Society Management

Role Required: SUPER_ADMIN / TNCHS_ADMIN
Navigation: Sidebar → Societies
Last Updated: March 2026 | Portal Version: 1.0

Overview

Societies are the core organizational units in HOCO RCS (H). Each society manages its own layouts, plots, members, and bookings. As Super Admin, you create societies, assign them to regions, appoint Society Admins, and manage their operational status.

Viewing Societies

1. Navigate to Societies
2. The list shows all societies with key info

Society List Columns

Column	Description
Name	Society name
Code	Unique code (e.g., "GVHS")
Region	Assigned region
District	District location
Status	ACTIVE / INACTIVE
Layouts	Number of layouts
Members	Number of members
Admin	Assigned Society Admin name and email
Created	Creation date

Filters

Filter	Options
Search	Name, code, or district
Region	Region dropdown
Status	Active / Inactive / All

Creating a New Society

1. Click Create Society
2. Fill in the details:

Field	Required	Description
Name	✅	Full society name
Code	✅	Unique short code (auto-uppercased)
Region	✅	Select from existing regions
Address Line 1	❌	Street address
Address Line 2	❌	Additional address
District	❌	District name
State	❌	State (defaults to Tamil Nadu)
Pincode	❌	Area PIN code
Contact Email	❌	Society's contact email
Contact Phone	❌	Society's contact phone
Admin User	❌	Existing user to assign as Society Admin

3. Click Create

What Happens After Creation

• Society is created with ACTIVE status
• If an Admin User was selected, they receive the SOCIETY_ADMIN role for this society
• Default Agreement Settings are initialized (AUTOMATIC mode)
• Default Refund Settings are initialized (default policies)
• The Society Admin can now log in and start configuring layouts, plots, and fees

Society Detail View

Click any society to see full details:

Overview Tab

• All society information (name, code, region, address, contact)
• Admin assignment details
• Layout and member counts
• Active vs total layout breakdown

Configuration Tab

• Maker-Checker policy status
• Agreement settings summary
• Refund settings summary

Updating a Society

1. Open the society detail
2. Click Edit
3. Update fields as needed (name, code, region, address, contact info)
4. Click Save

Code Changes

Changing a society code should be done carefully — the code appears in generated document numbers and references.

Managing Society Status

1. Open the society detail
2. Click Change Status
3. Select the new status:

Action	New Status	Effect
Activate	ACTIVE	Society is fully operational
Deactivate	INACTIVE	Society operations paused — no new bookings, memberships, or payments

warning

Deactivating a society affects all active bookings and members. Existing bookings remain in the database but new operations are blocked.

Maker-Checker Policy

Control whether a society requires dual-control for offline payment verification:

1. Open society detail → Configuration tab
2. Toggle Maker-Checker Policy:

Setting	Behavior
Enabled (default)	Different admins must record and verify offline payments
Disabled	Same admin can record and verify (for single-admin societies)

This is useful for smaller societies with only one Society Admin, where strict dual-control isn't practical.

Assigning a Society Admin

During Society Creation

• Select an existing user in the Admin User field during creation
• The SOCIETY_ADMIN role is automatically assigned

After Society Creation

• Go to Users → [Select User] → Manage Roles
• Assign the SOCIETY_ADMIN role with the specific Society ID
• See Admin Management for details

Common Scenarios

"I need to create multiple societies for a new region"

1. First ensure the region exists (see Region Management)
2. Create each society one by one, selecting the same region
3. Assign admin users as you create each society

"Society Admin left and needs to be replaced"

1. Go to Users → [Old Admin]
2. Remove or deactivate their SOCIETY_ADMIN role
3. Go to Users → [New Admin]
4. Assign SOCIETY_ADMIN role for the society
5. The new admin now has full Society Admin access

"Society has compliance issues and needs to be deactivated"

1. Open the society detail
2. Change status to INACTIVE
3. Document the reason (via audit log or internal notes)
4. No new bookings, memberships, or payments can be processed while inactive
5. Existing data remains intact and accessible in read-only mode

Related Pages

• Admin Management — Role assignment and admin user management
• Region Management — Creating and managing regions
• Platform Dashboard — Society performance overview
• Financial Oversight — Cross-society financial data