The Main Units Page of the EasyHOA Software

The units page is located in the main menu on the left when logged into the software. The units page is where you can search for and work with a "specific unit" in your community. The main unit page of the software is not the same as the "specific unit page" for a specific unit in the software. The main units page in the software is where you can go and search for and work with a specific unit. When you click on the units page in the software, it will take you to the main units page. When you are on the main units page you will see a list of units that shows the following column titles, unit title - this shows the name of the unit, address of the unit, subdivision, lot number, balance, owners, created date, and archive. At the top left of the units page, you will see a search units search bar where you can search for and find a specific unit to work with. To the right of this search bar is a filter dropdown that allows you to filter this units list by All, autopay-active, autopay-not active, and then archived. To use this filter dropdown for example you can select that autopay-not active option and the report will reload to only show those units that are on autopay but not active. To the right of this filter dropdown is another filter dropdown option where you can choose how many results you want to show on the units page, you can show 15, 25, 50 or 100 results per page. To the right of this filter dropdown is a "settings" button. If you click on this settings button it will take you to the unit settings page. On this unit settings page at the top is a section called "existing custom fields". This existing custom fields section shows a list of all the custom fields that have been created. It will show the custom field title, type, whether it is required, editable by the owner, and then an actions column where you can edit or delete this custom field. When you delete a custom field you will lose any data that had already been collected and saved in the field. Below this existing custom fields section is a section called "add custom fields". This add custom fields section is where you can add a custom field that will show up as an option when adding or editing a unit. Under the add custom fields section you can add a field title, field type, whether it is a require field, and then whether you will allow owners to edit this field when they are logged in to their owner account. Once you enter this information, you can click on the "add custom field" button. Once you have added the custom fields you wanted click on the "save settings" button at the bottom right of this page. On the main units page to the right of the "settings" button, there is a "filter" button. If you click on this filter button a little dropdown menu drops down and you will see a checkbox next titles of unit, address, subdivsion, and lot number. If you uncheck the checkbox it will hid that piece of information from the main units list on the page. For example if you uncheck the box next to lot number. Then the lot number column will be hidden from the units list. On the main units page to the right of this filter button is a button called "add unit". If you click on the add unit button it will take you to the add new unit page. This is where you would add a new unit into the software manually. At the top of this add new unit page is a section called Unit Information. At the top right this section you will see a little toggle option that you can toggle on or off called "is rental". If you toggle this is rental option on you will be marking this unit as a rental unit in the software. Once the unit has been marked as a rental you can now go to the edit page for that unit and you will see a new section that now shows up called "renters info" this is where you can add specific renter info like name email phone and notes. Note this renters info section is located on the edit or add unit page of the unit. If you are trying to mark a unit that has already been created first go that units page, and turn on the is rental toggle button. Once the unit has been made a rental you can go back to the edit page of the unit and enter the renter information. In this unit information section you have the following fields of information that you can enter as you are creating the unit. Unit name, subdivision, lot number, address 1, address 2, city, state, zip, and then any custom fields that have been created for units. If you have not created any custom fields in the software you will not see any custom fields on this page. Below this unit information section on the add new unit page is a section called "unit billing info - association due". Under this unit billing info - association due section is where you would add the information of how you want the software to bill this unit. At the top left of this section is a toggle option called "skip due info". If you toggle this skip due info option to on then it will grey out the fields under this unit billing info section meaning you would not be entering any billing information in when you are creating this unit. If you leave the skip due info toggle to off then you will need to enter the following billing information for the unit, Amount - this is the amount you want the software to charge this unit, Fee Type - this a dropdown where you select what this amount is for. Usually you select due as this would be the main HOA due for the unit, Repeats Every - this where you can choose how often this amount will be charged in months, so if you leave a 1 in this field it would mean the software is going to charge the amount you entered above every month, the next field is the "starting on" field, this is where you would enter the date that this fee will start, below this is a notes box where you can add any custom notes to be associated with this due and then at the bottom right is a "Create" button. When you click on this create button it will create the unit with the information you entered above and set the unit up with the unit billing info that you entered above as well. On the main units page where it lists all the specific of the association units below, you can click on the unit name or address of the unit and it will take you to the unit page for that specific unit. On the unit page for a specific unit you will see at the very top left of the page the following buttons, Unit, billing, make a