Family Coordination & Collaboration

Coordinate international moves, property investments, and visa applications with your family members.

Overview

International mobility affects the entire family. Domavia's family coordination features help you make decisions together, manage documents collectively, and keep everyone informed throughout your journey.

Key Features

• Family Workspaces: Shared environment for family members
• Collaborative Decision-Making: Vote and discuss properties together
• Document Sharing: Centralized document storage for all family members
• Task Management: Assign and track family responsibilities
• Privacy Controls: Granular permissions for sensitive information
• Family Timeline: Track everyone's visa, residency, and travel status

Setting Up a Family Workspace

Creating a Family Organization

Inviting Family Members

Who Can Be Added

• Spouses/Partners: Primary decision-makers
• Children: Adult or minor children
• Parents: Extended family members
• Advisors: Family lawyers, accountants (limited access)

Invitation Process

Roles and Permissions

Owner

• Full administrative access
• Can add/remove members
• Manage billing and subscriptions
• Delete family workspace

Admin

• Add/remove members (except owners)
• Manage documents and properties
• Assign tasks
• View all information

Member

• View shared properties and documents
• Participate in discussions
• Complete assigned tasks
• Add personal documents

Viewer

• View-only access
• Cannot modify or add content
• Can comment on discussions
• Receive notifications

Collaborative Property Search

Shared Property Lists

Create lists visible to all family members:

List Types

• Favorites: Properties everyone likes
• Under Consideration: Properties for discussion
• Shortlist: Top candidates for decision
• Visited: Properties family has toured
• Rejected: Properties ruled out (with reasons)

List Features

• Add properties: Any member can add to lists
• Tag properties: Organize by criteria
• Add notes: Family observations
• Compare side-by-side: View multiple properties
• Vote: Rate and rank properties

Family Discussions

Discuss each property:

Discussion Features

• Comment threads: Organized by topic
• @mentions: Tag specific family members
• Pros/cons lists: Structured decision-making
• Question tracking: Questions to ask agents/owners
• Decision history: Track how decisions evolved

Discussion Topics

• Initial impressions: First reactions
• Financial analysis: Budget and affordability
• Location suitability: Neighborhood fit
• School considerations: For families with children
• Work proximity: Commute considerations
• Lifestyle fit: Activities and amenities

Voting and Decision-Making

Formalize family decisions:

Voting Types

• Thumbs up/down: Simple approval
• Star rating: 1-5 star ranking
• Weighted voting: Parents have more weight
• Consensus required: Everyone must approve
• Majority rules: 50%+ approval needed

Decision Records

• Who voted: Track all votes
• When decided: Decision timestamp
• Final tally: Vote results
• Dissenting opinions: Capture concerns
• Action items: Next steps agreed upon

Family Document Management

Shared Document Vault

Centralized document storage:

Document Categories

• Passports: All family passports
• Visas: Immigration documents for everyone
• Property Documents: Shared property info
• Financial: Family financial records
• Medical: Health records (with privacy controls)
• Education: School records for children
• Legal: Family legal documents

Document Permissions

• Everyone can view: General family documents
• Adults only: Financial and sensitive docs
• Personal: Individual documents
• Parents only: Children's sensitive records

Document Workflows

Manage documents for the whole family:

Family Passport Renewals

• Expiration tracking: Alerts for all passports
• Renewal checklist: Steps for each family member
• Photo requirements: Specifications and services
• Application tracking: Status of each renewal
• Coordinated timing: Renew together if possible

Visa Applications

• Family visa package: Combined application
• Individual requirements: Per-person documents
• Dependent documentation: Proof of relationships
• Shared expenses: Family financial proof
• Interview preparation: Practice together

Document Access Control & Policies

Domavia uses ODRL (Open Digital Rights Language) to manage document access within families. This ensures secure, time-limited, and auditable document sharing.

What are ODRL Policies?

ODRL policies define who can do what with family documents:

• Who: Which family member (grantee)
• What action: Read, modify, distribute, or delete
• Constraints: Time limits, access counts, conditions
• Requirements: Attribution, share-alike rules

Why Use Policies?

