Scheme Settings and Configuration Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
Settings is the administration hub for your scheme. It covers lot management, levy rules, billing approvals, subscription, optional feature flags, notification preferences, and the bank connection.
Most settings are accessible to executives (Chairperson, Secretary, Treasurer). Some sections (Arrears interest rate, Subscription, Features, Administration) are restricted to the Treasurer or the Scheme Admin.
Lot Management
Jurisdiction
Set the state or territory where your scheme is located. This is used throughout the platform to surface relevant compliance hints and legislation references.
- Go to Settings → Lot management → Jurisdiction.
- Select your state or territory from the dropdown.
- Click Save.
| Code | State / Territory |
|---|---|
| QLD | Queensland |
| NSW | New South Wales |
| VIC | Victoria |
| WA | Western Australia |
| SA | South Australia |
| TAS | Tasmania |
| ACT | Australian Capital Territory |
| NT | Northern Territory |
Lot Entitlements
Controls how levy amounts are apportioned across lots.
| Option | Description |
|---|---|
| Proportional entitlements | Each lot has an individual entitlement fraction (e.g. 100/2000). Levy amounts are calculated proportionally. |
| Equal fractions | All lots share equally. Levies are split evenly regardless of lot size. |
Select the option that matches your scheme's registered by-laws and click Save.
Voting Mode
Controls how votes are counted in general-meeting polls. Committee polls always count one vote per member regardless of this setting.
| Option | Description |
|---|---|
| One vote per person | Every eligible lot owner gets one vote, regardless of how many lots they own. |
| Votes per lot owned | Each owner gets one vote per lot they own (e.g. owning 3 lots = 3 votes). Not based on entitlement value. |
Adding and Deleting Lots
Add a lot:
- Go to Settings → Lot management → Lots.
- Enter a lot number (e.g.
5) or a numeric range (e.g.1-20). - Click Add lot (or Add N lots for a range).
Delete a lot: Click Delete next to the lot in the table. Confirm the action. Deletion is permanent — ensure the lot has no associated members, levies, or pets before deleting.
Arrears
Accessible to: Treasurer and Scheme Admin only.
Set the annual interest rate applied daily to overdue levy notices.
- Enter the percentage (e.g.
2.5for 2.5% per annum). - The platform accrues interest daily at
rate ÷ 365on the outstanding principal. - Set to
0to disable interest accrual.
Billing
Quote Approvals
Configure the thresholds and rules for approving spending requests.
| Setting | Description |
|---|---|
| Minimum approvers | Number of billing approver votes required before a quote is approved |
| Bill threshold (AUD) | Quotes above this amount require an attached supporting document (tax invoice/receipt) |
| Caretaker auto-approve threshold (AUD) | Caretaker-submitted quotes below this amount are approved automatically. Set to 0 to disable. |
| Committee approval limit (AUD) | Spending requests above this amount require a passed general-meeting poll. Set to 0 to disable. |
| Two-quote threshold (AUD) | Spending requests above this amount must include at least two quotes from different suppliers. Set to 0 to disable. |
Billing Approvers
Add scheme members who can approve or reject payment quotes.
- Go to Settings → Billing → Billing approvers.
- Select a member from the Add a scheme member as approver dropdown.
- Click Add.
To remove an approver, click Remove next to their name.
Billing approvers can be any scheme member regardless of their role. They do not need to be committee executives.
Subscription
Accessible to: Scheme Admin only.
Plan & Status
| Plan | Price | Lot limit |
|---|---|---|
| Starter | Free | Up to 10 lots |
| Standard | $79/month | Up to 100 lots |
| Professional | $149/month | Unlimited lots |
Your current plan and subscription status (Trial / Active / Expired / Cancelled) is shown at the top of this section. Trial expiry and renewal dates are displayed where applicable.
Changing Plan
Click Select on any plan card to upgrade or downgrade. Downgrading takes effect immediately.
Payment Method
Add a payment method (credit or debit card) to activate a paid plan. Card details are handled securely by Stripe — card numbers are never sent to Stratapilot's servers.
To add a card, click Add payment method and complete the Stripe card form. To remove a saved card, click Remove card.
Cancelling and Reactivating
- Cancel: Click Cancel subscription in the Plan & status section.
