File a Violation Report as a Community Administrator (Assign a New Violation to a Form)

As a community administrator, file a violation based on conditions you observe or that others report to you.

  1. Click on the “Forms” tab on the vertical Dashboard menu at the left side of the screen.
  2. Click on the “Violations” tab.
  3. In the “VIOLATIONS” window that opens, locate the applicable violation form in the list.
  4. Open the “ACTIONS” column’s three-dots menu and choose “Assign New Violation.”
  5. In the “VIOLATION DETAILS” window that opens, select the assignee. This can be an individual resident, a property address, a common area or other community location, or any other possibility.
    • To assign a violation to an individual, activate the “Organization Member” radio button to reveal “Select a Member” dropdown menu and select the person by name. The menu contains the names of all community members.
    • To assign a violation by address, activate the “Household Address” radio button to reveal the “Select a Household” dropdown menu. The menu contains all addresses added to the Households feature. Note that if your community does not activate and use the Households feature, this option is not available.
    • To assign a violation to a common area of the community, activate the “Main Organization” radio button. Enter a description of the location in the “General location of violation” box.
    • To assign a violation to another individual or location, activate the “Other” radio button. Enter a description of the location in the “General location of violation” box.
  6. Identify the type of violation. Open the “Violation Type” dropdown menu and select the appropriate option.
  7. Classify the status of the violation. Open the “Violation Status” dropdown menu and select the appropriate option.
  8. Enter the date of the violation report, or the date on which you observed a violation condition. Click in the “Date Reported” box and select the date from the calendar. Click on the “Set” link to apply the date.
  9. In some cases, you will open the “Violation Details” window to enter a resolution date following the closure, completion, or dismissal of a violation. To enter this date, click in the “Date of Resolution” box and select the date from the calendar. Click on the “Set” link to apply the date.
  10. Enter a description of the violation in the “Violation Description” box.
  11. In the “Action(s)/Consequence(s)” box, enter a description of the corrective actions and/or consequences of non-compliance.
  12. In the “CC&R Violation Reference” box, cite the relevant portion(s) of covenants, rules, or regulations that define and govern the violation.
  13. Set the “Will Fine Be Assessed?” radio buttons to “Yes” if monetary penalties are associated with the violation.
  14. Enter further remarks about the violation in the “Additional Comments” box.
  15. Enter the community address and/or contact information in the “Organization Contact Information” box. This information will appear on notifications sent to the resident.
  16. On the “Upload photos, documents, or other files” box, click on the “Browse” button to locate exhibits and attach them to the violation.
  17. When you are satisfied with your violation entry, click on the “Save” button.
    • To exit the process without creating a violation, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.