payment, payment methods, requests/violations, and unit documents. Down below these buttons, you will see unit-specific information like the owners of the unit, balance, address, etc. At the top left of the unit page for a specific unit starting with the unit button, if you click on this unit button you will be taken back to the specific unit page for the unit you are working with. So for example if you searched for a unit, clicked on the name of the unit so that you were on the units specific page and then clicked on the unit documents button to view the unit documents, if you wanted to get back to the main page for this specific unit you would click on the unit button. The button to the right of the unit button is a button called "Billing". When you click on this billing button on the page for a specific unit you will be taken to the billing page for that specific unit. At the top right of this page you will see a button called "active dues" If you click on the active dues button it will take to the active dues billing page were you can see all the active recurring dues that have been created for this unit. To the right of this active dues button is a button called "expired recurring dues". When you click on this expired recurring dues button it will take you to a page where you can view all recurring dues that have expired and are no longer active. These would be dues that were typically set up in the past and are no longer active. Below the active dues and expired recurring dues buttons is a section called "recurring dues". This recurring dues section shows any recurring dues that are setup for this unit with the following information as column headings, title, fee type of the due, repeat every, due date, billing period, amount, expiring date, and edit icon, and delete icon. At the top right of this recurring dues section is a button called "add recurring due". If you click on this add recurring due button you will be take to the page where you add a new recurring due for this unit. This top recurring due section is where you add the main HOA due for this unit. Once you add the recurring due that add recurring due button will disappear. On this add new recurring due page you can add a new recurring due by entering in the Title of the due, the amount, the fee type, how often it repeats, the starting on date, the ending on date which is optional, and any notes for this recurring due. At the bottom right of this add new recurring due page is a "save" button. If you click on the save button it will create and save this new recurring due for this unit. On the unit billing page below the section called recurring dues is a section called "additional recurring dues". To the top right of this additional recurring dues section is a button called "new recurring due". If you click on this new recurring due button it will take you to a page where you can add an additional recurring due for this unit on top of the normal HOA due. This is new recurring due page is the same as the add recurring due page. You would enter the title, amount, fee type, how often it repeats, starting on date, ending date which is optional, notes, and then click on the create button at the bottom right. When you click on create it will create this additional recurring due for the unit. Under this additional recurring due section you can create multiple recurring dues where as under the recurring dues section of this page you can only create on recurring due. On the unit billing page below the section called additional recurring dues is a section called "add a one time invoice". This section has a button out to the right called "one time invoice" if you click on this one time invoice button you will see the page dropdown below revealing the fields you need to fill out to create this one time invoice for the unit. The first field is amount, to the right this is the due date and then the fee type. Below these fields is the "line item title" field which is where you would add the title of what this invoice is for. For example if you were adding a one time invoice to this unit for an electrical charge you would title line item as electrical, or electricity and then underneath this in the description box you could type out more details of this electrical fee or whatever type of fee it is. You can also add notes to this one time invoice. Once you have entered all this information you can either click on the preview button at the bottom right where you would be able to preview this one time invoice before you create or you may click on the create button to create this one time invoice. Once you create this one time invoice you will see this invoiced amount show up under the billing history section for this specific unit. On the unit page for a specific unit to the right of the billing button is a button called "make a payment". If you click on the make a payment button you will be taken to the "make a payment" page for this unit. On this make a payment page you will see a list on the page of any outstanding invoiced line items. The list will show a checkmark at the very left and then will show the title, due date of that specific line item, total amount of the invoice, and the remaining amount due for that invoice. On this page you will want to check the box next to the invoiced line item that you want to pay. If there are multiple invoices outstanding you can pay multiple invoices at a time by making sure the check box out to the left of each invoiced line item is checked. Once you have determined which invoice or invoice you are going to pay you either click on the "Proceed directly to payment" button or the "proceed to payment summary" button at the top right. If you click on the proceed directly to payment button you will be taken to the "payment page" where at the top of this payment page is a payment summary section. In this payment summary it lists the invoiced line items you are about to pay with the totals out to the right, subtotal, any credit on the account, and then total amount due. Below this payment summary information is a notes field if you want to add a specific note for this payment and then below this you will see the Amount to pay field where you add the amount of the payment you are making, paid by dropdown which is who is posting the payment, payment method dropdown where you select whether this is an ACH, credit card, cash, or check payment. If you select