Scheme health scorecard software for South African community schemes —
a 0-100 score per scheme that turns trustees from confused to informed in one glance.
A composite scheme health score across six weighted components — compliance percentage, arrears percentage, reserve fund coverage, open offences, AGM cadence, budget adherence. Monthly snapshots feed a 12-month trend chart and a radar breakdown. Per-organisation tunable weights. Critical, At Risk, Healthy and Excellent ratings surface on the trustee portal and on the portfolio overview for managing agents.
- 0-100 composite
- 6 weighted components
- 12-month trend + radar
- Per-org tunable weights
- 4 rating bands
Weighted average across six components, recomputed on every meaningful event, persisted at month-end.
Compliance %, arrears %, reserve fund coverage, open offences, AGM cadence, budget adherence — per-org tunable.
Excellent (85-100), Healthy (70-84), At Risk (50-69), Critical (under 50). Filters on the portfolio overview.
A trustee should not need a 30-minute meeting to find out whether the scheme is OK.
Most community-scheme dashboards present a wall of metrics — arrears age buckets, reserve fund balance, recent payments, compliance items due, AGM scheduling — and leave the trustee to interpret what it all means in combination. The result is that trustees only really understand the scheme's health at AGM time, when the managing agent presents the full narrative. The space in between is a fog.
The scheme health scorecard collapses the fog into a single number. A trustee opens the portal, sees 78 / 100 — Healthy, and knows the scheme is broadly fine. A trustee opens the portal, sees 42 / 100 — Critical, and knows the scheme needs attention right now. The card highlights which of the six components is dragging the composite down, the trend chart shows whether things are improving or deteriorating, and the radar breakdown shows the shape of the scheme's strengths and weaknesses.
For the managing agent firm running 50 or 200 schemes, the value is portfolio triage. The portfolio overview sorts by composite score and filters by rating band — Critical schemes surface first, At Risk second, Healthy and Excellent later. A property manager who used to spend two hours every Monday morning compiling a "where are the fires" report does it now in 30 seconds.
The trustee dashboard that does not actually help anyone
- Trustees see a wall of numbers — arrears age buckets, reserve balance, compliance items, recent offences — with no synthesis into "is this scheme OK".
- When a scheme starts deteriorating, the warning signs are spread across five different pages; nobody catches the pattern until the AGM.
- The managing agent spends hours every month assembling a portfolio overview for the principal — "which schemes need attention this month".
- Trustees can only really evaluate the scheme at AGM time, when the MA presents a year-end narrative. The space between AGMs is a fog.
- When a CSOS dispute lands, the trustees realise the scheme has been quietly drifting for six months — and they had no way of seeing it.
- Newly elected trustees take three months to get fluent in the scheme's financials; the institutional knowledge sits with the MA.
What the scorecard delivers
- One composite 0-100 score, plus the rating band, plus the failing component highlighted. Trustees orient in seconds.
- The 12-month trend chart shows the direction of travel; deteriorating schemes surface before the AGM, not at it.
- The portfolio overview sorts by score and filters by rating band. Critical schemes triage first, every time.
- Trustees see the same scorecard the MA sees. The same data, the same view, the same understanding — no information asymmetry.
- CSOS-bound disputes carry the historical scorecard trend as evidence of trustee awareness. No surprises.
- New trustees see the scheme's shape on day one. The scoring narrative is the onboarding document the MA used to write by hand.
From individual components to a single, trusted number.
Each component is scored 0-100
The six components draw on operational data the platform already captures. Compliance percentage reflects how many compliance items are current. Arrears percentage measures the arrears balance against billed levies, expressed as a 0-100 score where lower arrears scores higher. Reserve fund coverage compares the reserve balance to the 10-year maintenance plan. Open offences are counted and weighted by severity, with a cap so one outlier cannot dominate. AGM cadence compares months since the last AGM to the statutory minimum. Budget adherence reflects how close actual spend tracks the budget.
- Compliance current vs overdue
- Arrears against billed levies
- Reserve fund coverage
- Severity-weighted offences
- AGM cadence vs statutory minimum
- Budget vs actual spend
Composite from your own weights
Each organisation sets its own weights for the six components, and those weights always add up to 100. The composite is a weighted average rounded to a whole number. The default configuration emphasises compliance and arrears; a firm that specialises in reserve-fund-heavy schemes can tilt the model. Weight changes apply going forward; past snapshots stay on the weights in force at the time.
