetings or audit purposes.
Gate Management
Log Vehicle Entry
Security staff logs into HCMPro on a tablet/phone at the gate. Go to Gate â Entry. Select or search for the unit, enter vehicle number and purpose, click Log Entry. Timestamp is recorded automatically.
Log Vehicle Exit
Go to Gate â Exit. Find the entry record and click Mark Exit. Exit timestamp is recorded.
View Gate Logs
Admin can view all gate entry/exit logs from Gate â Logs. Filter by date, unit, or vehicle number. Full audit trail is maintained.
Visitor Passes
Member Creates a Pass
Member logs in â Visitor Pass â Generate Pass. Enter visitor name, purpose, and expected date/time. A QR code pass is generated instantly and can be shared via WhatsApp.
Security Verifies the Pass
Security staff scans or searches the pass code at the gate. The system shows pass validity, visitor name, and which unit invited them. Entry is logged automatically.
Maintenance Helpdesk
Member Raises a Ticket
Member logs in â Maintenance â Raise Ticket. Select category (Plumbing/Electrical/Common Area/Others), write description, and submit. Ticket is created with a unique ID.
Admin Manages Ticket
Admin sees all open tickets on the Maintenance dashboard. Click any ticket to update status (Open â In Progress â Resolved), add notes, or set priority. Member is notified on status change.
Special Levies
Create a Levy
Go to Levies â Create Levy. Enter levy name (e.g. "Road Repair Fund 2025"), total amount per unit, due date, and description. Choose levy type â one-time or sinking fund.
Assign to Units
After creating, assign the levy to all units or selected units. Each assignment creates a separate dues record tracked independently from monthly maintenance.
Record Levy Payment
When a unit pays the levy, go to Levies â select the levy â Record Payment. Same payment flow as regular dues â receipt generated automatically.
Meetings
Schedule a Meeting
Go to Meetings â Schedule Meeting. Enter title, date/time, location, meeting type (AGM/EGM/Committee), quorum required, and agenda items. Members are notified via announcement.
Record Minutes
After the meeting, go to Meetings â select the meeting â Add Minutes. Record attendance, decisions taken, objections raised, and action items. Minutes are stored permanently.
Governing Body
Create Positions
Go to Governing Body â Positions â Add Position. Create positions like President, Secretary, Treasurer, Joint Secretary etc.
Assign Members
Click Assign Member for each position. Select the community member, set their start date and term end date. The governing body list is displayed on the member portal publicly.
Announcements
Post an Announcement
Go to Announcements â Post Announcement. Enter title, message, and optionally set an expiry date. All members see it on their dashboard and receive a push notification.
Use announcements for: water supply shutdowns, maintenance schedules, meeting notices, festival greetings, rule reminders, and emergency alerts.