❓ Apartop Community help

The app for the reception or management of a holiday complex, an apartment building or an owners' association: arrivals and keys, mail, notices, issues and lost property, on phone, tablet or computer.

1. Add the complex's apartments in “Apartments”. 2. Invite the owners with your code or the QR poster. 3. Invite whoever staffs the front desk in “Team”.

The initial setup walks you through it step by step.

Yes: management can remove Mail, Notices, Issues or Lost property in Initial setup › Modules. They disappear from the menu and can be added back.

In your account menu (your initial or photo, top right) › Language (21 languages). Notices reach owners in their own language.

Android (Chrome): ⋮ menu › “Install app” or “Add to Home screen”.

iPhone and iPad (Safari): Share button › “Add to Home Screen”.

From Apartop Community › Team, with your name and your (Google) email.

You get an email with a link and, as soon as you sign in here with that email, the invitation also appears at the top so you can accept it with one tap.

With the same email you were invited with. If you sign in with another Google account, you won't see the invitation.

To see which email you signed in with or change it, tap the circle with your initial, top right › “Switch account”.

No. It's free for reception staff: the complex pays the subscription.

Check which email you signed in with (top right). If it is the right one, ask the management to check your email in Team or to resend your access.

You can also open the link in the email or WhatsApp they sent you.

In “Apartments” › “Add apartments”: one by one (with optional block and type: home, garage, commercial unit or storage room) or by pasting a list.

To paste a list: one per line, or copy a column from Excel. If you copy two columns, the first is the block and the second the apartment.

That its owner has joined with your code: reception sees its arrivals and the owner receives your notices and parcel alerts. “Not connected” means the owner hasn't joined yet.

You can disconnect an apartment from its card: reception stops seeing its arrivals.

To filter reception by building and to send a notice to some blocks only.

They enter your code at apartop.com/complejo or scan the QR on the poster, sign in with Google and pick their apartment from the list. If they don't use Apartop yet, their account is created on the spot.

In “Invite owners” you have the link, the code, a ready-to-send message and the poster to print on A4 and put up at reception or the entrance.

Nothing. While their apartment is connected, they get Apartop Basic free: synced Airbnb, Booking and VRBO calendar, online check-in and guest registration. If they want more (cleanings, expenses, statistics…), they can move to the full plan.

Guest name, number of people, arrival time, a phone number to contact them, whether they have checked in and where the keys are.

Reception never sees amounts, prices, income, expenses or the owner's other apartments. The owner can disconnect whenever they like.

The front desk still sees their arrivals. Add them in “Owners” (by hand or by pasting an Excel list: block, floor, door, name, email, phone) and share the complex's arrivals address with them.

Their arrivals show at the front desk, the control tower, the home screen, keys and parcel suggestions, marked “No Apartop”.

They forward the Airbnb, Booking or Vrbo confirmation to the complex's address, or write in their own words: “John Smith arrives on the 15th at 6 pm, 2 people, apartment 3B”. They are recognized by their email.

If the date and the apartment are understood, the arrival is recorded automatically and, if you have it switched on, we reply with what was recorded. If not, the email stays in the Inbox so you can create the arrival in one click, reply or archive it.

They also have a personal link, with no account, to view and add their arrivals. You'll find it on their card.

It goes to the Inbox. With “Assign to owner/unit” their email is added to that owner and the next ones will be recognized automatically. Unknown senders never get a reply.

Even better: you can invite them from their card (free with Apartop Basic). Once they connect their apartment, their real bookings arrive automatically and arrivals added by email on the same dates are hidden, with no duplicates.

The day's summary: today's and tomorrow's arrivals, departures, parcels to hand over, open issues, items in storage and connected owners, with your join code.

It's the front desk: the day's arrivals and departures for connected apartments, with time, guest, people, nights, online check-in and keys.

Tap “Keys handed over” when you give them to the guest and “Keys returned” when they leave them. Both can be undone.

