Village

End-user documentation

Village / HOA

Homeowners association operations for homes, lots, zones, residents, households, vehicles, pets, credentials, security, incidents, dues view, governance, and resident portal.

Purpose and What Problem This Solves

The Village module organizes community operations for subdivisions, gated communities, and HOAs. It connects homes, residents, access credentials, security activity, incidents, dues visibility, documents, and governance records into one village management workspace.

Who normally uses this module

What You Can Do Here

• Maintain zones, homes, lots, households, residents, memberships, vehicles, pets, and access credentials.
• Operate security console workflows and incident records.
• View dues information linked to clients/invoices where configured.
• Manage announcements, documents, governance, amenities, violations, and improvements as phases mature.
• Support resident self-service through a resident portal.

Core Concepts and Terms

Learn these words first. Most user mistakes happen when a beginner opens a form without knowing what the record represents.

Beginner Quick Start

Use this first-run path in a training database or with a supervised account before handling live records.

1. Create zones and homes/lots before adding residents.
2. Register households, residents, vehicles, pets, and access credentials.
3. Review dashboard and lot-status grid for completeness.
4. Test security console flow for visitor, credential, or incident use cases.
5. Confirm dues, announcements, documents, and portal behavior with a pilot resident account.

Standard Operating Procedures

These SOPs describe the routine operating pattern. Your company policy may add approvals, attachments, or segregation-of-duties controls.

Register a new household

1. Confirm the home/lot, owner or tenant status, move-in date, and required documents.
2. Create or update household and resident records.
3. Add vehicles, pets, emergency contacts, and access credentials as applicable.
4. Review portal access and dues mapping before handoff.

Handle a security incident

1. Record date, time, location, involved residents/visitors, and a factual description.
2. Attach evidence or photos if policy allows.
3. Assign follow-up owner and status.
4. Escalate urgent safety, legal, or board matters according to HOA policy.

Review village operations

1. Check lot status, pending credentials, open incidents, dues exceptions, and announcements.
2. Review access lists for move-ins, move-outs, expired passes, and vehicle changes.
3. Coordinate maintenance, violations, or governance follow-ups.
4. Share board or resident updates through approved channels.

Industry Notes and Good Practice

• HOA records affect security and billing. Keep resident, vehicle, credential, and dues information current.
• Incident notes should be factual and timely. Avoid speculation or personal comments.
• Access control depends on lifecycle: issue credentials, update when residents change, revoke when no longer valid.
• Resident portals work best when data is clean before residents are invited.

Controls, Data Quality, and Review Checklist

Use this checklist during onboarding, monthly review, and process audits.

• Every home has correct zone, lot status, owner/tenant relationship, and contact path.
• Credentials have issue date, owner, status, and revocation process.
• Incidents have owner, status, evidence, and follow-up notes.
• Dues mapping is reviewed against Finance/Sales records before resident communication.

Related ERPat areas

FAQ and Troubleshooting

Why can a resident not access the portal?

Check membership, portal account, contact email, module settings, and permission/visibility rules.

Should dues be edited in Village?

Village may show dues, but financial source records usually come from Sales/Finance invoice workflows.

What if a resident moves out?

Update household/member status and revoke or expire access credentials according to policy.

What should beginners set up first?

Zones, homes/lots, households, residents, vehicles, credentials, and security incident workflow.

ERPat Village / HOA user guide. This static HTML page is documentation-only and does not change module routing, permissions, or runtime behavior.