Click the Settings Wheel –then click + Configure New to create your custom Community Workspace!

Prefer not to? That’s OK too! The Community Workspace that was designed for you should meet most of your needs. Most features are also accessible directly from the Navigation Menu. The customization will be there for you when you want it!

Once you have finished creating your new custom workspace, perform a refresh, and you will see your new, customized workspace appear on the main navigation menu on the left under Community Workspace, along with the original Community Landing – Board community workspace. In the screenshot below you will notice you looks much different. That is the power of the customizable workspaces utilizing the widgets! If you do not like your new community workspace, you wish to change its name, make changes to the layout, add or remove widgets, or just delete it and start over, you can do all of that from the settings wheel on the upper right where you began creating your new customized workspace. Click the edit icon to edit or the red trash can icon to delete. You can create as many workspaces as you like and toggle back and forth depending on your needs.

If for some reason you lose your way, click the second icon (the arrow) to navigate back to the Community Workspace.

The third search icon is the Navigation Menu search. If you do not remember where something is on the menu, click this icon and type in what you are looking for. In this example, we searched for Board Approvals and you can see the results. If you are a board member who needs to approve invoices or architectural requests, and you do not remember where the board approvals module is, this is a perfect solution!

Announcement Log

the Community Association Manager can create a Community Announcement whenever there is a message needing to be communicated to the community members. It may be in addition to a mass email, or it may be something that does not require an email, and for which the announcement itself is sufficient (for example, landscape maintenance tips). Announcements pop up when a resident logs in so they cannot overlook them. Announcements may also be created by board members, which comes in handy if something occurs on the weekend or after business hours that the board wants communicated via an announcement.

Mail Merge

the Mail Merge tool allows the user to generate mailing labels or form letters from the owner records of a community association much like the mail merge feature in many word processing programs. Select whether you wish to merge the owner names and addresses into a label or letter template. If you choose letter, CiraNet allows you to choose from a pre-formatted template or create your own. Once you have selected or created your template, select the owners you want to merge into the template and click the blue Create Letters button to create your letters. If you get stuck, click the blue question mark next to Mail Merge. You will find those helpful links throughout CiraNet. Clicking them takes you to CiraHelp where you will find additional information and instructions targeted to the subject matter of the page you are currently on. You are sure to find them to be an extremely quick and helpful resource.

Resident Contact Logs

the Resident Contact Log provides a summary of the subjects your community residents are calling us about; this list excludes e-mail communication. In the first column labeled Last 30, calls received during the previous 30 days are shown. This is the same information that appears on the primary community workspace in the Work Processed in Last 30 days widget. In the second column labeled Historical, calls received since our management agreement began with your community will be listed. Clicking on the numbers in either of these columns will bring you to another screen where you can review more information about the calls, including which owner called (name and address), the date and time, and the call duration.

Detailed Violation Log

the detailed violation log provides the most comprehensive listing of deed restriction violations for the community with access to copies of letters, photographs and more.

Last Inspection Log

the last inspection log is designed to be a summary view of the number and category of deed restriction violations observed during the past two property inspections, plus a total for the last 180 days. This summary contains hyperlinks that will take you to the Last Inspection Results detail shown in the bottom image, listing out each record that makes up the total number. Here you will find additional details including the violation subcategory, address of the violation, owner name, date opened and the history log link providing access to the letters and photo images.

Open Violations Log

the Open Violation log is designed to be a summary view of the number of open deed restriction violations by category and their current stage in the enforcement process. This graph displays the most recent notices issues for each violation, and like the others, contains hyperlinks that will take you to sources of additional information. In this summary, the hyperlinks redirect you to the Open Violations Log Detail, displaying the opened date, owner name, property address, category and subcategory, location, inspection date, additional violation details, and the history log providing access to the violation letter and images.

Report a Violation

Report a Violation allows you to report a violation directly into the platform for any property owner within the community. You will find a similar feature on the owner specific Property Workspace; however, there you will only be able to report a violation for that one specific property owner, whereas here, you can report a violation for any owner. Click in the required fields indicated with a red asterisk and make the appropriate selection from the drop-down menu in each field. Although not required, it is helpful to indicate the location, and add a detailed description. Note that the information you populate into the Regarding field is what will print on the letter. Finally, adding a photograph of the violation is recommended, as it allows us to proceed with enforcement without the need to wait to verify the violation on the next inspection. Date and time stamped is preferred, as it serves as indisputable evidence of the violation.

