Importing Homeowner Information
Importing Homeowner Information
To import homeowner information:
Select Tools > Data Import. If you are using universal navigation, click Settings > General > Data Import.
On the Data Import screen, select the applicable association.
Select the Data Type as Homeowners.
Download the Excel import template and open the spreadsheet.
Enter the following information and save the spreadsheet:
NOTE: A separate spreadsheet must be completed for each association.
Homeowner Account Number: CINC Accounting requires the association code to be added to the front of the owner’s account number.
Homeowner Status: Must be an exact match to a Homeowner Status as listed in CINC Accounting (e.g., Owner, Previous Owner, etc.). The statuses can be viewed under System > Dropdown Options: Homeowner Status. If you are using universal navigation, click Settings > General > Drop Down Options.
First Name/Last Name: Must be separated on two lines. Multiple primary owners may be listed. For example, as: John and Mary as the First Name, and Jones as the Last Name.
Second Owner First Name/Last Name: Second owner information may be entered in the Second Owner Name fields instead of combining them in the First/Last Name fields.
Street Number: Property street number.
Street Name: Separate from the street number.
Address Line 2: If applicable.
City/State/Zip Code
Unit Number: If applicable.
Lot Number: If applicable.
Phase/Village/Block Numbers: If applicable.
Home/Office/Mobile Phone Numbers
Email Address: Multiple email addresses may be entered by separating them with a semi-colon and no space.
Settled Date: Optional.
Billing Type: This is a required field. Enter (A) ACH, (C) Coupons, (E) eStatements, or (S) Statements.
Block Payments: If the homeowner should be blocked from lockbox and online credit card payments, enter Y for Yes; otherwise, the column should be left blank.
Account Type for ACH: If the owner’s billing type is ACH, enter the Account Type: C for Checking or S for Savings.
ACH Start Date: Leave blank. This field should be used only if the owner on ACH wants to delay the start of their ACH draft.
Generate Prenote: Leave blank.
Routing/Account Number: If the owner’s billing type is ACH, enter their bank routing and account numbers.
Alternate Address Information: Enter these fields if the owner has an offsite address as their mailing address:
First Name/Last Name
2nd Owner First Name/Last Name
Street Number
Street Name
Address Line 2
City/State/Zip
Mobile/Home/Office Phone Number
Email Address
Homeowner Section: If applicable. If homeowner sections have been previously created, enter the exact description; otherwise, a new section will be created.
Select Tools > Data Import. If you are using universal navigation, click Settings > General > Data Import.
On the Data Import screen, complete the following as needed:
Secondary Address Type: Select the address type that is assigned to every secondary address that is contained within the import.
Options: Select one of the following:
Append: Will create additional homeowner accounts.
Replace: Will replace the entire existing homeowner base with the import.
1st Letter Capitalization: Select to capitalize the first letter of each word. For example, if the homeowner’s name in the import spreadsheet is JOHN SMITH and the checkbox is selected, the system will reformat the name for import to show as John Smith. Selecting this checkbox may not be a good option with names like “JOHN SMITH III” as it will be formatted by the system to be “John Smith Iii”.
WebAxis Auto-Registration: When enabled, imported homeowners will be added to an Auto-Registration Email Correspondence Job on the Homeowners > Email Correspondence screen, from where you can send the registration notification email. If you are using universal navigation, click Associations > Correspondence Tasks > Email Correspondance.
NOTE: This correspondence does not send automatically. You must send it from the Email Correspondence screen. This correspondence adheres to the New Registration New App email template that is managed in the WebAxis Admin Portal.
Register Alternate Address Email: Select to send registered mail to the homeowner's primary email address and secondary email address.
Upload the saved spreadsheet in the Excel File field.
Click Import.