How do I track association violations in Buildium?

If the owner of a unit in an association violates one of the association's policies, you want to be sure to keep track of that violation.

Buildium allows you to create custom violation tracking that can be assigned to association owners and reported on. 

In this article, you'll learn:

  1. How to set up custom violations
  2. How to record violations to an association owner
  3. How to charge residents for violations
  4. How to notify residents of violations
  5. How to report on violations

1. How to set up custom violations

Parking violations, trash violations, and noise violations are all violation types you may need to track for your residents.

In Buildium, you need to create each violation category as a custom event, and use the event history feature to track them.

To set up custom violation categories:

    1. Navigate to Settings > Application settings.
    2. Click Event History.
    3. Select Add an event to fill in the information for your violation.
    4. In the Event for section, choose Association owners.
    5. Name your event, something such as Parking Violation.
    6. Enter a default comment to appear when you record the violation for a property owner. You can also leave this area blank and fill in the comment as you go.
    7. When you're done adding your custom events, click Save.

violations_event_history_1.gif

Before you start tracking violations for residents, make sure to add any violation categories you will use in the future. You can add as many custom violations or events as needed.

2. How to record violations to an association owner

When you need to record a violation for an association owner, you can do so from their account ledger.

To record a violation for a specific association owner:

    1. Navigate to Associations > Ownership accounts.
    2. Click on the name of the association owner you want to track a violation for.
    3. From the account summary page, select the Event history tab.
    4. Click Add an event, then select the date of the violation.
    5. Choose the Event type from the drop down menu.
    6. If there are multiple owners of an association unit, indicate which owner to tag the violation to.
    7. Add any comments regarding the violation in the Details section, then click Create event.

violation_event_history_2.gif


Once an event is saved, you can edit or update them from the same Event history page.

3. How to charge residents for violations

It's recommend to add a new income account to track violations in your chart of accounts called violation income. You can use this violation income account any time you need to charge fees to association owners for violations.

To charge a fee to a specific resident for a violation:

    1. Navigate to Associations > Ownership accounts.
    2. Click on the name of the association owner you want to charge for a violation.
    3. From the account summary page, click on the Financials tab.
    4. Click Enter charge, and fill out the form. Choose the date, amount, and use the violation income account you created.
    5. When you've finished the form, click Save charge.

 

To charge violation fees for multiple residents at once:

    1. Navigate to Associations > Associations
    2. Click on the Association in question.
    3. From the association summary page, select the Units tab.
    4. Click Enter bulk charges and fill out the form.

Click here to learn more about entering bulk charges

4. How to notify residents of violations

You can use mailings to quickly record notices and inform your residents of violations. 

To create a custom violation mailing template:

    1. Navigate to Communication > Mailing templates. 
    2. Select Add template to create a new template for a violation notice.

Once the violation notice template is saved, you can use the template to generate a mailing to be sent to one or more residents.

To send a violation notice mailing:

    1. Navigate to Communication > Mailings.
    2. Click on Create a mailing, and choose the violation notice template you created.
    3. Add recipients, select a mailing sender, then click Save.

When your mailing has generated, you'll have the option to print manually, email a PDF of the mailing, or use EZMail to have Buildium print and mail the notices for you.

Click here to learn more about mailings

5. How to report on violations

You can run reports on different violation types for a specific period of time.

To report on violations:

    1. Navigate to Reports > Event History.
    2. Choose the association you want to run the report for, the entity type, and the violation type.
    3. Select a date range, then click Download report.

violation_event_history_tracking_report.gif

 

Article #: 219865247

 

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