Restriction Summary

when your community is put onto the CiraNet platform, our team scours through your governing documents, polices, community manuals, etc., and creates this simplified listing of your Use Restrictions in this interactive format. Just click the + sign on the left to expand any of the sections, click the – to collapse it. This summary includes the rule as stated in your documents, and a simplified explanation of what needs to be done to correct it, which prints on the violation letters. This module contains a convenient search feature, allowing you to search by a key word or words. The listing also appears on the Resident Portal, providing owners with a reference to see what is allowed in the community even if they have misplaced their documents. You will also find this Restriction Summary located on the Property Workspace, since residents have access to this helpful tool as well.

Additional Info

this is an optional feature utilized by some communities who are required to track owner insurance, leases, vehicle/license plates, etc. If your community has such a legal requirement and one of the Additional Info tracking features is enabled, selecting this menu option will bring up a list of owner information associated with each of the configured databases. Otherwise, this page will be blank.

Amenities & Access Control

This module contains information associated with your communities' amenities, including pools, gates, sports courts, clubhouses, fitness centers, etc. Selecting this menu option will bring up a list of all configured amenities. Just click on an amenity in the upper section to select it and the information associated with that amenity will display in the screen below.

Board / Committee Members

this module contains a list of all configured board and committee members. Here you will find their names, contact information, terms, and if they are configured for any online approvals (the Board Approval Setup column). To view a list of both current board members and previous board members whose terms have expired, slide the “Show All” box on top to Yes. The names and titles of board members listed here will also display on the Resident Portal; however, no contact information will be displayed.

Calendar

at a minimum, the community calendar is used to store dates and times of board meetings, annual meetings, community inspections and community events. The Community Association Manager can also use it to track contract expirations, maintenance schedules, and any other work items needing to be documented for tracking, or to serve as a reminder. They may choose to make appropriate items visible to the residents on the Resident Portal as well. When first selected, all events will appear by default. If you prefer t view only certain types of events (such as meetings), select the type of event you want to see from the “Label” drop down menu above the calendar. Notice that behind the Community Calendar is an Amenity Calendar on which Amenity reservations can be tracked for communities with amenities the residents can reserve for private events.

Common Lots

the common lots module displays a listing of all common lots within your community. Data displayed here includes their size, Lot and Block information, tax exempt status and more. In states where the community association is provided notice of the appraised value on their common lots and an opportunity to appeal the appraised value prior to billing, property tax appraisal notices will be documented here as well on the PTA Received/PTA Not Received tabs.

Community Assets

the community assets module is very much like a reserve study, but in an interactive format. If your community association has had a reserve study conducted, the information contained in that reserve study will be transferred to the CiraNet Community Assets module for transparency, ease of access, and to aid in the annual budget process. As assets are updated and replaced, the asset module is updated with the assets new remaining useful life and new anticipated replacement cost, so you always have a current asset list.

Community Notes

community notes may contain a variety of notes on various topics, including financial reports, board motions, maintenance, amenities and more. It serves as a location to document information in a transparent nature and for historical purposes that might otherwise be lost over time. Board members can add notes by clicking the blue “+ Add New Note.”

Document Archive

under the Documents menu you will find the Document Archive for your community. The Document Archive allows you to access your community documents in .pdf format, and view which have been made visible to your residents on the Resident Portal. Copies of your Monthly Financial Reports and Monthly Management Reports are stored here for future reference should you misplace the email in which they were sent to you, or should you not receive it.

New Document Summary

under the Document Archive you will find the New Document Summary. This will show you all documents recently uploaded within the last 30 days by default. However, you can change that to 45 days, 60 days, 90 days, or whichever number of days you prefer. This helps you to locate newer documents without having to sift through the entire document archive.

Enforcement Policy

the enforcement policy module will display the enforcement policy that has been configured for your community. Since each community differs, this will vary from one community to another.

