NOTE:
NOTE:
Setting up Board Members and Committee Members
Setting up Board Members and Committee Members
The process for setting up Board Members for an association involves performing the following procedures in this order:
Configuring Drop-Down Options for Board and Committee Setup
Before adding board or committee members, you should first define any additional drop-down options for Board Member Type, Board or Committee Type, Board Responsibility, and Homeowner Address Type so the correct selections are available during setup.
Whenever possible, edit default options rather than deleting them. Deleting default options can have broader system-wide impacts and may affect other settings or workflows that rely on them.
If an option must be removed, select the checkbox next to the option and click Delete.
To create additional options for drop-down fields:
Select System > Drop Down Options. If you are using universal navigation, click Settings > General > Drop Down Options.
On the Maintain Drop Down Options screen, select the appropriate option from the Drop Down List. The options for the selected drop-down display.
To add a new option to the drop-down, click New to add a new row to the table.
Enter the appropriate drop-down option and then click Save.
Setting up Term Expiration Reminders for Board and Committee Members
Term expiration reminders notify you when a board or committee member’s term is nearing its end. Alerts are user-specific and can be configured for a single association or applied across all associations, allowing you to tailor reminders to your responsibilities.
To set up a term expiration reminder:
Select File > Alerts/Reminders. If you are using universal navigation, click Notifications > Alerts Setup.
Select an association to set up alerts/reminders for a specific association or select All to set up alerts/reminders for all associations.
NOTE: Saving alerts/reminders for all associations overrides any alerts set for individual associations.
On the Alerts/Reminders List screen, enter the number of days from today until the term for a board or committee member should expire in the Board/Committee Member Term Expires field.
Select the Enable checkbox associated with this reminder and then click Save.
To see which alerts would be triggered if they were enabled, you can select a Preview checkbox and then click Preview.
Once set up, alerts and reminders run daily. Alerts can be viewed by clicking the Alerts link on the left-side navigation menu.
Managing Board and Committee Members for an Association
Once drop-down options and term reminders are in place, you are ready to add and manage board and committee members for an association. This process allows you to designate the appropriate individuals, assign roles, and ensure they have the correct visibility and access for association-related tasks and communications.
To manage board and committee members in an association:
Select Homeowners > Homeowners. If you are using universal navigation, click Residents > Residents > Resident List.
Search for the appropriate homeowner record and select the checkbox.
Click the Addresses tab.
To add a separate address for the homeowner, click New on the Additional Addresses screen for that homeowner.
On the blank form at the bottom of the screen, select Board from the Address Type drop-down list.
NOTE: The option selected depends on what was set up in System > Drop Down Options as a Homeowner Address Type. If you are using universal navigation, click Settings > General > Drop Down Options.
Enter the remaining homeowner information and then click Save.
Information such as the address and email can match the primary record. However, updates to the individual’s original address or email do not affect the board member record, and changes to the board member record do not affect the primary record.
Click the Copy icon next to the Name and Address fields to quickly populate those fields. Ensure that you delete information from the Second Name fields.
An Email address is required because it is used by the system to email boards.
To manage homeowners in the board member directory:
Select Setup > Association Setup. If you are using universal navigation, click Associations > View All.
Enter the name of the association in the Filter Search field or enter % to pull all associations.
Click Refresh.
Choose the association to be edited by clicking on the association name.
Click the Directory tab.
On the Board members screen, select Board Members as the View option. This screen displays board members as well as committee members for an association.
Select the appropriate member type from the Board/Committee dropdown and click Refresh. The committee types are created in the System > Drop Down Options. If you are using universal navigation, click Settings > General > Drop Down Options.
To delete an existing member, select the checkbox next to that member’s name in the grid and click Delete.
To view (or edit) an existing member's information, click on the member’s information (underline) in the grid. Their information will auto-populate in the bottom portion of the screen. To save the edited information, click Save.
To add a new member to the board or to a committee, click New.
NOTE:
At the bottom of the screen, enter the following information and click Save: Dropdown field options should be set up in System > Drop Down Options prior to setting up the members of the board or the committees. If you are using universal navigation, click Settings > General > Drop Down Options.
Name: Use the Search to find and select existing association homeowners.
Type
Board/Committee: Choose the group to which they are to be assigned. A homeowner that is on both the board and a committee should be set up separately for each group.
Term Expires
Responsibility: Choose the member’s additional responsibility, if any.
Board Title
Address, City/State/Zip
Birthday
ID Number
FinCEN ID
Home Phone/Mobile Phone/Work Phone
Email
Comment
Board Login: If the member has been set up with a login under System > Users, choose their name from the dropdown list. If you are using universal navigation, click Settings > User Management > User Management.
Identification Documents
