Matching and Registering Contacts for the Community Portal
Matching and Registering Contacts for the Community Portal
When a homeowner registers through the WebAxis Homeowner and Board Portal or the Homeowner & Board App, CINC Core attempts to match the registration to an existing contact record.
Matching can occur automatically or manually depending on your system configuration and the circumstances of the registration. Once a match is made, the contact record is updated with the details entered during registration.
Auto-matching links the registration to an existing contact record automatically when auto-match is enabled and the parameters are met, including a matching email address between the registration and the contact record in CINC Core.
Manual matching is required when auto-match is not enabled, the system cannot find a match, or the registrant identifies as a tenant. In these cases, an admin must review and act on the pending registration.
Contacts & Consent - Enabling Auto-Matching WebAxis Registrations to Contacts
Auto-matching streamlines the registration process by removing the need for admin intervention when the system can confidently identify a match.
When an Auto Match Method option is enabled, the system automatically links the registration to a contact record if:
The auto-match parameters are met
The email address entered during registration matches the email address on the existing contact record in CINC Core
If both conditions are met, the registration is approved and the contact record is updated automatically.
Follow these steps to enable an auto-matching option in WebAxis:
In WebAxis Admin, go to System Settings > Miscellaneous Parameters.
The Miscellaneous Parameters page displays. Click the Registration Options tab.
Select an Auto Match Method option from the drop-down list.
Click Update.
Contacts & Consent - Manually Matching Resident Portal Registrations in WebAxis
When auto-matching is not enabled or cannot find a match, admins must manually review and process pending registrations from the WebAxis Admin Portal. This also applies any time a registrant identifies as a tenant, regardless of whether auto-matching is enabled.
Follow these steps to manually match WebAxis registrations to contacts:
In WebAxis Admin, go to Administration > Approve Pending Registrations.
The Approve Pending Registration page displays. Tenant denoted by pink dot in the Homeowner Account field. Click the registration you want to approve. It highlights when selected.
Click one of the following options:
Validate and Register User: Proceeds with matching and prompts you to search for an existing contact record.
Delete Pending Registration: Removes the registration with no notification sent to the registrant.
Deny Registration and Email: Prompts you to enter a denial code that is displayed to the registrant.
Convert to Homeowner Registration: (only displays when tenant record selected) Reclassifies a tenant registration as an owner registration. You can then match it to an existing homeowner record or create a new one.
If you select Validate and Register User, enter filters on the Pending Registration page and click Search. A legend on the page displays each contact record's persona to help you identify the right match.
Select the appropriate contact record and click Match to Selected Contact. If no matching record exists, click Create New Contact.
On the Create New Contact - Select Property window, select the type of contact record to create:
For a new owner contact, search for and select a property record, then click Create New Contact. On the Register confirmation window, click Register.
For a new non-owner contact, click Create New Contact without selecting a property. On the Register confirmation window, select Active Tenant or Previous Tenant, then click Register.
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Once matched and registered, the contact record is updated with the information entered during registration. You can view and manage contact records on the Contacts tab of Homeowners > Homeowner Listing > Primary Homeowner Information in CINC Core.
Additional Contact Matching Rules for the Community Portal
The Homeowner & Board App uses a homeowner's email address as the unique identifier when matching them to an existing contact record in CINC Core. This ensures that homeowners are matched accurately and that contact personas are kept up to date.
Homeowners are only matched to contacts with the same persona (owner or tenant) or to contacts without an assigned persona.
Persona is determined by the Contact Persona toggles on the Contacts tab of the Homeowner > Homeowner Listing > Information tab in CINC Core.
Manual approval is still required for tenants, when the property address cannot be identified, or auto-matching fails.