Switch days (yesterday, today, tomorrow or another date), search by guest or apartment and filter by building or by what's pending. It refreshes itself every minute.

It shows as “⚠ Pending”. Registering guests is required by law: ask them on arrival or let the owner know.

In “Mail” › “Something has arrived”: type (parcel, letter, registered mail or other), apartment, name on the label, carrier or sender, notes and a photo if you like. If the apartment is connected, its owner is notified right away.

Tap “Hand over”, enter who's collecting it and confirm. It moves to “Delivered” with the date; if you make a mistake, “Undo”.

In “Notices” › “New notice”: title, text, a photo or PDF if you like, and who it's for (all connected owners or only some blocks).

They get it by email in their language and see it in their app. Use it for water cuts, building works, the pool, rules…

In “Issues” › “New issue”: area (pool, lift, entrance…) or apartment, what's wrong, priority and photos.

Change its status with “Mark in progress” and “Mark resolved”; a resolved issue can be reopened.

Connected owners can also report from their app: you'll see “reported by the owner”.

In “Lost property” › “Something has been found”: what it is, where it was and a photo. When someone asks, search for it and mark it as returned (to whom) or discarded.

In “Team” (management only): name, Google email and optional phone. They get their access by email; if not, copy their link and send it yourself.

They sign in with Google and see the front desk, mail, notices, issues and lost property. They never see amounts or payment details.

Tick “Can see guests' names and phone numbers” only if they need it. “Remove access” revokes it immediately.

The list of who comes in and out of each apartment by day or week, with the number of people, whether they collected the keys and whether they accepted the rules. Useful for the concierge and printable.

By default only the lead guest is shown; companions' names only if the host allows it. Never documents.

Emails that owners without Apartop send to your arrivals address. If they are understood (date, apartment and known sender), the arrival is recorded automatically; if not, they stay “To review” with the reason.

From each email you can create the arrival with the details already filled in, assign the sender to an owner or archive it.

If two arrivals at the same apartment share nights, they are flagged “Overlaps with another arrival” so you can cancel the extra one. The owner is also notified.

You write them in “Community rules”. Guests of connected apartments accept them in their online check-in (mandatory box) and have them in their guide. The date and time of each acceptance is recorded.

You can add versions in other languages. Each guest sees the one in their language; if there is none, the English one; if there is no English one either, the original with the note “Original text in…”. The version they accepted is saved.

Create the area (padel, barbecue, room…) with its opening hours, the length of the slots and the maximum bookings per week. Owners book with their link and, if you allow it, guests from their guide during their stay.

The weekly maximum is per person: the guest has their own and does not use up the owner's. On check-out day, the guest can only book before their check-out time. Everyone can cancel their own bookings, and the front desk any of them.

Print the QR poster (one per entrance or block). The neighbor scans it, picks the holiday apartment and says what is happening, without creating an account. It reaches the apartment's host and the community.

With the link they get after sending it, the neighbor sees whether the report is received, in progress or resolved, the host's reply and your note.

Save the owners' meeting resolution (at most 20% more, under the Spanish Horizontal Property Act) and record the fees for a period for the flats marked as holiday lets. Apartop does not charge anything: it only keeps track of what has been paid.

Apartop suggests holiday-let flats (connected to Apartop or with at least 2 arrivals announced in the last year) and shows why, but only the ones you mark are included.

By year: holiday-let flats, occupancy, nights, stays and guests by month and by apartment, neighbor reports and acceptance of the rules. Printable.

A stay that spans two months counts in each month in which it has nights, and only once in the yearly total. Stays of more than 31 nights (seasonal rental) are not counted and are listed separately.

The complex pays, by tier and with no commitment: up to 100 apartments, €90/month; up to 500 apartments, €200/month; beyond that, we'll make you a tailored offer.

You start with a 30-day free trial. Owners who connect pay nothing for Apartop Basic.

If you don't activate the subscription, connected owners lose Apartop Basic. In Settings you see your tier and subscription status.