check payment then you will see where you just enter the check number and click pay now. If you select ACH you will see below where you enter the name, email address, account type, routing number, account number, and then a checkbox called save as payment method for future use. If you check this box it will save this payment information on this specific units account for future use. If you select credit card you will see where you enter the name, email, card type, card number, expiration date, CVV, street address, city, state, and zip. Once you have chosen the payment method and entered the information pertaining to that payment method you will click on the "pay now" button at the bottom right. If you click on the "proceed to payment summary" button you will be taken to a page that renders the summary of the payment in an invoice format. On this payment summary page you will see the invoice details below and then at the top right of this page you will see an "email invoice" button. If you click on this email invoice button a box will pop up where you can select the owner that you want to email this invoice to. Once you select the owner you want to send the invoice to you click on the "send email" button. To the right of this email invoice button is an "invoice" button. If you click on this invoice button it will download this current payment summary invoice as a pdf to your computer. This will allow you to print or email this invoice as a pdf outside of the software. To the right of this invoice button is a button called "continue". If you click on this continue button it will take you to the payments page for this unit where you can make or post a payment for this unit. On the unit page of a specific unit to the right of the make a payment button is a button called "payment methods" If you click on this payment methods button you will be taken to a page that lists any payment methods that have been saved for this units account. In the list of payment methods it lists the information by type, account, full name, email, auto-pay which is whether this payment method is being used for autopay, and edit icon to edit his payment information, and then a delete icon to delete the payment method. If there are not payment methods saved you will click on the button at the top right of this page called "add payment method". You can add ACH or Credit Card payment accounts under this section. On this add payment method page you will enter the owners, first and last name, email address, mailing street, additional mailing street, zip code, city, state, and country. Then you will choose the payment method of credit card or ACH, depending on which payment method you select you will enter that specific account information below and click on "save". Once you save this billing information to the payment methods page you can use this saved payment method for future payments or you can select auto-pay for this saved billing account to have the charge this payment method automatically each month, quarter, year, or whatever billing cycle your HOA uses. On the unit page of a specific unit to the right of the payment methods button is a button called "requests/violations". If you click on this requests/violations button you will be taken to the requests/violations page for this specific unit and will see two buttons at the top left of the page. The first button is called "active violations/requests" and the second button is called "past violations/requests". If you click on the active violations/requests button it will take you to a page where you can view any active violations or requests for this unit. The first section on this page is called "Violations". Under this violations section it will show the specific violations pertaining to this unit. It will list the title, create by, type, status, created date, and is active information. If you click on the title of the violation it will take you to the main page for that specific violation where you can edit and update that specific violation. At the top right of this violations section on the requests/violations page for this specific unit is a button called "add violation". If you click on this add violation button it will take you to the add violation page where you can add a violation for this specific unit. Below this violations section on this requests/violations page is a section called "requests". This requests section lists any open requests in a list. If you click on the title of the request it will take you to the specific page for that request where you can edit and update it. In the list of requests under this requests section it lists the request by title, created by, type, status, created date, and is active. At the top right of this requests section is a button called "add request" this will take you to the add new request page where you can create a new request for this specific unit. On this requests/violations page for a specific unit if you click on the "past violations/requests" button located to the right of the "active violations/requests" button it will take you to a list of the past violations and requests that have been assigned to this unit but are now closed and not active. On the unit page of a specific unit to the right of the requests/violations button is a button called "unit documents". If you click on this unit documents button it will take you to the unit documents page for this specific unit. At the top of this unit documents page is a search bar that allows you to search for a specific document. To the right of this search bar is a button called "add folder" if you click on this add folder button a box will pop up that will ask you for the folder name and then whether you want to share this folder with the owner. If you share this folder with the owner it means that when that owner logs into their owner account they will be see this folder under the documents page on their owner account. Once you enter this information click the "Create" button. This will create a folder on this unit documents page where you can add documents. To the right of the "add folder" button is a button called "new file" if you click on this new file button a box will pop up that will allow you to find and choose a file from your computer to upload to this unit documents page. To the right of this new file button is a square button with an "i" on it. If you click on this button a box will pop