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Association Settings

Configure and customize operational settings for individual associations

Overview

Association Settings allow you to configure operational parameters for individual associations. While you can start with organization-level templates, each association can be customized to meet its specific operational requirements.

This flexibility enables you to:

  • Inherit standard configurations from organization templates
  • Customize for unique requirements when needed
  • Override global defaults for association-specific needs
  • Maintain accurate operational data for each community

What Are Association Settings?

Association settings are operational configurations stored at the association level. They control day-to-day operations including banking, billing, insurance, and other parameters specific to each community.

Data Storage

Association operational settings are stored in the wave_associations table in the operational_setup field. This design allows:

  • Flexible configuration using JSON structure
  • Independent management per association
  • No impact on historical data when associations table schema changes
  • Easy bulk operations for copying or updating settings

Relationship to Global Settings

Association settings can be:

  • Copied from organization templates - Quick setup with standard configurations
  • Customized independently - Unique configurations when needed
  • Partially overridden - Inherit some settings, customize others

Changes to global settings do NOT automatically update association settings. Each association maintains its own independent configuration.

Accessing Association Settings

From Association Detail Page

  1. Navigate to Associations in the main navigation
  2. Click on an association to view its detail page
  3. Locate the Operational Setup section
  4. Click View Configuration or Edit Configuration

From Operational Setup Section

  1. Navigate to Operational Setup → Association Configuration
  2. Search or filter for the target association
  3. Click on the association to view/edit settings

Configuration Components

Association operational settings are stored in the wave_associations table and include the same structure as organization-level settings:

Charts of Accounts

Association-specific custom GL account entries:

  • Account Code - Unique identifier
  • Account Name - Descriptive name
  • Description - Purpose or usage notes

When to Customize:

  • Association has unique accounting needs
  • Project-specific tracking required
  • Local regulatory requirements
  • Temporary accounts for special assessments

Delinquency Configuration

Late Fee Settings:

  • Configure late fee calculation methods
  • Set association-specific late fee amounts
  • Define cutoff days for late fee application
  • Configure late fee assessment intervals

Late Interest Settings:

  • Enable/disable late interest for the association
  • Set interest rates
  • Define minimum balance and minimum charge thresholds
  • Configure interest calculation intervals

Reminder Settings:

  • Set friendly reminder cutoff days

Association-Specific Considerations:

  • Late fees must comply with governing documents (CC&Rs)
  • State-specific regulations may cap late fees
  • Board approval typically required for late fee changes
  • Some associations waive late fees during hardship periods

Billing & Statements

Billing Method:

  • Coupon, Statement, or Both
  • Association may prefer one method based on resident demographics

Statement/Coupon Text:

  • Customize payment instructions
  • Include association-specific information
  • Add board contact details or website

Remittance Address:

  • Association-specific lockbox or PO Box
  • May differ from management company address

Payment Behavior:

  • Configure cash application priority
  • Association-specific payment processing rules

Association-Specific Considerations:

  • Large associations often use statements only
  • Smaller associations may still use coupons
  • Remittance address may be association-specific for segregated accounts

Fiscal Settings

Fiscal Year Configuration:

  • Fiscal month end (1-12)
  • Fiscal year start month (1-12)

Association-Specific Considerations:

  • Must align with governing documents
  • Tax year considerations
  • Budget cycle timing
  • Board meeting schedule
  • State filing requirements

Configuring Association Settings

Starting from Scratch

  1. Go to the association detail page
  2. Click Configure Operational Setup
  3. Enter the association's operational parameters
  4. Use the JSON editor or form fields (depending on interface)
  5. Click Save

Copying from Organization

The fastest way to configure an association:

  1. Go to the association detail page
  2. Click Copy from Organization in the Operational Setup section
  3. Review the settings that will be copied
  4. Click Confirm
  5. The organization's global settings are copied to this association
  6. Customize any fields as needed
  7. Click Save

Customizing Existing Configuration

  1. Go to the association detail page
  2. Click Edit Configuration in Operational Setup section
  3. Modify specific fields as needed
  4. Click Save

Important: Edits are specific to this association and do not affect other associations or global settings.

Common Customization Scenarios

Scenario: Higher Late Fees Required by CC&Rs

Situation: Association's governing documents specify $50 late fee, but organization default is $25

Solution:

  1. Copy global settings to get baseline delinquency configuration
  2. Update late fee amount from $25 to $50
  3. Document the reason: "Per CC&Rs Article V, Section 3 - Late fee is $50"
  4. Save configuration

Scenario: Quarterly Billing Association

Situation: Association bills quarterly per governing documents, but organization default is monthly

Solution:

  1. Copy global settings as starting point
  2. Update billing_config:
    • Keep billing method (Statement or Coupon)
    • Adjust late fee cutoff day if needed (e.g., day 45 instead of day 15)
    • Update late fee assessment interval to "Quarterly"
  3. Document the reason: "Governing documents require quarterly billing"
  4. Save configuration