This section allows you to see how YOUR community is configured. Is your community configured to fine? How many notices will be sent before a fine is levied? Which notices will be sent? How many days must lapse between notices before another can be sent? Answers to all these questions can be located here. This can sometimes help board members understand what we can and cannot do in terms of issuing violation notices, as we must work within the configured enforcement policy. These configurations are generally based on your governing documents and state or federal requirements. Should your documents or laws change, your Community Association Manager can request a change to this configuration.

Graphs & Metrics

here you will find four pie charts displaying metrics on the financial status of the community, owner account status (percentage current vs. delinquent vs. prepaid), an analysis of operating expenses in the trailing twelve months (TTM) and number of homeowners that have open violations vs. those in compliance.

Any of the charts can be printed from the symbol in the far upper right of each square. This information is also visible to residents on the Resident Portal for their awareness.

Info Summary

the Community Information Summary contains a summary of general community information. While there are a set number of categories from which to choose, there are several additional customizable fields available to the Community Association Manager so the information may be tailored to your community.

Standard information displayed here includes Board and Annual meeting dates and locations, landscaper and trash service information, and Insurance Agent information. This information is visible on the residents on the Resident Portal.

Insurance

the insurance module provides you with a listing of your current insurance policies, their terms, agent, carrier, policy type and premium. The current COI and policy, if available, are available in .pdf format from this page as well.

This module feeds into the monthly management report as well for full transparency, helping to assure there are never lapses in insurance coverage. To view expired policies, simply change the “show current” setting to “show all.”

Legal Summary

the Legal Information Summary contains a summary of legal requirements retrieved primarily from your governing documents. This summary also includes a few other pieces of important legal information, including the name of the association attorney chosen by the board. This Legal Summary is visible to your residents on the Resident Portal.

Map

from this interactive community map, you can view all the lots within your community, and/or filter them by their status. By selecting the desired pins on the left, you can customize your map to only show homes that have Open – Not Fixed violations, for example (Red pin). Or only show homes that are Delinquent > 30 days (Red pin with $). Or that have a Conveyance within the Last 30 days (Brown pin). Check the “All Properties” box to see all properties within your community. Addresses that do not qualify for any of the listed flags will be displayed with a green pin.

Vendor Management

All contracts and certificates of insurance associated with the vendors that service your community are uploaded to the Vendor Management Module. This is where you can view those documents and access other vendor information. The action menu allows you to view Vendor Information (including contact info) from the View option, and Insurance or Contract documents from the View Insurance/View Contracts options. A vendor invoice may also be submitted from Action/Submit New Invoice. Vendors that are no longer being used at your community can be changed to an inactive status from the Action menu and reactivated later if needed.

Property Details

When you select Property Details from the menu, a listing of all addresses and owners appears on the left. Click to select one, and the owner account details appear on the right. The first screen displays the Primary tab labeled Property Information with the secondary tab below labeled Property Statuses. This tab displays their account balance, ACH enrollment status, delinquency or bankruptcy status, and much more. Any text in blue is a hyperlink that will take you to additional details.

Resident Directory

by default, the Resident Directory will first show only those residents who opted to share some of their information. When you click on an owner to select them, their information appears on the right.

Move-In Summary

below is an example of a move-in summary. In this community, only one conveyance occurred within the last 30 days. The name of the new owner and the address both appear as hyperlinks. If you click on one of those hyperlinks, the Property Workspace for that individual owners will open in a new tab. We will take a deeper look at the Property Workspace module in the last section of this presentation.

On Demand

from the On Demand menu option, you can generate a variety of reports on a variety of topics whenever you desire, depending on your needs. To generate a report, simply select Run Report from the Action button next to your desired report. A few favorites include:

Summary – Previous Month

the Summary – Previous Month page displays a dashboard summary for various management activities performed in the last month. Clicking the blue question marks next to any of the items will explain what each of those items is in more detail. Clicking on the blue hyperlinks in the Count column on the right will bring up a detailed list of all individual records that make up that total. For example, if I click on the 11 on the Collections – Referred Accounts row, it brings up another box displaying which 11 accounts were referred.

