Data Master

This module manages the core reference data for the entire system: Complexes, Blocks, and Houses.

1. Complex Management

Overview

A Complex represents a housing area or residential community. It's the top-level organizational unit in the system.

Accessing Complex Management

1. Navigate to Data Master > Complexes from the sidebar

Interface Components

Main Table

Displays all complexes with columns:

• Name: Complex name
• Address: Full address
• Total Blocks: Number of blocks in this complex
• Total Houses: Number of houses across all blocks
• Status: Active/Inactive
• Actions: Edit, Delete, View Details

Action Buttons

• Create Complex: Add new complex
• Export: Download complex list
• Search: Search by name or address

Step-by-Step: Creating a Complex

Step 1: Open Create Form

1. Click Create Complex button (usually top-right)
2. A modal or new page opens

Step 2: Enter Complex Information

1. Name (Required): Enter complex name
   • Example: "De Naila Park"
   • Example: "Green Valley Residence"
2. Address (Required): Enter full address
   • Include street, city, postal code
   • Example: "Jl. Raya Bogor KM 25, Jakarta Timur 13720"
3. Description (Optional): Additional information
   • Example: "Premium residential complex with 5 blocks"
4. Contact (Optional): Complex management contact
   • Phone number
   • Email

Step 3: Submit

1. Review all information
2. Click Save or Create button
3. Success notification appears

Expected Result:

• New complex appears in the table
• Can now add blocks to this complex

Step-by-Step: Editing a Complex

1. Locate the complex in the table
2. Click Edit icon (pencil) in Actions column
3. Form opens with existing data
4. Modify necessary fields
5. Click Update button

Note: Changing complex name may affect reports and historical data references.

Step-by-Step: Viewing Complex Details

1. Click View icon (eye) or click on complex name
2. Detail page shows:
   • Complex information
   • List of blocks in this complex
   • Statistics (total houses, occupancy rate)
   • Recent activities

Step-by-Step: Deleting a Complex

Warning: Can only delete if complex has no blocks or houses.

1. Click Delete icon (trash)
2. Confirmation dialog appears
3. Type complex name to confirm (if required)
4. Click Delete to confirm

Expected Result:

• Complex removed from system
• Cannot be undone

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2. Block Management

Overview

Blocks are subdivisions within a Complex. Each block contains multiple houses.

Accessing Block Management

1. Navigate to Data Master > Blocks

Interface Components

Main Table

• Block Name: Name/number of the block
• Complex: Parent complex
• Total Houses: Number of houses in this block
• Monthly Fee: Current IPL amount
• Status: Active/Inactive
• Actions: Edit, Delete, View Houses

Action Buttons

• Create Block: Add new block
• Filter by Complex: Show blocks for specific complex
• Export: Download block list

Step-by-Step: Creating a Block

Step 1: Open Create Form

1. Click Create Block button
2. Form modal opens

Step 2: Enter Block Information

1. Complex (Required): Select parent complex from dropdown
   • Type to search
   • Example: "De Naila Park"
2. Block Name (Required): Enter block identifier
   • Example: "Block A"
   • Example: "A1"
   • Example: "Cluster Melati"
3. Description (Optional): Additional details
   • Example: "Corner block near main entrance"
4. Monthly Fee (Optional): Default IPL for this block
   • Can be set later in Fee Management
   • Example: 500000

Step 3: Set Status

1. Active: Toggle ON to make block active
   • Active blocks appear in dropdowns
   • Inactive blocks are hidden from residents

Step 4: Submit

1. Click Save button
2. Success notification appears

Expected Result:

• New block appears in table
• Can now add houses to this block

Step-by-Step: Editing a Block

1. Find block in table
2. Click Edit icon
3. Modify fields
4. Click Update

Important:

• Changing block name affects all houses in the block
• Changing monthly fee here doesn't affect existing fee records

Step-by-Step: Activating/Deactivating a Block

1. Locate block in table
2. Click Status toggle switch
3. Confirmation may appear
4. Click Confirm

Effect of Deactivating:

• Block hidden from new house creation
• Existing houses remain
• Block doesn't appear in fee management
• Residents can still access their data

Step-by-Step: Viewing Block Houses

1. Click View Houses icon or block name
2. Page shows all houses in this block
3. Can add new houses from this view

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3. House Management

Overview

Houses are individual residential units. Each house can have an owner and residents.

Accessing House Management

1. Navigate to Data Master > Houses

Interface Components

Main Table

• House Number: Unit identifier
• Block: Which block this house belongs to
• Complex: Parent complex
• Owner: Current owner name
• Status: Occupied, Empty, Rented
• Activation Status: Active/Pending/Inactive
• Actions: Edit, View Details, Delete

Action Buttons

• Create House: Add new house
• Filter: Filter by complex, block, or status
• Import: Bulk import houses from Excel
• Export: Download house list

Step-by-Step: Creating a House

Step 1: Open Create Form

1. Click Create House button
2. Form opens (modal or new page)

Step 2: Enter Location Information

1. Complex (Required): Select complex
   • Dropdown auto-filters blocks
2. Block (Required): Select block
   • Only shows blocks from selected complex
3. House Number (Required): Enter unit number
   • Example: "A1-01"
   • Example: "12"
   • Example: "Melati 5"