Scenario: Custom Statement Text

Situation: Association wants to include board website and email on statements

Solution:

  1. Copy global settings for baseline
  2. Update billing_config statement_text: 
    Please pay by the due date.
Visit www.sunsetmeadowshoa.com or email board@sunsetmeadowshoa.com
  3. Keep other billing settings from global defaults
  4. Save configuration

Scenario: State-Specific Late Fee Cap

Situation: Association in California where Civil Code §5650 caps late fees at $10 or 10%

Solution:

  1. Copy global settings
  2. Update delinquency_config:
    • late_fee_method: "Percentage of Current Month Assessments"
    • late_fee_amount: 10 (for 10%)
    • Or use "Fixed Dollar Amount" with late_fee_amount: 10
  3. Add note: "California Civil Code §5650 compliance - $10 or 10% cap"
  4. Save configuration

Scenario: Newly Acquired Association

Situation: Just acquired management of new association

Solution:

  1. Gather association's current operational practices:
    • Late fee amounts and methods
    • Billing method (coupons or statements)
    • Fiscal year calendar
    • Payment remittance address
  2. Copy global settings as template
  3. Update all association-specific details
  4. Verify accuracy with board/previous manager
  5. Document any unique requirements (governing documents)
  6. Save configuration

Operational Setup Status

Associations can have three operational setup states:

Complete Setup

Indicators:

  • All critical fields populated
  • Banking information verified
  • Billing parameters confirmed
  • Insurance details current
  • Contact information accurate

Ready for:

  • Assignment to implementation waves
  • Data migration
  • Go-live cutover

Partial Setup

Indicators:

  • Some configuration exists
  • Missing critical fields
  • Incomplete information
  • Needs review or verification

Action needed:

  • Complete missing fields
  • Verify existing data
  • Gather additional information
  • Not ready for migration

No Setup

Indicators:

  • No configuration data
  • Newly created association
  • Awaiting information gathering

Action needed:

  • Copy from organization (recommended start)
  • Manual configuration
  • Information gathering
  • Significant work before migration-ready

You can track operational setup status across your portfolio in the Implementation Waves interface.

Bulk Operations

Copying Settings to Multiple Associations

When you need to configure many associations:

  1. Navigate to Operational Setup → Bulk Copy
  2. Select target associations:
    • All associations in an implementation wave
    • Filtered set (by region, type, etc.)
    • Manually selected associations
  3. Choose copy behavior:
    • Replace all - Overwrite existing configurations
    • Merge - Fill in missing fields only
    • Skip configured - Only copy to associations without settings
  4. Click Apply
  5. Review results summary
  6. Address any errors or special cases

Use Cases:

  • Initial setup for newly onboarded portfolio
  • Rolling out updated standards
  • Preparing associations for implementation wave
  • Standardizing after acquisition

Bulk Updates

To update specific fields across multiple associations:

  1. Navigate to Operational Setup → Bulk Update
  2. Select associations to update
  3. Choose field(s) to update
  4. Enter new value(s)
  5. Preview changes
  6. Confirm and apply
  7. Review results

Example Use Cases:

  • Update insurance carrier across all associations (after switching providers)
  • Change contact phone number for region
  • Update billing grace period for compliance
  • Roll out new payment terms

Validating Configuration

Pre-Migration Checklist

Before migrating an association, verify operational setup is complete:

Delinquency Configuration:

  • Late fee settings comply with governing documents
  • Late fee amounts comply with state regulations
  • Late fee method is appropriate for the association
  • Late interest settings (if applicable) are configured correctly
  • Cutoff days align with billing cycle

Billing & Statements:

  • Billing method matches association preference (Coupon/Statement/Both)
  • Statement/coupon text is accurate and appropriate
  • Remittance address is correct
  • Payment behavior settings match association's payment processing

Fiscal Settings:

  • Fiscal year aligns with governing documents
  • Fiscal year matches tax filing requirements
  • Budget cycle timing is correct

Charts of Accounts:

  • Custom GL accounts (if any) are properly configured
  • Account codes don't conflict with corporate or standard accounts
  • Descriptions are clear and meaningful

Overall:

  • Configuration has been reviewed by association manager
  • Board approval obtained (if required by governing documents)
  • All customizations are documented with reasons

Testing Configuration

  1. Review with Association Manager

    • Verify all settings are correct
    • Confirm any customizations are intentional
    • Get sign-off before migration

  2. Test in Staging Environment (if available)

    • Run test billing with configuration
    • Verify payment processing works
    • Test reporting with settings
    • Identify issues before production

  3. Dry Run Migration

    • Include operational setup in test migration
    • Verify settings transfer correctly
    • Confirm no data loss or corruption
    • Validate in target system

Troubleshooting

Problem: Can't Save Configuration

Check:

  • Is JSON syntax valid? (if using JSON editor)
  • Are required fields populated?
  • Are data types correct? (numbers vs. strings)
  • Do values exceed length limits?
  • Do you have edit permissions?