AP Expense Detail

select this report to view a simplified listing of all YTD expenses for the current fiscal year or the previous year, sorted by vendor. The numbers in the Amount column are hyperlinks; clicking on them allows you to drill down and access more details about that transaction and access a copy of the invoice. To view the previous year, change the year in the “Filter by Year” box on the upper left. After two years, expenditure information is no longer accessible through this report, but remains available in all other AP reports in CiraBooks.

AP Ledger

this feature allows you to generate an A/P ledger showing all expenditures for your chosen date range, sorted by vendor. While the report defaults to the current Accounting Period, users can select the Custom setting in the Range field and select any desired date range in the Period field to yield an A/P Ledger covering any desired date range. The ledger can also be isolated to one vendor by choosing a specific vendor in the Vendor field.

My Submitted Invoices

this feature allows you to submit a vendor invoice through the “+ Submit Invoice” link or look up invoices you personally submitted. It is similar to the Search Invoices feature; the difference is, Search Invoices searches for ALL invoices, whereas My Submitted Invoices only searches for invoices you personally submitted.

Open AP

selecting Open AP allows you to see Open Accounts Payable invoices that have been approved, but not paid yet. Reasons for this may include 1) it is queued up for the next check run which occurs every 24 hours or 2) the invoice could be awaiting board approval. For bills that are paid through EFT, we could be awaiting confirmation from the bank that the withdrawal has occurred via receipt of the monthly bank statement.

Search Invoices

this feature allows you to search all invoices in CiraBooks. The Workflow Status column will indicate if an invoice is queued up for payment or if it has been completed. If your board is configured to approve invoices, you will also see invoices awaiting board approval. Once an invoice has been paid, click on the “Paid” hyperlink in the Payment Status column to access more payment information, including check number, date, and whether the check has cleared the bank.

Submit Invoice

this feature allows you to submit an invoice directly into CiraBooks. Select your desired handling (note additional fees apply for rush handling requests), indicate any special instructions, and upload your invoice utilizing the Browse tool. If you do not have an invoice, as in the case of a resident reimbursement, you may upload the resident reimbursement form with receipts using the “Generate a Payment Request” option instead of the “Upload Vendor Invoice” option. You have the option of stopping there and submitting your invoice for processing. Or you can flip the Enter Payment Details switch to Yes, and add additional payment processing details, such as preferred bank account, total amount, payee, etc.

AR Ledger

this feature allows you to generate an A/R ledger showing all revenue activity for your chosen date range, sorted by owner. While the report defaults to the current Accounting Period, you can select the current fiscal year setting or the Custom setting in the Range field and select any desired date range in the Period field to yield an A/P Ledger covering any desired date range. The ledger can also be isolated to one homeowner if desired by choosing a specific vendor in the Owner field.

Assessment Rules

this feature allows you to view the configured assessment rules for your community. These rules include your assessment amounts and due dates, late fee and finance charge amounts and dates of application, and any special assessments or annual discounts where applicable. Just click the appropriate tab to see the desired information for the appropriate owner type (Homeowner, Commercial, Builder or Declarant). You will notice the assessment amounts are hyperlinks; clicking on them will allow you to drill down and access more details. For example, clicking on the assessment amount of $103.63 opens another box revealing that rate is applied to 562 owners. Clicking on the number 562 would reveal which owners that rate applies to.

Customer Aging

the Customer Aging page is a customizable view of a community’s aged delinquent accounts with a 1-30, 31-60, 61-90 and 91+ display. It is very much like an AR Aging Summary, except while the Summary presents only totals for each aging period, Customer Aging lists out each individual account. When you first land on this page, simply click on the blue “View/Refresh” button to load the data.

Delinquency Detail

the Delinquency Detail page lists ALL owner accounts with a balance, allowing you to research certain details about them. The default view will display the highest Total Due balance at the top of the list. However, the data is displayed in a CiraNet grid which can be sorted and grouped in whichever customized manner you prefer.