up that shows you all of the different file types we support and can be uploaded as a document into this software. Currently you can upload the following text/documents: csv, docx, pdf, pptx, txt, ppt, word, xls, xlsx. Image types you can upload are: bmp, gif, heic, jpg, jp2, png, svg, tiff, webp. And the last file type you can upload is a zip folder. Once you have created a folder or uploaded documents to this unit documents page you will see a list of these documents below on the page with a little three line icon to the left of each document. This three line icon is located under the "order" column and is how you can re-order the documents and folders on the page. To re-order the documents click on the three lined icon, hold down and drag that document up or down in the list to re-order it. The column in this document list is name which is the name of the document, created date, share w/owner information, no of files if a folder, no of subfolder if a folder, and then an actions icon at the far right that looks like three dots. If you click on these three dots you will see the following options that you can take for this specific document, which are download, rename, move, share w/owners, or delete. When you click on the main units page in the software and it brings up the list of units in your association you can search for a specific unit to work with. When you click on the name or address of that specific unit it takes you to that specific units main page. This specific units main page is different than the main units page of the software. The main units page in the software is where you go to find a specific unit in the community to work with. After you click on the name or address of that specific unit you will be taken to that specific units page where at the top left it hast the buttons of, unit, billing, make a payment, payment methods, requests/violations, and unit documents. Below these buttons on the specific unit page are the following sections. The first section at the top left is called "unit view" this unit view section will show a picture of the unit if a picture has been uploaded for this unit. To the right of the unit view section is a section called "unit information". At the top right of this unit information section is a button called "edit" if you click on this edit button it will take you to the edit unit page where you can edit the following information for the unit, unit name, subdivision, lot number, address, city, state, zip, and any custom fields. Once you have edited the unit information click on the "save" button at the bottom right to save these changes. Under this unit information section and under the edit unit button it shows the following information: at the top right it shows the name and address of the unit, lot number, subdivision, association due information like when then their next bill is due whether there is an end date and the recurring due amount. Right below this recurring due amount it shows the billing cycle for this association due. Under the billing cycle section there is a toggle button you can toggle on or off called "auto pay". If you toggle this auto pay option on you will be setting this unit up on auto pay and the software will charge whatever payment method has been saved automatically each billing period. To the right of this auto pay toggle button is a button called "edit billing". If you click on this edit billing button you will be taken to the billing page for the unit where you can add, delete, or edit any recurring dues for the unit. Below this auto pay toggle button is another toggle button called "is rental", if you turn this is rental toggle button on you will marking this unit as a rental unit. To the right of this is rental toggle button is a button called "unit history", when you click on this unit history button it takes you to the unit history page for this specific unit and shows the date and action of the history items such as the date/time when an owner is added, or removed to that unit, if the type of owner changes from primary to secondary or authorized voter, when any of the unit information is changed etc. It also shows the user that changed the info and the date the changes were made. The unit history button also keeps track of which user set the unit up on auto pay or who created a recurring due. under the unit view section of this page is a section called "Balance". This balance section shows the current balance on this units account with the outstanding amount below, any credit on the account, and how many days past due they are. To the right of the outstanding balance there is a link called "make a payment", if you click on this "make a payment" link it will take you to the "make a payment page" for the unit. To the right of the credit balance number under this section is a link called "add credit" this add credit link takes you to the page where you could add a credit amount to this account. Note, Adding credit is not the same as making a payment, adding credit is simply adding a certain credit to their account and is usually used in the beginning when setting up the software to help make sure all the units are setup correctly with the correct starting unit account balance. Below this Balance section is a section called "Unit Owners", the unit owners section lists all the owners currently assigned to this specific unit. It will list the owners name, whether they are the primary owner, their email address, whether they are an authorized voter below their email address, if they are an authorized voter you will see a red x next to the green authorized voter label. If you click on this red x it will remove the owner as being an authorized voter. To the right of this email address and authorized voter information is the phone number with a button right below the phone number called "notification preferences". If you click on this notification preferences button it will take you to the notification preferences page for this owner. This page lists all the automatic template notifications on the left hand side of the page and then whether you want to turn that notification on or off. You can choose which notification you want to be sent as an email or text and whether to turn it on nor off for the owner. On this notification preferences page for the owner there is also a disable all button at the top left that will disable all notifications to be sent or