Allotment Management

Effortless Allotment Management for Your Team

Streamline your allotment management processes with an intuitive platform that simplifies the complexities of managing plots, tenant relationships, and operational tasks.

A selection of our valued customers

What can we help with?

Seamless tenant management

Effortlessly maintain a comprehensive database of tenants, complete with contact details and letting agreements. This centralised approach strengthens tenant relationships and simplifies compliance with contractual obligations.

Organised waiting lists

Keep track of your waiting list applicants and plot offers effortlessly. Prioritise and manage your waiting list in one place, ensuring a fair and efficient process for prospective tenants.

Data-driven decision making

Access detailed analytics and reports on plot utilisation, maintenance history, and tenant performance. Then use this data to make informed decisions that optimise your allotment management strategy.

Reassure your greenspace team and enhance your allotment operations with Orkastrate.

What our clients say

It’s making my life easier so thanks to you and your teams who have worked these projects for us.

Sam Simpson

Allotment Lead

Manchester City Council

We use a full suite of programmes which has helped considerably in the management of our enquiries, grounds operations, play and allotments.

Mike P Hall

Recreation and Amenities Manager

Banbury Town Council

They will always go out their way to help and come up with better concepts to make my job easier.

Yana Humphreys

Seafronts Assets Officer

Tendring District Council

Identify, maintain and lease your assets in one place

Plot inspections

Schedule and log inspections of individual plots with ease. Capture photos and maintain a thorough inspection history, ensuring compliance and quality maintenance at all times.

Simplified Rent Management

Manage rent collection effortlessly with our integrated invoicing system. Set up various charging structures for plots and streamline your financial processes to improve cash flow.

Site and Plot Management

Easily access and update information about your allotment sites, including individual plot details and facilities. Maintain comprehensive records of site characteristics for effective management and decision-making.

Comprehensive Reporting

Keep a detailed record of all your greenspace assets, including their location, condition, and lifecycle data. Whether you’re managing parks, playgrounds, or equipment, you’ll have all the information you need at your fingertips.

Automated Communications

Eliminate manual communication processes with automated emails, notifications, and updates sent directly to both internal teams and tenants. Save time and ensure everyone is always informed.

Flexible Configuration

Customise the software to meet the specific needs of your organisation with adaptable fields and tables. This flexibility ensures that the system works for you, not the other way around.

User Permissions & Roles

Designate specific roles and access levels for your team members. Whether they’re field workers or management, everyone has access to the information they need to excel in their roles.

Security and data protection

Rest assured that your data is secure and compliant with privacy regulations. We prioritise protecting sensitive information to ensure your organisation’s trust and integrity.

API Integration

Easily connect with other Council systems to share data seamlessly, facilitating smooth workflows and comprehensive reporting across your organisation.

Ready to simplify your allotment management processes?

How Orkastrate supports every role in your greenspace team

Greenspace Manager

Issues:

As a manager, you face the daunting challenge of overseeing multiple plots, each with its own unique requirements. The sheer volume of tasks and limited visibility into plot conditions can make it difficult to make informed decisions, leading to stress and potential oversights in management.

Benefits:

Orkastrate equips you with real-time insights and comprehensive reporting tools, enabling you to efficiently manage your entire allotment portfolio. With a user-friendly dashboard, you can easily assess the status of each plot, prioritise maintenance tasks, and allocate resources where they are needed most. Say farewell to guesswork and embrace a data-driven approach to allotment management!

Greenspace Officer

Issues:

As the vital link between tenants and management, you often find yourself navigating a maze of communication challenges and administrative duties. Manually tracking plot information with outdated systems can lead to inaccuracies, delays, and frustration in responding to tenant needs.

Benefits:

With Orkastrate, you can streamline your processes and improve communication across your team. Our intuitive platform simplifies the tracking of plots and tenants, allowing you to easily update information, manage agreements, and generate reports with minimal effort. This means you can dedicate more time to what truly matters: enhancing allotment spaces and fostering community connections.

Greenspace Operator

Issues:

As a field operator, you require instant access to accurate information about the plots you manage. Relying on cluttered spreadsheets or outdated systems can hinder your efficiency, leading to missed maintenance opportunities and added frustration in your daily tasks.

Benefits:

Orkastrate provides mobile access to all essential asset data, allowing you to manage tasks and report issues directly from the field. Whether you’re tending to individual plots or maintaining communal areas, you’ll have the necessary information at your fingertips, enabling you to work efficiently and effectively. Plus, you’ll gain confidence knowing that your efforts contribute significantly to the health and vibrancy of your allotments.

Simple and transparent pricing

Annual Cost

  • Includes 10 concurrent user licences
  • Additional licences: £295 +VAT per user/year
No. of plots
Annual Cost (GBP ex. VAT)
0-49
£195
50-249
£995
250-499
£1,195
500-999
£1,395
1000-1999
£1,595
2000-2999
£1,795
3000+
£1,995
Additional features to enhance your experience:
  • Single Sign-On (SSO): £395 + VAT per year.
  • API Access: £395 + VAT per year.
  • Customer Portal: £1,995 + VAT per year.

Annual Cost

At Orkastrate, we believe in simple, transparent pricing. Annual subscription cost is based on the number of active plots (see table for ranges) and includes 25 concurrent licences (which we have found is more than enough for most customers … but if you need more then let’s discuss).

Onboarding and Training

As part of your onboarding experience, there may be a one-time charge for data migration and training. The exact cost will depend on the size and complexity of your requirements. However, in our experience this is between £2,000 – £4,000 + VAT.

Reassure your greenspace team and protect your outdoor assets with Orkastrate.

Request a demo today

Frequently Asked Questions

What types of allotments can Orkastrate manage?

Orkastrate is designed to handle various types of allotments, including community gardens, individual plots, and communal spaces. The system efficiently tracks each plot’s details, including location, condition, and tenant information.

How does Orkastrate support rent collection and invoicing?

Orkastrate simplifies the rent collection process by allowing you to generate invoices, track payments, and set up diverse charging structures for different plots. This ensures a smooth financial operation and timely revenue collection.

Can the software be customised for our organisation's specific needs?

Absolutely! Orkastrate can be tailored to meet the unique requirements of your organisation, including custom fields and tables. This flexibility ensures the system seamlessly integrates into your existing operations.

Is Orkastrate compliant with data protection regulations?

Yes, Orkastrate is committed to data security and adheres to all relevant privacy regulations. Your sensitive information is safeguarded through robust security measures.

How does Orkastrate enhance communication between tenants and management?

Orkastrate facilitates clear and efficient communication by providing automated notifications and updates to tenants and stakeholders. This ensures that everyone is informed about plot availability, maintenance schedules, and important announcements.

What tools does Orkastrate provide for managing waiting lists?

Orkastrate includes features for tracking waiting list applicants and managing plot offers. You can efficiently prioritise applicants and extend offers, ensuring a fair and organised process for all interested parties.

Can I access Orkastrate from mobile devices?

Yes! Orkastrate is accessible from mobile devices, allowing you to manage allotments and access important information on the go. This flexibility ensures that you can stay connected and responsive, no matter where you are.

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