• Granular control: Share specific documents with specific members
• Time-limited access: Automatically revoke access after date
• Audit trail: Track who accessed what and when
• Compliance: Meet legal requirements for document sharing
• Safety: Prevent unauthorized distribution

Creating Document Sharing Policies

Policy Creation Process

Policy Examples

Example 1: Temporary Visa Document Sharing

Document: Mom's passport scan
Grantee: dad@family.com
Action: Read
Valid: 2026-01-17 to 2026-03-17 (60 days)
Reason: Dad needs passport info for visa application

Example 2: Permanent Financial Access

Document: Family property deed
Grantee: Adult children (role-based)
Action: Read
Valid: No expiration
Max Access: Unlimited
Reason: Family property records for reference

Example 3: Restricted Medical Records

Document: Child's medical records
Grantee: spouse@family.com
Action: Read
Valid: Until child turns 18
Attribution: Required (must cite document source)
Reason: Spouse needs medical info for school enrollment

Policy Types and Constraints

Time-Based Policies

Set start and end dates for access:

• Valid From: Policy activates on specific date
• Valid Until: Policy expires automatically
• Use Cases: Temporary sharing for applications, time-limited advisor access

Access-Limited Policies

Limit number of times document can be accessed:

• Max Access Count: e.g., "Allow 5 views only"
• Tracking: System counts each access
• Use Cases: Control sensitive document exposure, limit advisor reviews

Attribution Policies

Require users to credit document source:

• Attribution Required: Yes/No checkbox
• Enforcement: Watermark or citation requirement
• Use Cases: Legal documents, official records, copyrighted materials

Share-Alike Policies

Require recipients to share under same terms:

• Share-Alike: Yes/No checkbox
• Inheritance: Recipients must apply same policy to derivatives
• Use Cases: Family documents that must stay within family

Managing Active Policies

Policy Dashboard

View all active policies in one place:

Dashboard � Family Workspace � Document Policies

Policy List Shows:

• Document name
• Grantee (who has access)
• Action permitted (read/modify/distribute/delete)
• Status (active/expired/revoked)
• Valid until date
• Access count (if limited)
• Audit log link

Policy Status Badges

• � Active: Policy in effect
• Expiring Soon: Less than 7 days until expiration
• � Expired: Past valid until date (automatically revoked)
• � Revoked: Manually revoked by owner

Modifying Policies

To change an existing policy:

Revoking Policies

Remove access immediately:

When to Revoke:

• Family member leaves organization
• Document no longer relevant
• Security concern
• Access no longer needed

Access Logs and Auditing

Viewing Access Logs

See who accessed family documents:

Dashboard � Family Workspace � [Document Name] � Access Logs

Access Log Entries Show:

• User: Who accessed document
• Action: Read, modify, distribute, delete
• Timestamp: When access occurred
• Result: Allowed or Denied
• Policy: Which policy granted/denied access
• IP Address: Where access originated
• Denial Reason: If access denied (e.g., "Policy expired")

Access Log Filtering

Filter logs by:

• Date range: Last 7/30/90 days or custom
• User: Specific family member
• Action type: Read, modify, etc.
• Result: Allowed or denied only
• Document: Specific document

Audit Reports

Export access logs for compliance:

Use Cases:

• Legal compliance documentation
• Visa application proof of document access
• Family dispute resolution
• Security incident investigation

Best Practices for Family Policies

Start with Least Privilege

• Grant minimum access needed
• Default to Read-only unless modification required
• Use time limits when possible
• Review policies quarterly

Use Role-Based Policies

Instead of individual emails, use roles:

• Adults: All adult family members
• Parents: Only parents
• Children: Minor children
• Advisors: External professionals

This automatically includes new members in appropriate role.

Set Expiration Dates

Always set Valid Until dates for:

• Temporary document sharing
• Advisor access
• Application-specific sharing

Let policies expire naturally rather than manual revocation.

Document Policy Reasons

Always provide clear Reason field:

• Helps family understand why access granted
• Assists in policy audits
• Required for compliance in some jurisdictions

Regular Policy Audits

Schedule quarterly reviews:

Family Task Management

Assigning Responsibilities

Distribute tasks among family members:

Task Categories

• Research: Property and location research
• Administrative: Paperwork and applications
• Financial: Budget and payment management
• Logistics: Moving and travel arrangements
• Children: School research and enrollment
• Pets: Pet relocation arrangements

Task Assignment

• Assign to specific members: Clear responsibility
• Set due dates: Deadlines for completion
• Add descriptions: What needs to be done
• Attach resources: Links and documents
• Track progress: Mark as in-progress or complete

Family Calendar

Shared calendar for important dates:

Calendar Events

• Property viewings: Schedule family tours
• Visa appointments: Biometrics, interviews
• School visits: Educational institution tours
• Moving dates: Packing and relocation
• Travel: Family trips and location scouting
• Deadlines: Application and document deadlines

Calendar Features

• Color coding: By family member or category
• Reminders: Email and push notifications
• Recurring events: Regular commitments
• Time zone support: For international families
• Export: To personal calendars

Children and Education

School Research

Tools for finding schools:

School Database

• International schools: English-language education
• Local schools: Immersion in local language
• Curriculum options: IB, British, American systems
• Age appropriateness: For your children's ages
• Admission requirements: What's needed to enroll