- Weights per organisation
- Weights add up to 100
- Defaults emphasise compliance and arrears
- Applied forward, past snapshots preserved
Snapshots monthly, live always
The composite recalculates on every meaningful event — a payment received, a compliance item closed, an offence opened, an AGM approved. The trustee portal card always shows the live number. At each month-end the score is saved as a snapshot. Twelve of those snapshots feed the trend chart on every dashboard.
- Live recalculation on events
- Saved month-end snapshots
- 12-month trend chart
- Snapshot history kept per scheme
Surfaces everywhere it matters
Trustee portal: a prominent card with score, rating, six-component radar and 12-month trend. Managing agent portfolio overview: sortable by score and filterable by rating band (Critical, At Risk, Healthy, Excellent). Principal dashboard: aggregated across all managing agents. The scorecard is not a separate report — it is the lens through which the operation is run.
- Trustee portal landing card
- Portfolio overview sort and filters
- Principal firm-wide aggregation
- Drill-through to component data
A scoring engine built around what trustees actually need to know.
Composite 0-100 score
Weighted average across six components, rounded to an integer. Recomputed on every meaningful event; persisted in monthly snapshots for trend analysis.
Four rating bands
Excellent (85-100), Healthy (70-84), At Risk (50-69), Critical (under 50). Bands drive colour coding on cards, sorting on tables and filters on portfolio views.
Compliance %
Percentage of compliance items current vs overdue across the property. Sources from the CSOS-aligned compliance planner that ships with scheme mode.
Arrears %
Owner arrears balance against billed levies, inverted to a 0-100 score. Sources from the live levy ledger; matches what the age analysis report shows.
Reserve fund coverage
Reserve fund balance against the 10-year maintenance plan profile. Coverage above 80% scores high; below 30% scores Critical on this axis.
Open offences
Severity-weighted count of open conduct-rule offences. Warnings weight less than penalties, penalties less than fines. Capped to avoid one outlier dominating.
AGM cadence
Months since the last approved AGM against the statutory minimum (annual for body corporates). Approaching the deadline drops the score; overdue scores Critical.
Budget adherence
Absolute actual-vs-budget variance across the trailing 12 months, inverted to a 0-100 score. Both over-spend and under-spend reduce the score.
Tunable weights per organisation
Each organisation sets the six weights itself, and they always add up to 100. Changes apply going forward; past snapshots preserve the weights in force at the time.
Monthly snapshots
At each month-end the score and component breakdown are saved as a snapshot. Twelve months of snapshots build the trend chart on every dashboard.
12-month trend chart
Line chart of the composite score over the trailing twelve months. Direction of travel is visible at a glance — improving, holding, or deteriorating.
Radar breakdown
Six-axis radar chart of the component scores on the trustee portal card. Strengths and weaknesses visible immediately; drill-through to source data on any axis.
Trustee portal card
Prominent card on the trustee portal landing with the score, rating, radar breakdown and 12-month trend. The first thing a trustee sees on login.
Sortable portfolio table
The portfolio overview sorts by composite score, by any individual component, or by name. Sort direction toggles on column click.
Rating filters
Filter the portfolio overview by Critical, At Risk, Healthy and Excellent. Click to focus the table; counts show the band distribution.
Failing-component drill
When the composite drops, the card highlights the failing component and links to the source data — open offences list, arrears report, reserve fund movement, etc.
Principal aggregation
Firm-wide view aggregates scorecard data across every scheme in the portfolio. Distribution by rating band, average score, schemes deteriorating fastest — all visible.
Privacy-conscious retention
Snapshots are operational records held under your retention policy, designed to support POPIA-aligned data handling. No personal data lives in the snapshot itself — only the aggregate score.
The defaults are sensible. The flexibility is real.
The default weights emphasise compliance percentage and arrears percentage most heavily — together accounting for roughly 50% of the composite. Reserve fund coverage takes around 15%, open offences 10%, AGM cadence 15%, and budget adherence 10%. The defaults reflect what the average SA managing-agent firm tells us drives trustee anxiety in normal months.
