Financial services

How Régie Châtel runs every PPE assembly on one platform.

The Châtel-Saint-Denis family agency replaced Word mail-merges and Excel trackers across more than 100 condominium administrations with a single custom platform built with Dynapps, removing roughly 30% of pre-assembly admin work in the process.

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A smiling agent in a suit holds a laptop while greeting a young couple in the paved courtyard of a residential building.

Sector

Services, real-estate property management.

Footprint

Switzerland

Scale

100+ PPE (condominium associations); 18 users; 1,887 contacts; rental management and brokerage alongside.

Dynapps partner

Since 2022.

Backing

Family-owned, 45 years; led by Benoît Légeret with his mother, Mme Vaut.

How it started

Before Dynapps stepped in.

By the time Dynapps Switzerland came into the picture, Régie Châtel was a 45-year-old family agency in Châtel-Saint-Denis (Fribourg canton), run by Benoît Légeret with his mother, Mme Vaut. The agency administered more than 100 PPEs (Swiss condominium associations) alongside rental management and brokerage under a new brand, Personnel. The work ran on paper, Word mail-merges and Excel trackers.

Each general assembly was a chain of recurring tasks (convocations, document packs, minutes, post-meeting reconciliations) touched by several people in turn. Benoît, who chairs assemblies himself, knew the failure mode from the inside: the chair often leaves the meeting alone with the notes and the obligation to write the procès-verbal. The question was not whether to digitalise. It was whether a tool could actually hold the shape of the work.

Two people reviewing technical drawings at a table

The challenge

Where the cracks showed.

  • The chair alone after the assembly

    After every PPE general assembly, whoever presided was left with a notebook and the obligation to write up the procès-verbal alone. The notes had to be reconciled later against the convocation and the votes. Benoît, who chairs assemblies himself, knew the cost from personal experience.

  • The hand-offs between collaborators

    Preparing an assembly meant multiple people touching the same documents at different stages, generated through Word mail-merges and edited in parallel. A correction in one place did not propagate. Errors crept in at the seams.

  • The Excel that did the tracking

    The state of each assembly (convocation sent, documents distributed, PV drafted) lived in spreadsheets that someone had to keep current. There was no shared view of where each of the hundred-plus dossiers stood at any given moment.

The turn

Why Régie Châtel chose custom software over a packaged real-estate product.

There was no single external trigger here. No acquisition, no regulator, no investor mandate. The catalyst was internal: the agency had reached the point where its existing tools were a ceiling on growth. With more than 100 PPEs to administer and the ambition to expand the portfolio, every additional dossier multiplied the manual cost. Three paths were on the table.

  • 01

    Stay on Word and Excel.

    The per-dossier admin overhead would have capped the portfolio at roughly its existing size.

  • 02

    Buy a packaged real-estate-management product.

    What Régie Châtel needed did not exist as a packaged product in the shape they wanted, a PPE workflow built around the chair-on-iPad in-meeting mode, not bolted on after the fact. That gap is what brought them to Dynapps for custom software rather than a configured standard product.

  • 03

    Build a platform that mirrored the actual shape of the PPE work, with Dynapps.

A smiling agent hands a set of keys across his desk to a young couple during a meeting, with a laptop, contract papers and coffee cups on the table.

How the rollout really happened

How Régie Châtel built its PPE platform in a year.

  • 2022

    Kickoff. Custom development phase begins with Dynapps Switzerland.

  • 2023

    v1 in production. Migration of every client record and assembly history into the new system completes; daily use begins.

  • 2026

    The platform is used at every general assembly. Benoît takes notes directly on iPad during the meeting; checkboxes and structured fields feed the draft PV.

What we actually built

What Dynapps built for Régie Châtel: dashboard, assembly tracking, in-meeting iPad mode.

A custom software platform built by Dynapps replaced the agency's Word-mail-merge-plus-Excel workflow for PPE general assemblies. It combines three things: a dashboard that prioritises tasks by deadline and assembly state, giving each user the day's and the week's work in a single view; per-assembly tracking that exposes, for each PPE, where each meeting stands (convocation, documents sent, PV in progress); and an in-meeting mode used live by the chair on iPad, with structured note-taking and checkboxes that produce the procès-verbal faster after the meeting. The custom development cycle ran roughly one year from kickoff in 2022 to v1 in production, led on the Dynapps side by Henrique Barbosa. The platform now serves 18 users and manages 1,887 contacts.

Modules: task-prioritising dashboard, per-assembly tracking (convocation, documents, PV, décompte), in-meeting iPad mode, structured note-taking, client & PPE records, document generation.

Our studio

The discipline throughout.

Enter information once, in one place, and let every downstream document inherit it. A change to a client record or a meeting parameter now propagates across the convocation, the documents pack and the PV draft, eliminating the parallel-version problem the old mail-merge cycle produced.

Man with a headset working at a laptop in an office
What was hard

Deciding what to leave out, and loading 45 years of records.

Two real frictions stand out. The first was the scope question. Custom development invites the temptation to encode every exception the legacy process has accumulated, and the team had to actively resist that. As Benoît puts it: “il faut être capable de décider ce qu’on veut faire et ce qu’on veut pas faire, où c’est qu’on met les limites.” The engagement converged on roughly 80% coverage of cases by design, with the long-tail exceptions deliberately left outside the tool. That decision had to be made, and re-made, against the natural pull toward feature creep.

The second was the initial data load. Importing every client record, every PPE, every historical assembly into the new system was, in Benoît’s own framing, ‘un travail assez important de mise en place.’ It was the kind of work that produces no visible value until it is done, and has to be done before the platform can begin to pay back.

Financial services
Every set of minutes goes out within the week now, thanks to the tool. Everything moves that much faster.
Coralie Lambert

Coralie Lambert

Assistant CFO, Régie Châtel

The numbers

By 2023, every PPE assembly ran on one custom platform.

Word mail-merges and Excel trackers are gone from the assembly cycle. More than a hundred condominium administrations run on one custom platform where a record entered once propagates to the convocation, the document pack and the procès-verbal, and the chair takes notes live on iPad. The minutes that used to wait now go out within the week.

~30%

reduction in administrative tasks tied to general-assembly preparation.

Within 1 week

turnaround for sending the procès-verbal after every PPE assembly, against the pre-platform pace.

100+

PPE dossiers now run on the platform.

616

general assemblies generated through the platform since go-live.

The real win

From ‘how do we keep up?’ to ‘how big can the portfolio get?’

The shift is from ‘how do we keep up with the dossier load?’ to ‘how big can the portfolio actually get?’ The pre-platform agency was bounded by what its people could manually track in Excel and reproduce in Word. The post-platform agency has reframed that ceiling. In Benoît’s own framing, the platform now opens the option of expanding the PPE portfolio, and of extending the same tool to per-PPE task tracking that today still happens manually, administrator by administrator.

If this sounds familiar, let’s talk.

Wherever your business is heading and wherever it's getting stuck, an expert who has run this kind of work is the right person to start with, before you commit to a direction or a platform.

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