Adding Property Records

Expand the Association Affairs main menu option, expand the sub-menu option Lots, then select Add New Lot.

As with all menu options, the word Lots can be changed to properties, homes, or any other word need to customize the system for individual clients.

A blank Property Details screen will appear.

Fill in the property information in this preliminary screen and click Update.

After updating the record, go to the Lots grid and click the refresh button.

The new property will populate the grid.

Make sure the New Lot tab is closed by clicking the red X icon.

Click the Lot number to return to the new Lot record. The tab line at the bottom of the screen should appear.

As always, when new information is added, or as edits are made, click Update to save changes.

With the Property record created, you can relate existing members to the property.

See Add Member for instructions for adding owners, and other members, and member Types, to the system.

Members can only be added to the properties if they already exist in the system.

To add an existing member to a property, click the text link in the Member tab that says “Click here to add new item”.

The Members tab grid will expand so that you can add records in individual rows.

Begin by expanding the dropdown menu under the Members column and selecting the appropriate member.

You can also define the relationship the member has with the property and if the member is a resident.

And further define the Member Type.

When all the appropriate members are related to the property, click the Update button.

All member Types are self-manageable, and system users with administration roles will manage the menu options in the Value Lists section of this system.

See Add Member for instructions for adding Member Type to the system.

When properties have been added to the system, the use can search for properties by expanding the Data Management main menu option, and selecting the Properties sub-menu item.

The Properties screen grid will open.

By clicking on the Property ID in the screen grid…

…the property details screen will open.

You may now manage additional information from within the row of tabs located at the bottom of the details screen.

Each tab, such as Guests, Vehicles, Incidents, etc, will always have a fully integrated relationship to the property, as well as with each other, and the members applied to the Members tab.

Guests

For gated communities, the Guest tab provides a way for the system to manage passes for non-member visitors to the community. Passes for guests and vendors that will be going to the property from the gate will typically be requested by the resident.

Some gated communities offer amenities to non-members, and they too may require a time-restricted pass in order to enter the community and proceed to these amenities, which could be anything from restaurants to golf courses.

If the guest will require a pass in order to enter a community, please see the instructional document for Adding Guest Passes. If there is no need to manage guests, as with non-gated communities, this tab can easily be removed at your request.

Adjoining Properties

In some communities, it is common to relate adjoining properties, and this can be done by opening the Adjoining Lots tab and clicking on the “Click here to add new item” text link.

The dynamic Lot dropdown menu will activate so that you can select the adjoining lot.

Click outside the grid row to register the record to the grid.

Click Update when this task is completed successfully.

Violations

Please see the Violations Management instructional document for the Violations module details.

Vehicles

Occasionally, it is common practice to relate vehicles to properties and the members associated with the property, and more so in gates communities where vehicle identification and passes require some level of management.

If there are parking restrictions for each property, you may input the maximum number of vehicles allowed for the specific property.

Open the Vehicles tab and click the “Click here to add new item” link to add as many vehicles as allowed.

Members associated with the property can be selected as the vehicle owner.

Key in or select the appropriate Vehicle data.

When the vehicle data has been applied, click the Update button.

The screen will refresh to display the information add to the Vehicles tab grid.

When vehicles have been added to the system, you can search for existing vehicle data by expanding the Data Management main menu option and selecting the Vehicles option.

The Vehicles search screen will appear with search filters at the top of the screen and vehicles in the screen grid at the bottom of the screen.

Use the menu filters to limit the vehicles displayed in the grid.

Boats

Watercraft can also be assigned to the property in a similar manner, and you may limit the watercraft, and types of watercraft, associated to the property, and relate the watercraft to individual members associated with the property.

Open the Boats tab.

If there are boat restrictions for each property, you may input the maximum number of boats allowed for the specific property. These values can be defaulted if there is a community-wide restriction.

Click the “Click here to add new item” link to add boat records.

Key in or select the appropriate watercraft data.

And don’t forget to click Update in the top left corner of the details screen.

Most menu options are self-manageable in the Value List section of the Administration tools. Expand the System Admin main menu option and select Manage Value Lists.

The Value Lists screen grid will appear.

List items such as Boat Types, vehicle Colors, etc, are already defaulted for new clients, but these are highly customizable elements in the system.

Clicking one of the items in the list will expand the management screen. As items are edited or added to the Value Lists, click Update.

All additions and changes will dynamically appear on the appropriate menus.

For more information on managing dynamic menu items, please contact your system support specialist.

All tabs for cars, watercraft, RV vehicles, golf carts, etc, follow the same standard management process.

Vehicle, Boat, and Golf Cart specific fields can be added or customized, if required.

Other Vehicles, such as RV, Aircraft, etc, can also be added to the system.

All vehicle records can be related to a storage space, parking space, boat slip, High & Dry, etc.

All storage spaces can be self-managed easily, and rental fees can be managed and collected for these spaces as well.

Once the storage spaces are added to the system, they can also be selected in the vehicles tabs.

For more information about parking and storage spaces, please see the Add Rental Spaces instruction document or contact your system support specialist.

Deals

The Deals tab is where the transfer of ownership workflow can be managed.

To begin, click the Click here to add new item text link.

A new record popup will appear.

Communities may manage applications for new homeowners and renters, but this process can be customized to provide alternative workflows.

A new homeowner or renter can be added as the member type “Applicant”, and the Applicant status can be managed throughout the application process.

Perhaps an application fee, renter fee, or new owners’ fee applies to your community’s workflow. If this is the case, then the Management Gateway can manage this process.

If no application process is needed, new members can be added to the Members database, the word Applicant can be changed to “Owner or Lessee”, and the system user can select the new member during this transfer process.

All fields on this popup can be customized. Once the appropriate new member is added, we can manage the application process.

The process involves managing the status of the process…

And adding dates of when the application was submitted, and the closing date of the transaction.

We can also manage the addition of other new members or the removal of existing members from the property record here in the popup.

All members that are currently related to the property will dynamically display in the Remove Members menu. Check the boxes next to all the appropriate members to be removed.

All members that are currently in the system will be dynamically displayed in the Add Members menu.

Click the OK button the complete the transaction.

The new details for members in the Property Details will now display. Always remember to click Update if the Update button is active (not grayed out).

The remaining tabs in the row of tabs at the bottom of the property details screen, such as Architectural records, Legal Action, Incidents, etc, all have their own workflow, and documents for each are provided separately.

Please see these related documents, or contact your system support specialist if you have any questions about where to find them or if you have any questions about the workflow in this document.