Actual vs. Budget

the Actual vs. Budget page is an interactive interface that allows you to compare the actual revenue and expenses for a specific month (current or otherwise) and year-to-date (YTD) versus the community association’s adopted budget. To view the report, 1) select the desired reporting period; the title at the top indicates the period for which the books are closed through. However, you can set the filter forward to an unclosed period to include “in progress” numbers or set it to a prior period (for example, 12/31 to see year end numbers of a prior year). 2) Set the method to Cash or Accrual. 3) Choose the desired Fund (this will differ depending on the number of funds your community has); choosing ALL gives the total of all funds, but generally you will want to change this to Operating to view the day-to-day operating expenses. 4) Click the View/Refresh button to populate the results of the search to populate in the grid view below.

Once you click on an individual invoice, it brings you to this screen where you can see the actual invoice and be provided with another opportunity to reclassify the invoice if it was miscoded to the wrong GL code. In addition, clicking on Payee will take you to that vendor’s profile in the Vendor Management Module should you wish to view their contract, certificate of insurance, look up their contact information, etc.

Benchmark Report

the Benchmark Report provides a roll-up view of certain operational and financial metrics based on a rolling 12-month average. It is designed largely for developers who have multiple properties managed on the CiraConnect platform so that they may be able to view a side-by-side comparison of their communities and averages for each of the categories.

the Financial Summary report provides a high-level Operating Fund and Balance Sheet view of the financial condition of your community association. This allows for a manager or board member to see the overall financial health of the community and understand where the community’s assets and liabilities are.

the General Ledger report functions the same as the AP Ledger report, except this feature allows you to generate a General Ledger showing all expenditures for your chosen date range, sorted by GL code, whereas the AP ledger sorts it by vendor. While the report defaults to the current Accounting Period, users can select the Custom setting in the Range field and select any desired date range in the Period field to yield a General Ledger covering any desired date range. The ledger can also be isolated to one or more desired GL codes by choosing specific GL codes in the From and To fields. Below is an example of a GL ledger for the Accounting Period of 11/1-11/30 for the expense GL codes 5010-7010, all of which is customizable.

Trial Balance

the Trial Balance is a tool for viewing a listing of the accounts in the general ledger for a selected financial period. The accounts include a beginning balance, the total of the debit and/or credit transactions during the period, and the ending balance. The grand total of the amounts in the debit and credit columns should equal each other in this double--entry accounting system. Just as with the AP and GL Ledgers, select your desired date ranges and funds and click the blue View/Refresh button to generate your report.

Architectural Applications

the first item on the Community Management menu under My Work Queue is the Architectural Applications module. This module allows you to see the status of all pending Architectural Applications. This grid displays the name, address and nature of the alteration request (i.e., shed, painting, patio, etc.). The documents submitted will be attached via the paperclip icon in the Docs column. Emails received or sent in conjunction with the request will be linked via the envelope icon in the Emails column. As the committee is reviewing the application, you can view their discussion notes via the notepad icon in the Discussion Notes column. Once applications have been completed (whether approved, denied, or canceled), they remain available for viewing on the Closed Application tab directly behind the Open Application tab.

Board Approvals

the second item on the Community Management menu under My Work Queue is the Board Approvals module. If your board is configured to approve invoices, Architectural Applications, or collection referrals online, this is where board members would go to review and approve those items. Those board members who are configured to vote on such items will receive an email notification when there are items pending their review. The email will contain a link that will take them to the Board Approvals module where the review and approval process will occur.

Once you click on the Action button, another screen appears. You may also view the documents from here if you prefer by clicking on the blue View ACC Details button. Once you have reviewed the documents and are ready to cast your vote, click the green Approve button. If the approval is conditional, click the green Approve with Stipulation button. To deny the application, OR TO REQUEST ADDITIONAL INFORMATION, ask questions, etc., click the red Deny/Request Additional Information button. Any notes you add during this process will appear on the notepad in the Discussion Notes column. However, if you add questions here without clicking on the red Deny/Request Additional Information button, the person handling your ACC’s will not be notified.