But every firm has its own emphasis. A managing agent that specialises in older sectional-title buildings where the 10-year maintenance plan is the central drama will tilt weights towards reserve fund coverage. A managing agent that runs estate-style homeowners associations where conduct-rule enforcement is the loudest topic will tilt weights towards open offences. An administrator can edit the weights; the only rule is that they must add up to 100.
When weights change, the recompute is forward-only. Historical snapshots stay on the weights that were in force at the time, so the 12-month trend chart does not retroactively change shape. A firm that re-weights mid-year sees a step in the trend at the weight-change date — visible, explicable, auditable.
Continue exploring how Regalis handles the rest of the rental operation.
Community schemes overview
The integrated community-schemes mode covering HOA, body corporate, sectional title and share block on one platform.
Read moreAGM & meetings software
STSMA-aligned AGM workflow with PQ-weighted dual-gate voting — AGM cadence is one of the six scorecard components.
Read moreLevy collection
Structured levy arrears recovery — arrears percentage is one of the scorecard components, surfaced live to trustees.
Read moreCommon questions about the scheme health scorecard.
How is the score calculated?+
The composite score is a weighted average across six components: compliance percentage (how many compliance items are current), arrears percentage (overall levy collection efficiency), reserve fund coverage (reserve balance against the 10-year maintenance plan profile), open offences (count and severity), AGM cadence (statutory minimum versus actual), and budget adherence (actual-versus-budget variance). Each component is scored 0-100, then combined using your organisation's weights, which always add up to 100. The composite is rounded to a whole number.
Can trustees see this themselves?+
Yes. The scorecard appears prominently when trustees log in to their portal — the score, the rating, the six-component radar breakdown and the 12-month trend chart. Trustees do not need to ask the managing agent for an explanation; the rationale is on the card. The same data is also surfaced on the managing agent's portfolio overview, sortable by score with filters for each rating.
What does a Critical rating mean?+
Scores fall into four bands: Excellent (85-100), Healthy (70-84), At Risk (50-69) and Critical (below 50). A Critical rating means at least one of the six components is failing badly enough — typically arrears above 25%, reserve fund coverage below 30%, multiple open offences, or a missed AGM — that trustee attention is required. The card highlights the specific failing component to direct action.
How often does the score update?+
The composite score recalculates on every meaningful event — a payment received, a compliance item closed, an offence opened, an AGM approved. At each month-end the score is saved as a snapshot to build the 12-month trend chart. The trustee portal card always shows the live current score; the trend chart uses the saved month-end snapshots.
Are the weights configurable?+
Yes. Each organisation maintains its own scoring configuration with weights for the six components, and those weights always add up to 100. The default configuration weights compliance and arrears most heavily, but a managing agent who specialises in (for example) reserve-fund-heavy older sectional title schemes can tilt the model towards reserve fund coverage. Weight changes apply going forward; past snapshots stay on the weights in force at the time.
Does the scorecard work for HOAs as well as body corporates?+
Yes. The same six components apply across homeowners associations, body corporates, sectional title and share block schemes. The underlying data is what differs — a homeowners association is not bound by the sectional title reserve fund rules, so its reserve fund coverage component draws on the reserve set out in its own constitution where one exists. The composite formula is unchanged; your organisation's configuration controls how each scheme type interprets the components.
Can I sort my portfolio by score?+
Yes. The managing agent's portfolio overview is sortable by composite score, by any individual component, and filterable by rating band. Filters for Critical, At Risk, Healthy and Excellent make it easy to triage the schemes that need attention first. The principal's firm-wide view aggregates the same data across all managing agents.
What does the radar breakdown show?+
The radar chart on the trustee portal card visualises all six component scores at once, with the per-org weighting indicated on each axis. A trustee can see at a glance whether the scheme is balanced (a clean hexagon) or pinched on one axis (a deformed shape pointing inward on that component). The drill-through from any axis shows the source data behind the score.
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to know whether the scheme is OK.
Walk through the scoring engine, the trustee portal card, the 12-month trend chart and the rating-band filter chips with someone from the team.