Add a community item when you want homeowners to be able to purchase something from the association, such as a gate remote or a clubhouse key. When you add an item, you define what residents see, how much they pay, whether the purchase is refundable, and how fulfillment and email notifications are handled. You can also use these steps to review the settings for an existing item.
Follow these steps to add a new community item:
In CINC with universal navigation, go to Residents > Community items and services > Manage items.
The Manage Community Items page displays. Select the appropriate Association from the drop-down list.
Click Add New.
Note: Click Edit to update an existing item and then click Update.
The Add Community Item window displays. Complete the appropriate information.
Name: The title of the community items as residents will see it, such as “Pool Key Fob” or “Clubhouse Rental Deposit”. Keep it short and recognizable.
Description: A summary of what the item is, what the purchaser receives, and any details they should know before buying it (pickup instructions, eligibility, usage rules, and so on).
Add Photo Gallery: Attaches a photo gallery to the item so purchasers can see images of it. Select the checkbox, then select a gallery from the Select a Photo Gallery drop-down list. The gallery must already exist in the community’s photo galleries.
Link a Document Folder: Links a document folder to the item so purchasers can access related files, such as rules, instructions, or forms. Select the checkbox, then select a folder from the Select a Document Folder drop-down list.
Enabled: Controls whether the item is available for purchase. When selected, the item is visible and can be purchased. When not selected, it is saved but hidden or unavailable, which is useful while you are still setting it up or when you want to pause sales temporarily.
Payment Amount: The price the purchaser pays for the item entered in dollars.
Refundable: Marks the item as eligible for refunds. When selected, authorized users can refund purchases of this item.
Disclosure Agreement: Requires purchasers to review and agree to terms before completing the purchase. Select the checkbox, then enter the text in the box below, such as a liability waiver, usage policy, or refund terms. Purchasers must accept it to proceed.
Auto Fulfil: Determines what happens to an item right after its purchased:
Yes: The item is fulfilled automatically and you do not need to track fulfillment. This purchase displays in the Completed tab.
No: You must fulfill the item manually and want to track it. This purchase displays in the Fulfillment Queue tab.
Email Notification: Controls who is notified when a purchase or refund occurs. By default, payment and refund confirmations go to the purchaser. The settings below apply to the recipients you designate here:
Mgr/Board/Committee/Other: Click and select which groups or roles receive notifications.
Email: Enter additional recipient email addresses outside these groups. To add several, separate each with a comma.
Send Payment Confirmation Email: When selected, a confirmation email is sent to the designated notification recipients each time a payment is received for this item. The purchaser still receives their own confirmation by default.
Send Manual Fulfillment Completed Email (Internal Only): When selected, an email is sent to the designated recipients when someone manually marks the purchase as fulfilled from the queue. This is for internal tracking only and is not sent to the purchaser.
Send Item Refunded Email: When selected, an email is sent to the designated recipients when the item is refunded.
Click Add.