Maintenance Work Orders

the third item on the Community Management menu under My Work Queue is the Maintenance Work Orders module. This is where you may view both open work orders and closed work orders, each on their respective tabs. The grid includes columns that will display the date the work order was created, its due date, the vendor the work order was assigned to, and the authorization amount provided to vendor, if applicable. To view additional details about the nature of the work order, click on the little arrow on the far left to expand it, and the work order description will appear. The work order module feeds into the monthly management report as well.

Projects / Tasks

the Projects / Tasks module is our interactive to-do list that is shared between the management team and the board members. A Project / Task can be created for each item that needs to be accomplished for the community. Upon arrival to this module, be sure to change the setting to show ALL tasks to see all tasks assigned to the manager or any other team member. Leaving it set to MY tasks will only display tasks assigned to you.

OWNER WORKSPACE OVERVIEW

Property Workspace

When you first arrive at the Property Workspace for an individual property owner, you will notice it has similarities to the former Property Dashboard in CiraNet Classic and yet has its differences at the same time. The Property Workspace allows you to see owner account information exactly as it appears to your property owners when they log into the Resident Portal. Just like the Community Workspace, the main navigation menu is now on the left instead of across the top. However, just as with the Community Workspace, clicking on the three blue dots on the upper right section of the black menu calls up a horizontal menu that is much like the navigation menu in CiraNet Classic. The options underneath each heading are the same as the options under each menu header on the left. Each of these menus will be explored in greater detail in this presentation. The new Property Workspace menu consists of the following menu options:

Additional Information

the first module on the Account menu is Additional Information. The information contained here is the same as the information found on the Additional Info module on the Community Menu when you are on the Community Workspace. The difference is, when viewing this module on the Community Workspace, you can view all the information for all owners in the community, whereas while viewing this module from the Property Workspace, only the information pertaining to this individual owner will be available. Once again, this is an optional feature utilized only by communities who are required to track owner insurance, leases, vehicle/license plates, etc.

Architectural Application

the next module on the Account menu is Architectural Application. Here you may view Architectural Applications for a specific property owner in a summary format. Any open and pending Architectural Applications will appear on the Open Applications tab, while applications previously approved since we began managing your community be available on the Closed Applications tab. The data grids indicate the nature of the project, date of submission, etc., and you can view the submission documents via the paperclip icon in the Docs column. This module differs from the Manage ACC Module further down this menu which offers a more in-depth look at Architectural Applications along with the ability to report a violation. When

Compliance

the next module on the Account menu is Compliance. This module displays any open deed restriction violations on this property owners account in a quick summary format. This module differs from the Violations Module under the Administration Menu, which provides a more in-depth look at violations at the Property Workspace level and offers the option to report a new violation.

Contact Information

the next module on the Account menu is Contact Information. Here owners can add additional Contacts to their account and tailor their communication preferences. Contacts can be anyone – the property owner, their children, parents, property manager, tenant, etc. The property owner can provide contact information (phone and/or e-mail) for each contact and indicate communication preferences for each individual contact. For example, perhaps the owner prefers to receive billing statements electronically, whereas in the case of a rental, they want their tenant to receive violation notices electronically (in markets where legally allowable). Or the owner prefers to have everyone who lives in the unit (children, parents, etc.) receive community emails containing information about social events, scheduled maintenance, etc. Contacts can be added from Manage Contacts on the upper left. Phone/Email and communication preferences may be modified here as well.

Manage ACC

the next module on the Account menu is Manage ACC. While the Architectural Application module discussed 3 pages back allows you to view Architectural Applications for a specific property owner in a summary format, this module provides additional details and options. For example, the Manage ACC grid displays the project ID, item ID, a hyperlink to the owners account allowing you to open another page and access other account information without losing your place, the application status (submitted to committee, manager review, approved, denied, etc.), links to emails associated with the applications, and access to discussion notes added by committee member during the review of the application. This menu also offers an Action menu on the left which allows modification to the application (perhaps to add additional documents received or modify the description) and the option to create a custom response to the property owner (this is typically done once a decision is rendered).

the next module on the Account menu is Owner Information. This module displays the Owner(s) of Record, their account number, the owner rights and privileges, closing date (if available) and owner mailing addresses.