- Reactivate: If your subscription is cancelled or expired, click Reactivate subscription.
What Happens If a Payment Fails
If a renewal payment fails (for example, an expired card) or the subscription is cancelled, the scheme enters a 14-day grace period:
- During the grace period — everything keeps working on your paid plan. A warning banner is shown to all members, and Stripe automatically retries the payment.
- After the grace period — the scheme becomes read-only: members can still view and export everything, but no new content can be created or changed, and storage and AI entitlements fall back to the Starter plan. The Subscription section stays fully accessible so the Scheme Admin can fix the payment method, change plan, or reactivate.
Access is restored immediately when a payment succeeds, a new card is added, or the scheme is moved to the free Starter plan. No data is ever deleted automatically — the retention rules in the Privacy Policy apply.
Management Fees
Visible to: Treasurer and Scheme Admin, and only when your scheme is managed by a management company.
If your scheme is run by a strata management firm through Stratapilot, a Management fees section appears in Settings showing what your firm charges you and the invoices you owe.
Your pricing
The pricing card shows either:
- An agreed fee — your negotiated fee per your billing period (Fortnightly, Monthly, 3 months, 4 months, or Annual), the total including GST, and a link to view your fee agreement; or
- Rate-card pricing — a per-lot rate with an optional minimum and cap, and an estimated fee for your current lot count.
The estimated next-invoice date is shown so you can anticipate the charge.
Confirming a pricing change
To protect you from hidden fee increases, when your managing agent changes your price it does not take effect automatically. A highlighted "Pricing change to confirm" banner appears with the proposed new fee, billing period, and any extra-service charge.
- Click Confirm new pricing to accept it — only then does the new price start being invoiced.
- Click Reject to keep your current pricing.
Until you confirm, you continue to be charged your existing, confirmed price.
Invoices and how to pay
The section lists every management-fee invoice your firm has issued, with its status (Due, Part-paid, Paid, Overdue), balance, due date, and a PDF download. Your firm's payment details (payee name, ABN, EFT BSB and account number) are shown so you can remit payment — use each invoice's reference as the payment description so it reconciles automatically.
Alongside your recurring management fee, your firm may also send one-off charges for a one-time job or service; these arrive here as ordinary invoices you can pay the same way.
Features
Accessible to: Scheme Admin only.
Optional features that can be enabled or disabled per scheme.
| Feature | What it does |
|---|---|
| Digital by-law register | Enables the By-laws section in navigation. Executives can create, edit, and manage by-law entries digitally. |
| Facility bookings | Enables the Facilities section in navigation. Members can view and book shared facilities (gym, pool, BBQ area, etc.). |
Toggle the checkbox and click Save to enable or disable each feature.
Notification Preferences
Choose which email notifications you receive for this scheme. Toggle individual categories on or off.
⚠ Some financial emails (levy notices, arrears letters) may still be sent as legal notices even if financial notifications are disabled.
Bank Connection
For levy payment reconciliation by importing a bank statement CSV — see the Bank Statement Import Guide.
Administration
Accessible to: Scheme Admin only.
Transfer Admin Rights
The Scheme Admin has full control over the scheme including subscription, features, and the danger zone. To transfer admin rights:
- Click Transfer admin rights →.
- Select the member to become the new admin.
- Click Transfer.
⚠ You will lose admin access immediately after transfer. This cannot be undone without the new administrator's cooperation.
Delete Scheme
Permanently deletes the scheme and all its data (lots, members, documents, billing records, polls, and more). This action cannot be undone.
Type DELETE in the confirmation prompt to proceed.
Frequently Asked Questions
Who is the Scheme Admin? The Scheme Admin is a special role separate from the committee executive roles. It is typically the person who created the scheme. The admin has exclusive access to the Subscription, Features, and Administration sections.
Can I change the state/jurisdiction setting after the scheme is created? Yes — update it at any time in Settings → Lot management → Jurisdiction.
Does changing the voting mode affect existing polls? No. The voting mode only applies to new polls created after the change. Existing open polls use the mode that was set when they were created.
This guide documents Stratapilot platform behaviour. For advice on levy entitlement apportionment or committee governance, consult a licensed strata manager.