Running a multi-unit building involves many different people, but they should not all have access to the same information or systems.
The building’s working team needs access to detailed operational records. Occupants need a simple way to report issues and find approved information. Contractors need relevant building details and a practical way to return service records after attending the site.
Arcsite connects these groups through separate, purpose-built access points:
- The Arcsite management portal for the building’s authorised working team
- The tenant-facing QR code system for owners, tenants and other occupants
- The free contractor portal for service providers working across Arcsite buildings.
This structure keeps each group connected to the building without exposing information that is not relevant to their role.
Three Different Users. Three Different Ways to Connect.
Arcsite is not a conventional tenant-management or property-management system. It is a building intelligence platform designed to keep building information, activity and history connected throughout the life of the property.
| User group | How they access Arcsite | What the access is for |
|---|---|---|
| Building working team | Secure management portal | Managing building information, maintenance, compliance, assets, projects and records |
| Owners, tenants and occupants | Building QR code system | Reporting issues, viewing approved information and accessing enabled occupant services |
| Contractors | Free contractor portal and onsite QR check-in | Managing their profile, accessing relevant information and contributing service records |
These access pathways are intentionally separate. Occupants do not log in to the management portal, and contractors are not given unrestricted access to the building’s internal records.
How Do Owners and Occupants Access Arcsite?
Owners, tenants and other building occupants access Arcsite by scanning the Arcsite QR code displayed at their building.
They are registered to their building’s tenant-facing QR code system—not to the Arcsite management portal. Their email address and password will not work on the management portal unless they have been separately authorised as a member of the building’s working team.
Depending on the services enabled for the building, occupants may be able to:
- Report maintenance or common-property issues
- Receive notices and important building updates
- Access approved resident information and resources
- Register pets and vehicles
- Submit visitor or common-area requests
- View building contact information
- Report and track internal unit defects during the builder’s defect liability period.
This gives occupants a clear connection to their building without providing access to sensitive management, committee, compliance or operational records.
Why Does Arcsite Use a QR Code System for Occupants?
Building issues are often reported through a mixture of emails, phone calls, text messages and conversations with onsite staff. This can make it difficult to capture the right information and direct it to the appropriate person.
The QR code gives occupants one recognisable starting point within their building. They do not need to download an app or search for a portal login page.
For the building’s working team, this provides a more consistent way to receive occupant requests and maintain the resulting activity within the building’s records.
The QR code system does not give occupants access to the management portal. It only displays the occupant functions and information approved for that building.
How Does the Arcsite Contractor Portal Work?
Contractors working across Arcsite buildings can create one free contractor account and use it across every property to which they are connected.
The portal is designed to make building access and record-keeping simpler for contractors. It is not an invoicing, payment or full job-management system.
Depending on the building and the contractor’s role, contractors can use Arcsite to:
- Maintain their business and contact details
- Keep relevant licences and insurance information available
- Access approved information for connected buildings
- Check in and out onsite using the building’s QR code
- View relevant asset, service or maintenance information
- Record inspections or completed maintenance activity
- Provide certificates, reports, warranties and other completion documents
- Update recurring maintenance records through a streamlined workflow.
The contractor portal is free for contractors for the life of their account. They do not need to purchase a separate Arcsite subscription to work with an Arcsite building.
Explore the free Arcsite contractor portal
What Information Can Contractors Access?
Contractors only receive access to the buildings and information relevant to their approved role.
They are not given unrestricted access to committee records, private occupant information or the building’s complete management environment. Access is structured so contractors can obtain the information needed to support their work while the building retains control of its wider records.
This is particularly valuable for contractors working across multiple properties. Instead of maintaining a different login and disconnected record for every building, they can work from one contractor profile while each property’s information remains separate.
How Does Contractor Activity Become Part of the Building Record?
Contractors create valuable building information whenever they inspect, service or maintain an asset. That information can include inspection findings, certificates, reports, warranty documents and details of completed activity.
When these records remain only in a contractor’s own system or an individual email inbox, they may be difficult for the building to find later.
Arcsite allows relevant contractor information to be connected to the property’s ongoing history. This gives the authorised working team clearer visibility of what was completed and preserves supporting records for future maintenance, compliance reviews and decision-making.
Arcsite does not select contractors, engage them, approve their work or arrange maintenance. Those responsibilities remain with the building’s authorised working team.
Who Is Part of the Building’s Working Team?
The working team is the group authorised to manage and oversee the building. Depending on the property, this may include:
- Owners corporation or executive committee members
- Strata managers
- Building managers
- Facilities managers
- Developers or builders during handover and the defect liability period
- Other approved professional stakeholders.
These users access the Arcsite management portal using individually authorised accounts. Their access can be tailored to the buildings, functions and information relevant to their responsibilities.
Owners are not automatically management-portal users simply because they own a lot. An owner accesses the portal only when they have been separately authorised as part of the building’s working team. All other owners and occupants use the building’s QR code system.
How Does Arcsite Help the Working Team?
The management portal gives authorised stakeholders a structured environment for the information and activity associated with the building.
This can include:
- Maintenance schedules and history
- Compliance requirements and records
- Assets, manuals and warranties
- Building documents and contracts
- Projects and defects
- Contractor information and service records
- Incidents and inspections
- Committee communication and decisions
- Approved occupant notices and resources.
Keeping this information connected creates a reliable building history and reduces the need to reconstruct activity from separate emails, folders and spreadsheets.
Building and strata managers can learn more about Arcsite’s building and strata management platform.
How Does Arcsite Support Maintenance Requests?
Arcsite gives occupants a defined pathway for submitting building issues through the tenant-facing QR code system. The request can then be reviewed and managed by the building’s authorised working team.
The working team determines what action is required, who should perform the work and how the matter should be managed. Arcsite does not automatically diagnose the issue, appoint a contractor or arrange the repair.
Where a contractor is connected to the building, relevant service information and resulting documents can be retained within Arcsite as part of the building’s maintenance history.
This creates continuity between the original occupant request, the working team’s response and the records produced through the work—without giving the occupant access to internal management information.
How Does Arcsite Support Internal Unit Defects?
During a builder’s defect liability period, registered and approved occupants can use the tenant-facing QR code system to report internal unit defects.
Occupants can submit defect information and view the status of their reported items through the QR system. This gives them visibility of progress without requiring access to the Arcsite management portal.
Builders, developers and other authorised members of the working team can manage the wider defect process within the platform, creating a clearer record of what was reported, how it progressed and how it was resolved.
This occupant defect function is limited to the applicable builder defect liability period and the services enabled for the building.