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As and Admin, Can I file a Violation Report or assign a new Violation?

File a Violation Report as a Community Administrator (Assign a New Violation)

Also searched as: assign a new violation, admin report a violation, add violation details, violation assignment form

When to Use This

Use this when you (as an admin, property manager, or board member) directly observe or receive a report of a violation and need to assign it — rather than waiting for a member to submit one through a public violation report form. This lets admins report violations quickly without relying on member submissions.

 Steps

  1. Click the Forms tab on the vertical Dashboard menu, then click the Violations tab.
  2. In the VIOLATIONS window, find the applicable form in the list, open its ACTIONS column's three-dots menu, and choose Assign New Violation.
    • Alternatively, click the number in that form's Pending, Open, or Closed column (or click View All Violations to search across every form) to open the VIOLATION STATUS window, then click the Assign New Violation button there.
  3. In the VIOLATION DETAILS window, select a Violation Assignee:
    • Organization Member or Household Address — choose from a dropdown pulled from your existing Member/Household data.
    • Main Organization or Other — type a brief description in the field that opens below. Use these for issues in common areas (a clubhouse, pool, playground) or other spaces the community is responsible for.
  4. Select a Violation Type from the list, or choose "Other" and specify the location if none fit.
  5. Choose the Violation Status (see "Violation Status Definitions and Violation Types" for what each option means).
  6. Enter the Date Reported (the date of the initial report). Enter a Date of Resolution later, once the violation is corrected.
  7. Fill in the required Violation Description field with the details of the report.
  8. Fill in the optional fields as needed: 
    • Action(s)/Consequence(s) — the corrective action required and the consequences of noncompliance.
    • CC&R Violation Reference — the specific community rule that governs the violation.
    • Will Fine Be Assessed? — if yes, enter a Fine Assessment Date and Fine Amount, which is included in the notification sent to the assignee. Note: the system does not generate an invoice automatically for a fine — you'll need to create a dues item, one-off Wallet invoice, or One-Time Charge separately so the member can pay online.
    • Additional Comments — any further notes.
    • Organization Contact Information — a community address or contact the assignee may need during remediation.
    • Upload photos, documents, or other files — supporting evidence, reference material, or documentation of governing rules.Fill in the optional fields as needed:
  9. Click Save to send a violation notification to the assignee.