School Comparison

• Academic reputation: Rankings and reviews
• Language of instruction: English, bilingual, local
• Tuition costs: Annual fees and additional costs
• Location: Proximity to property options
• Extracurriculars: Sports, arts, activities

Education Planning

Prepare for transition:

Enrollment Process

• Application timeline: When to apply
• Required documents: Transcripts, test scores
• Entrance exams: Preparation needed
• Interviews: For parents and children
• Waiting lists: Backup options

Transition Support

• Language preparation: Learn new language
• Curriculum adjustment: Adapt to new system
• Social integration: Making friends
• Academic support: Tutoring if needed

Elder Care Coordination

Including Parents

Plan for elderly family members:

Considerations

• Visa eligibility: Can parents get residence?
• Healthcare access: Medical system quality
• Language barriers: Communication challenges
• Social integration: Community for seniors
• Financial implications: Supporting parents

Documentation

• Relationship proof: Birth certificates
• Financial support: Prove ability to support
• Health insurance: Required coverage
• Medical records: Relevant health information

Pet Relocation

Pet Immigration

Relocate pets internationally:

Requirements by Country

• Vaccination records: Rabies, etc.
• Microchip: ISO-compatible chip
• Health certificate: Veterinary examination
• Import permit: Some countries require
• Quarantine: Duration varies by country

Pet Travel

• Airlines: Pet-friendly carriers
• Direct flights: Minimize stress
• Crates: IATA-approved containers
• Timing: Avoid extreme temperatures
• Costs: Budget for all expenses

Family Financial Planning

Shared Budget

Collaborative financial management:

Budget Categories

• Property acquisition: Purchase price and costs
• Moving expenses: Shipping, travel, temporary housing
• Visa and immigration: Application fees for all
• Setup costs: Initial expenses in new location
• Education: School fees and supplies
• Ongoing living: Estimated monthly expenses

Financial Tracking

• Expense sharing: Who pays what
• Reimbursements: Family expense tracking
• Budget alerts: When over budget
• Exchange rates: Monitor for transfers
• Savings goals: Family financial targets

Family Asset Management

Organize family wealth:

Asset Categories

• Property: Real estate holdings
• Investments: Stocks, bonds, funds
• Bank accounts: All jurisdictions
• Business interests: Family businesses
• Insurance policies: Life, property, health

Estate Planning

• Wills: Updated for international life
• Trusts: Asset protection
• Beneficiaries: Designated heirs
• Power of attorney: Legal representatives
• Digital assets: Online accounts and crypto

Communication and Collaboration

Family Chat

Built-in messaging:

Chat Features

• Real-time messaging: Instant communication
• Threaded conversations: Organized discussions
• File sharing: Share documents and photos
• Voice messages: For quick updates
• Video calls: Face-to-face discussions

Channel Organization

• General: Overall family discussions
• Properties: Property-specific chats
• Kids: Children's matters
• Financial: Money discussions
• Planning: Strategic planning

Updates and Notifications

Keep everyone informed:

Notification Types

• Application status: Visa and permit updates
• Document expiration: Renewal reminders
• Property alerts: New listings, price changes
• Task assignments: New responsibilities
• Calendar events: Upcoming appointments
• Family messages: Important communications

Notification Preferences

• Per family member: Individual preferences
• By notification type: Critical vs. informational
• Quiet hours: No notifications during certain times
• Delivery method: Email, push, SMS

Privacy and Security

Family Data Protection

Secure sensitive information:

Privacy Controls

• Age-appropriate access: Limit children's access
• Sensitive documents: Adults-only viewing
• Financial privacy: Restrict financial data
• Medical privacy: HIPAA-compliant storage
• Audit logs: Track who accessed what

Security Features

• Two-factor authentication: For all adults
• Biometric login: Face ID, fingerprint
• Session management: Automatic logout
• Device management: Authorized devices only
• Encryption: AES-256 at rest and TLS 1.3 in transit

Tips for Family Coordination

Communication Best Practices

• Regular family meetings: Weekly check-ins
• Inclusive decision-making: Everyone has voice
• Document decisions: Record agreements
• Respect concerns: Address all worries
• Celebrate milestones: Acknowledge progress

Conflict Resolution

• Identify root issues: Why disagreements occur
• Open dialogue: Encourage honest discussion
• Compromise: Find middle ground
• Professional help: Family counseling if needed
• Remember goals: Why you're doing this

Keeping Children Engaged

• Age-appropriate involvement: Match to maturity
• Educational opportunities: Learn about new culture
• Excitement building: Focus on positives
• Address fears: Take concerns seriously
• Virtual tours: Let kids explore online

Ready to coordinate your family's international journey? Set up your family workspace or explore family-friendly properties to get started.