Step 3: Enter House Details

1. Address (Optional but recommended): Full address
   • Example: "Jl. Melati No. 5, Blok A1"
2. Area/Size (Optional): House size in m²
   • Example: 120
3. Type (Optional): House type
   • Example: "Type 45"
   • Example: "2 Bedroom"

Step 4: Set Owner (Optional)

1. Owner: Select from user dropdown
   • Leave empty if house not yet sold
   • Can be set later
2. Owner Contact: Phone number
3. Owner Email: Email address

Step 5: Set Status

1. Occupancy Status: Select from:
   • Occupied: Owner living in the house
   • Empty: House is vacant
   • Rented: House is rented out
2. Activation Status:
   • Active: House is active in system
   • Pending: Awaiting activation
   • Inactive: House is not active

Step 6: Submit

1. Review all information
2. Click Save button

Expected Result:

• New house appears in table
• Owner (if set) can now access the house
• House appears in fee management

Step-by-Step: Editing a House

1. Find house in table (use search if needed)
2. Click Edit icon
3. Modify necessary fields
4. Click Update

Common Edits:

• Changing owner when house is sold
• Updating status from Empty to Occupied
• Correcting house number or address

Step-by-Step: Viewing House Details

1. Click View icon or house number
2. Detail page shows:
   • House information
   • Owner details
   • Resident list (if any)
   • Payment history
   • Complaint history
   • Documents/attachments

Step-by-Step: Bulk Import Houses

Preparation:

1. Download the Excel template
2. Fill in house data following the template format

Import Process:

1. Click Import button
2. Click Download Template to get Excel file
3. Fill the template with your data:
   • Complex Name
   • Block Name
   • House Number
   • Owner Name (optional)
   • Status
4. Save the Excel file
5. Click Choose File in import dialog
6. Select your filled Excel file
7. Click Upload
8. System validates the data
9. Review validation results
10. Click Confirm Import if all data is valid

Expected Result:

• All houses from Excel are created
• Summary shows: X houses created, Y errors
• Error report available for download if any issues

Step-by-Step: Deleting a House

Warning: Can only delete if:

• No payment history
• No active residents
• No pending activation requests

1. Click Delete icon
2. Confirmation dialog appears
3. Review warning messages
4. Type house number to confirm
5. Click Delete

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4. User Management (Residents)

Overview

While technically part of User Management, resident accounts are closely tied to houses.

Linking Resident to House

Automatic (via Activation Request)

1. Resident registers and requests house activation
2. Admin approves in House Requests menu
3. System automatically links resident to house

Manual (by Admin)

1. Go to User Management > Users
2. Find the resident user
3. Click Edit
4. In House field, select the house
5. Click Update

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Common Scenarios

Scenario 1: Setting Up a New Complex

1. Create the Complex
2. Create all Blocks in that complex
3. Import all Houses using Excel template
4. Verify data in each table

Scenario 2: House Ownership Transfer

1. Edit the house
2. Change owner to new owner
3. Update owner contact details
4. Notify both old and new owner
5. Update payment responsibility if needed

Scenario 3: Deactivating a Block for Renovation

1. Edit the block
2. Set status to Inactive
3. Add note in description about renovation
4. Reactivate when renovation complete

Scenario 4: Correcting Bulk Import Errors

1. Review error report from import
2. Fix errors in Excel file
3. Delete incorrectly imported houses (if any)
4. Re-import corrected data

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Validation Rules

Complex

• Name: Required, unique, max 255 characters
• Address: Required, max 500 characters

Block

• Name: Required, unique within complex
• Complex: Must exist and be active
• Monthly Fee: Must be positive number

House

• House Number: Required, unique within block
• Block: Must exist
• Owner: Must be a valid user (if specified)
• Status: Must be one of: Occupied, Empty, Rented

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Tips & Best Practices

For Complexes

• Use clear, descriptive names
• Keep address information up-to-date
• Don't delete complexes with historical data

For Blocks

• Use consistent naming convention (A1, A2, B1, B2)
• Set default monthly fee to simplify fee management
• Deactivate instead of delete when blocks are no longer in use

For Houses

• Use standardized house numbering (e.g., Block-Number format)
• Always fill in address field for clarity
• Link owner as soon as house is sold
• Update status promptly when occupancy changes

For Bulk Import

• Always use the latest template
• Validate data in Excel before importing
• Import in batches (e.g., one block at a time)
• Keep backup of Excel file for reference

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Troubleshooting

Problem: Cannot create block

• Solution: Ensure complex exists and is active

Problem: Cannot delete complex

• Solution: Delete all blocks and houses first, or set to inactive instead

Problem: House not appearing in dropdown

• Solution: Check if house is active and has correct block/complex

Problem: Import fails with validation errors

• Solution: Check error report, fix Excel file, ensure all referenced complexes/blocks exist

Problem: Cannot change house owner

• Solution: Ensure new owner exists as a user in the system

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Keyboard Shortcuts

• Ctrl/Cmd + F: Focus search box
• Ctrl/Cmd + N: Create new (when on list page)
• Esc: Close modal
• Enter: Submit form

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Data Relationships

Complex (1) ─── (Many) Blocks
Block (1) ─── (Many) Houses
House (1) ─── (1) Owner (User)
House (1) ─── (Many) Residents (Users)

Understanding these relationships helps in:

• Planning data structure
• Troubleshooting deletion issues
• Understanding cascade effects of changes