Configuring Violations
Configuring Violations
Once violation types (see Setting up Violation Types) and sub-violation descriptions (see Adding Additional Sub-Violation Descriptions) are set up, violations need to be configured before they can be assessed to homeowners.
Configuring a New Violation Configuration
Select CCR > Violations Setup. If you are using universal navigation, click Residents > Violations > Setup.
On the Architectural Violations screen, search for and select the desired association. A blue dot next to a violation indicates a violation previously copied to create a new violation. Each row represents a violation configured for the selected association.
Click New.
You can also create a new violation for the selected association or another association by copying an existing violation. Select the checkbox next to an existing violation, click Copy, and then click Paste. On the Paste - Violations Setup(s) screen, select the checkbox next to the association to copy the violation to and click Paste.
On the Violations screen, complete the following fields:
Violation: Title describing the violation.
Violation Type: Select an option from the dropdown menu. (See Setting up Violation Types).
Maximum Fine: Enter the maximum amount to charge per violation. Once the homeowner reaches the maximum amount set, they will no longer be assessed a fee. If this field is left blank, the system will continue to apply a fine for the violation regardless of the overall total.
Details/Instructions: For internal notes.
In the Choose Mailing Addresses section of the screen, select the address to which the violation letter(s) should be mailed. If multiple address types are selected, multiple letters will be generated and mailed to each location. The Chosen Name/Address tag must be used in the violation letter when selecting mailing addresses from this screen.
In the Violation Items section of the screen, complete the following information:
Item: List any violations related to the title as listed in the Violation field. For example, if Maintenance/Repairs is the violation title, Violation Items could include roof, gutter, garage door, etc. Violation Items should be listed in alphabetical order for easy access.
Select Template: Select the template option from the dropdown. This can be a global, general sub-template, or an association-specific template.
Assessment: Choose the assessment that should receive the violation fine amount once it is approved.
Fine Amount: The amount that the homeowner will pay for the violation.
Frequency: The frequency at which the fine should be charged based on the violation.
Covenant: Specific property violation terminology. This will add the verbiage from the association’s policies/rules and regulations regarding the violation.
Starting on Level: The covenant verbiage will begin displaying in the violation letters on the level that is selected here. Levels must be set up prior to an option being available in the dropdown.
To add a new violation item, click Add. To delete a violation item, select the checkbox next to the violation items to be deleted and click Delete.
In the Escalation Plan section of the screen, complete the following:
Level: Enter the title for the level of offense (e.g., Friendly Reminder, Level One, Level Two, etc.).
After Number of Days: Enter the number of days each level should stay in the specific status, e.g., Level One: 7 Days, Level Two: 14 Days, etc. This column indicates when the violation is due for escalation.
Main Letter Template/Fining Policy Template: Choose the main (required) and fining (if applicable) templates from the dropdowns.
Certified: Toggle (off/on) whether the letter should be sent via certified mail. The certified mail number will be included in the letter. The Certified Mail tag must be used in the letter.
Assess Fine: Toggle (off/on) whether a fine should be assessed at the specific level.
To add a new escalation plan, click Add. To delete an escalation plan, select the checkbox next to the escalation plan to be deleted and click Delete.
Click Save to save the violation or Save & New to save the violation and create a new violation.
Editing a Violation Configuration
Select CCR / Violations Setup.
On the Architectural Violations screen, search for and select the desired association.
Select the hyperlink of the violation to edit.
Update the violation as needed.
Click Save.
Deleting a Violation Configuration
Select CCR / Violations Setup.
On the Architectural Violations screen, search for and select the desired association.
Select the checkbox(es) next to the violation to delete and click Delete.
Click Ok on the confirmation popup.