This service module replaces ad-hoc emails with structured data capture, ensuring every request is properly logged, assigned, and tracked.
Google Forms will serve as the single, required input method for owners and tenants submitting formal requests. This ensures the Council receives all necessary information upfront.
Request Type
Form Fields to Capture (Key Data)
Destination Sheet
Goal
Unit #, Owner Name/Contact, Project Scope (Description), Start Date, Required Drawings (File Upload field), Bylaw References.
01 - Alteration Tracker
Ensures compliance and a formal paper trail before work begins.
Unit # of Complainant, Unit # of Incident (if known), Date/Time of Incident, Detailed Description, Supporting Photos (File Upload).
02 - Enforcement Tracker
Provides a structured log for necessary follow-up and legal action.
Unit #, Owner Name, Type of Item (Key, Fob, Garage Remote), Quantity, Payment Confirmation Method (e.g., paid date).
03 - Access Control Log
Standardizes the issuance and creates a transparent inventory for security.
Unit #, Location of Issue (Common area, inside unit), Type of Issue (Plumbing, Electrical, General), Urgency Level, Description.
04 - Maintenance Queue
Prioritizes work and serves as a historical record for recurring issues.
Each Google Form automatically feeds its submissions into a dedicated Google Sheet, creating a real-time, dynamic tracker for the council and manager.
Component
Functionality and Scope
Council Benefit
Data Collection Sheet
This is the raw data output from the Form. Scope: Council and Manager have edit access. Owners cannot see this raw sheet.
Eliminates manual data entry and ensures an unalterable log of all requests.
A custom column added to the Sheet with a Data Validation dropdown (e.g., New, In Review, Approved/Denied, Complete).
Allows the Council Secretary to quickly assign status and filter the sheet to see pending work.
A custom column where the Manager or Council can enter the name of the responsible party (e.g., Property Manager, Treasurer, Bylaw Committee).
Clarifies responsibility and prevents tasks from being overlooked.
Basic Apps Script or a third-party add-on (if available) can be scoped to send an automatic email notification to the Property Manager or Council Secretary whenever a new row is added (a new Form is submitted).
Reduces latency by ensuring the responsible party is immediately aware of a new request.
All of these Google Forms and their linked Google Sheets must be created and stored in the secure 06 - OWNER & UNIT FILES folder within the main Shared Drive to maintain privacy and organization. This ensures the data is governed by the correct permission structure established in shared drive structure.