an enable all button that will turn all notifications on. Currently the failed recurring payment notification will also be on and cannot be turned off. Also if you see a notification that is greyed out this means that this notification has been turned off globally from the templates page. At the bottom right is a "save changes" button that will save any notification changes you have made. At the top right of this notification preferences page for the owner you will see a button called "go back to unit". If you click on this go back to unit button it will take you back to the specific units main page. At the top right of this unit owners section is a button called "remove owner(s)" if you click on this remove owner(s) button you will be able to select which owner or owners you want to remove from this unit. To the right of this remove owner(s) button is a button called "add owner". If you click on this add owner button a box will pop up where you select an owner from a dropdown to assign to this unit or if the owner has not been created you can click on the "Create new owner" button at the bottom left of this box. If you select an owner from the dropdown then click on the "assign owner" button at the bottom left to assign the owner to the unit. Below this unit owners section is a section called "billing history". This billing history section shows all the invoiced line items that have been charged to this unit as well as any payments that have been made with a running balance out to the right. The billing history shows the following column headings, date, invoice number, fee type, description, charges, payments, and balance. To see detailed transaction details of an invoiced line item or payment find that line item in the billing history and then click on the date out to the left. When you click on the date of a payment line item under the billing history it takes you to the transaction details for that payment. At the top right is a "return to unit" button that will take you back to the specific unit page. To the right of this return to unit button is a button called "receipt" if you click on this receipt button it will download a receipt of that specific payment line item. To the right of this receipt button is a button called "send receipt", if you click on this send receipt button the software will email the receipt to the person who made the payment. Below these three buttons on the transaction details page you can see the following information of the payment, the payment initiated by date and who made the payment, the amount of the payment, payment method, paid by, status, the unit the payment was for. Below this you will see an amount field with the amount of the payment. You can edit the payment amount by clicking into this amount field and editing the amount and then clicking on the "update transaction" button towards the bottom right of this section. Below this section you will see a list of the line items that this specific payment paid with a button to the right of each of these line items called "mark line item as unpaid". If you click on the mark line item as unpaid button it will remove that line item from this payment amount. This could cause a credit to be added to the credit section as well as add an outstanding amount into the outstanding amount section of the unit page. Under the billing history section for the unit if you click on the date to the left of an invoiced line item you will be taken to the transaction details of that invoiced line item. On the transaction details page of the invoiced line item you will see the following information: created by, date invoiced, due date, unit that invoice was for, title of the invoice, description, fee type which has a dropdown out to the right where you can change the fee type of this invoiced line item, below this is the notes, total, paid amount, remaining due amount, and payments that have been made to this invoice lined item. If you want to edit this invoiced line item you will need to make sure you mark it as unpaid first. You cannot edit an invoice line item if it has been paid. You would have to edit the payment amount first of the payment that was applied to this invoice line item and then once you edit the payment amount so that the invoice line item is not marked as paid anymore you can go its transaction details page and edit the amount of the invoice. On the transaction details page of a an invoiced line item, you can edit the notes section after the invoice has been saved or paid. At the top right of this billing history section is a button called "full billing history", If you click on this full billing history button it will take you to the full billing history showing all invoice line items and all payments from the beginning of this units creation. When you are on the full billing history page you will also see a select time range search bar at the top left where you can filter by date the full billing history. On this full billing history page you will also see a checkbox out to the left of each billing line item. If you check that box and then click the "archive selected transactions" button at the top right this will archive those transaction line items so that they no longer show up in the billing history. To view archived transactions you would need to click on the "archived history" button at the top right of the full billing history page. It is important to note that archiving billing history line items only hides them from view it does not delete or edit those line items. If you click on the archived history button you can view a list of all billing line items that have been archived and if you want to unarchive them you can by clicking the box out to left of the transaction and then clicking on the "unarchive selected transctions" button at the top right. When on the archived history page you can click on the "full history" button to get back to the full billing history page. On the billing history page and archived history page you will see a button at the top right called "print pdf". Clicking on this print pdf button will create a pdf of the list of transactions of whichever page you are on. On the main page for a specific unit under the billing history section is a section called "notes" with a + button out to the right where you can add notes to this unit account as well as view a history of any past notes that have been added to this unit.