Property Owners do have the ability to change their mailing address as often as they like on the Resident Portal. Snowbirds may choose to change it when they go away for the winter, and then change it back when they return to their primary home for the remainder of the year. The address history log retains a history of how often the address was changed, by whom, and on what date, visible to internal users.

Portal Dashboard

the next module on the Account menu is Portal Dashboard. This is exactly what the resident sees when logging in to the Resident Portal. It offers a birds-eye view of their account. The first section displays their account balance, and if any funds are owed, it provides a quick and convenient link that may be used to make a payment. The next section contains several quick links to commonly used features, including updating their contact info and mailing address. The Activities section displays their most recently activity, which typically includes their most recent payments. And finally, the Compliance section informs them if they have any open deed restriction violations. If they do not, we thank them for their compliance!

Property Information

the next module on the Account menu is Property Information. This page includes data that uniquely identifies each property in the platform, including legal information and the assessment rules associated with an individual property.

The Account #, Community ID and Check Digit/Pin are what identifies a specific property owner account and the community in which it exists. The Check Digit/Pin is used to secure the account, ensure quality data and validate account information by payment providers to efficiently apply payments to the correct account. It is these three pieces of information residents need to register on the Resident Portal.

Report a Violation

the next module on the Account menu is Report a Violation. This module allows you to report a violation directly into the platform for this particular property owners. Click in the required fields designated with a red asterisk and make the appropriate selection from the drop-down menu. Although not required, it is also helpful to indicate the location, and add a detailed description. Finally, adding a photograph of the violation is recommended, as it allows us to proceed with enforcement without the need to wait to verify the violation on the next inspection. Date and time stamped is preferred, as it is indisputable evidence of the violation.

Resident Portal Documents

the Resident Portal Documents module is a window into the resident’s view when they log into the resident portal and go to this folder. Here they will be able to view community documents that the community association manager has made visible to residents, as well as documents that pertain to their account (i.e., account statements and deed restriction violation notices). Only they will be able to see the documents that pertain to their account; no other residents can see that except for board members.

Restrictions Summary

next is the Restrictions Summary. As mentioned on the Community Workspace section of this presentation, this page displays a summary view of all the restrictions that have been configured in the platform. It provides a reference for owners, boards and internal users to see what is allowed in the community in an interactive format. Just click the + sign on the left to expand any of the sections and click the – to collapse it. This summary includes the rule as stated in your documents, and a simplified explanation of what needs to be done to correct it, which prints on the violation letters. This module contains a convenient search feature, allowing you to search by a key word or words. The listing also appears on the Resident Portal so that residents have quick access to the community rules even if they have misplaced their documents.

Statement

Next on the Account menu is Statement. The page first loads on the Statement tab. Here you can view the account Statement for a particular property owner. This will display all account charges and payments for the date range you select in the Begin Date and End Date fields. Behind the Statement tab you will find the Open Balance tab. When an owner has an outstanding balance, this tab breaks the it out by charge type. This helps you quickly identify what portion of the outstanding balance is assessments vs. late fees, finance fees, fines, legal charges, etc. In most markets, owners cannot be referred to a collection agent for an outstanding balance that does not contain assessments; the open balance tab makes it easy to identify why such an account might not be eligible for referral.

Work Orders

The last module on the Account menu is Work Orders. Here you can view any work orders issued for this individual property owner, including their work order number, description, status and issue date.(Work orders for all owners within the community may be viewed from the Community Workspace under My Work Queue \ Community Management \ Maintenance Work Orders.) Open Work Orders would appear on the Open Work Orders tab, while work orders that have been completed appear on the Closed Work Orders tab. Work Orders are typically issued for a specific property address in condominium and townhomes where the association maintains the unit exterior and/or portions of interior common areas. In single family home communities, this is less likely. If a homeowner reports an issue with a common area, the work order is issued using the address of the common area or amenity instead of the address of the owner who reported it.

If the work order was linked to a Project/Task, the link will appear in the Tasks column. If any photos showing the area in need of repair are linked to the work order, you can view them in the column with the paperclip icon.

To view the violation record associated with an individual property owner, from the Property Workspace, go to Administration and then Violations. Here you may view both open and closed violations for the owner and report a new violation.