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ImmoDok

Several owners: what each may do alone and what everyone confirms

When a folder has several owners there are three kinds of steps: what each owner does only for themselves, what each owner does for everyone (and the others can take back for 14 days), and what happens only once every owner has confirmed.

Who this is for:
Owners
 5 min readUpdated: 03/10/2026

Step by step

  1. Each owner alone and only for themselves: view the folder, download documents, create their own data export, leave the folder and transfer their own share. To do so, tick “Transfer only my own share” when transferring: only your seat goes to the new person, the other owners stay.Your own share is yours alone (§ 747 sentence 1 BGB)
  2. Each owner alone for everyone, the day-to-day running: upload, replace and delete documents, keep measures, dates, meter readings and tenancies up to date, invite or withdraw an invitation for editors, managers, viewers or a tax advisor, create a tenant access, pass a defect report on to a trade business and mark documents as “not relevant”. The other owners are notified straight away.Nobody has to wait
  3. Any other owner can undo these day-to-day steps for 14 days on the folder page under “Changes by other owners”: an invitation is withdrawn, a withdrawn one is sent again, a tenant access is blocked, a deleted document is restored, “not relevant” is lifted. An e-mail that was sent cannot be recalled; then the notification is all there is.14 days, with password
  4. Only once every owner has confirmed: add another owner or remove one, change the shares, archive or delete the folder, start a transfer of the whole folder and hand the folder over.Dispositions over the whole folder (§ 747 sentence 2 BGB)
  5. Shares: the sharing panel shows each owner’s share, for example “Co-owner · ½”, with the source “as stated” or “per land register extract”. Where nothing is stated it says “equal shares are presumed” (§ 742 BGB). The share is for information; ImmoDok counts no majorities with it.Changed only with everyone’s agreement
  6. How a request works: you press the usual button, for example “Archive”. ImmoDok does not carry out the step yet but opens a request. Your click counts as your confirmation, and the other owners are notified. There is only ever one open request for the same step.The request appears on the folder page
  7. The other owners confirm there with their password or decline. The exact sentence they agree to is stored with date, time and device. A single decline ends the request; you can withdraw your own request there.Silence is not consent
  8. Representation: if a co-owner gave you a power of attorney, agree in their name with “Agree on behalf of someone” and upload the power of attorney. Their entry then says “represented by” with your name, and they are notified. Whoever was represented cannot agree for others.One level; ImmoDok does not check the power of attorney
  9. Once everyone has confirmed, one owner presses the button again. The step then runs, exactly once and only that step.A confirmation to archive does not delete

The result: Nobody can delete, archive or hand over the shared folder, change the shares or remove another owner alone. The day-to-day running is as quick as in a folder with a single owner, and the others can take it back for 14 days.

Important: An open request lapses after 14 days without an answer. After the last confirmation there are another 14 days to carry out the step; after that it starts again with a new request. ImmoDok counts no majorities and checks neither shares nor powers of attorney: what the owners agreed among themselves is for them to settle. ImmoDok does not judge whether a step is legally permitted.

Open in the product

Properties

What if it does not work?

I pressed “Delete”, but the folder is still there.
With several owners this became a request. The folder page shows who has confirmed and whom the request is still waiting for.
A co-owner has died, cannot be reached or refuses to answer.
Whoever opened the request can upload a document on the folder page with “File evidence”: a certificate of inheritance, a court decision or a land register extract. ImmoDok checks that the document looks genuine and concerns this folder and this person – not who is right. If it is accepted, the person is notified and has 14 days to respond. After that their answer counts as replaced and the step can be carried out.
A co-owner changed something I do not want.
Under “Changes by other owners” on the folder page you can undo day-to-day steps for 14 days. The other person is notified.

Related guides

Sharing access: roles and invitationsWho sees what: four roles from full access to preview, personal invitations with expiry, revocable at any time.Co-ownership and representation at the handoverMarried couple, community of heirs, several buyers: record each person separately, with position, share and an explicitly named representative.Reading the activity logWho did what and when: uploads, sharing, deliveries, sign-ins, filterable, exportable and the basis of all traceability.