Solutions:

  • Validate JSON with online validator
  • Review required field indicators
  • Check data type requirements
  • Reduce field values if too long
  • Contact administrator for permissions

Problem: Configuration Not Appearing

Possible Causes:

  • Settings not saved properly
  • Looking at wrong association
  • Permission issue preventing view
  • Browser cache showing old data

Solutions:

  • Refresh the page
  • Verify you're viewing correct association
  • Clear browser cache
  • Check user permissions
  • Try different browser

Problem: Lost Configuration After Update

Recovery Options:

  1. Check if undo/revert option is available
  2. Review audit logs for previous configuration
  3. Restore from database backup (requires admin)
  4. Manually re-enter lost data (if recent)
  5. Copy from similar association as template

Prevention:

  • Export configurations before bulk operations
  • Test on single association first
  • Maintain documentation of unique settings
  • Use version control for critical configurations

Problem: Conflicting Settings

Scenario: Association settings conflict with global standards or other associations

Resolution:

  1. Identify the conflict
  2. Determine if association setting is intentional
  3. If intentional: Document reason for exception
  4. If error: Correct to match standards
  5. If unclear: Consult with operations team

Best Practices

Document Customizations

Why Custom?

  • Always document why an association has non-standard configuration
  • Include date of customization
  • Note who approved the exception
  • Reference supporting documents (governing docs, state law, board minutes)

Example Note:

Banking customized 2024-12-01: Association retained legacy bank account
from previous manager (First Regional Bank). Board approved maintaining
existing relationship per 2024-11-15 board meeting minutes. Reviewed
annually for potential consolidation to standard bank.

Review Regularly

Periodic Reviews:

  • Quarterly: Insurance expiration dates
  • Annually: Banking relationships
  • As needed: Billing parameters
  • Continuous: Contact information accuracy

Update Triggers:

  • Insurance policy renewal
  • Bank account changes
  • Board-approved policy changes
  • Management contract changes
  • Regulatory updates

Maintain Data Quality

Accuracy:

  • Verify data entry (double-check account numbers)
  • Test after configuration (make sure it works)
  • Get board/manager sign-off (confirm accuracy)
  • Regular audits (quarterly or annually)

Completeness:

  • Fill all required fields
  • Add optional fields when relevant
  • Document N/A items (not applicable vs. unknown)
  • Note pending information

Coordinate with Stakeholders

Before Configuring:

  • Gather information from association manager
  • Review governing documents
  • Confirm current operational practices
  • Check for any special requirements

After Configuring:

  • Share configuration with association manager
  • Get approval/confirmation
  • Document any questions or concerns
  • Schedule follow-up if needed

Integration with Workflows

Implementation Waves

Operational setup is critical for wave planning:

  1. Before Wave Assignment:

    • Ensure operational setup is complete
    • Verify all critical fields populated
    • Get stakeholder approval

  2. During Wave Preparation:

    • Track operational setup completion status
    • Address any incomplete associations
    • Final validation before go-live

  3. Post-Migration:

    • Verify settings transferred correctly
    • Test operations with live data
    • Address any issues immediately

Field Mapping Notes

Use field mapping notes to track:

  • Data availability for operational setup fields
  • Source of operational setup data
  • Any gaps or questions
  • Resolution status

Chart of Accounts and Vendor Type Mapping

Operational setup references standardized data:

  • Banking configuration uses standard account codes
  • Billing settings align with income accounts
  • Insurance tracking relates to expense accounts
  • Vendor types connect to operational categories

Global Settings

Configure organization-level operational templates that serve as defaults for all associations

Chart of Accounts Mapping

Map legacy GL accounts to Associa standard chart of accounts for consistency and reporting

On this page

OverviewWhat Are Association Settings?Data StorageRelationship to Global SettingsAccessing Association SettingsFrom Association Detail PageFrom Operational Setup SectionConfiguration ComponentsCharts of AccountsDelinquency ConfigurationBilling & StatementsFiscal SettingsConfiguring Association SettingsStarting from ScratchCopying from OrganizationCustomizing Existing ConfigurationCommon Customization ScenariosScenario: Higher Late Fees Required by CC&RsScenario: Quarterly Billing AssociationScenario: Custom Statement TextScenario: State-Specific Late Fee CapScenario: Newly Acquired AssociationOperational Setup StatusComplete SetupPartial SetupNo SetupBulk OperationsCopying Settings to Multiple AssociationsBulk UpdatesValidating ConfigurationPre-Migration ChecklistTesting ConfigurationTroubleshootingProblem: Can't Save ConfigurationProblem: Configuration Not AppearingProblem: Lost Configuration After UpdateProblem: Conflicting SettingsBest PracticesDocument CustomizationsReview RegularlyMaintain Data QualityCoordinate with StakeholdersIntegration with WorkflowsImplementation WavesField Mapping NotesChart of Accounts and Vendor Type MappingRelated Resources
Association Settings | TownSq Data Onboarding