Global Settings

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

Overview

Global Settings (also called Organization Settings) allow you to define operational configuration templates at the organization level. These settings serve as:

Default templates for new associations
Starting points that can be customized per association
Consistency standards across your portfolio
Time-savers for bulk configuration operations

Global settings are organization-level operational configurations that apply to all associations by default. When you create or configure an association, it can inherit these settings as a starting point, reducing manual data entry and ensuring consistency.

Key Benefits

Time Savings

Configure common settings once at the organization level
Copy to multiple associations with one click
Avoid repetitive data entry for standard configurations
Focus customization efforts only where needed

Consistency

Maintain standard operational practices across portfolio
Reduce configuration errors from manual entry
Ensure compliance with organizational policies
Simplify onboarding for new associations

Flexibility

Associations can override global settings as needed
Templates evolve based on your operational needs
Support for association-specific requirements
Balance standardization with customization

Accessing Global Settings

Navigate to: Operational Setup → Organization Settings

Or from any association detail page, click Copy from Organization to view and apply global settings.

Configuration Structure

Global settings use a flexible JSON structure that currently supports these configuration areas:

{
  "charts_of_accounts": {
    "account_1": {
      "code": "1000",
      "name": "Operating Cash",
      "description": "Main operating account"
    }
  },
  "delinquency_config": {
    "is_late_fee_active": true,
    "late_fee_method": "Fixed Dollar Amount",
    "late_fee_amount": 25.00,
    "late_fee_cutoff_day": 15,
    "is_late_interest_active": false,
    "friendly_reminder_cutoff_day": 10
  },
  "billing_config": {
    "billing_method": "Statement",
    "statement_text": "Please pay by the due date",
    "remittance_address": "PO Box 12345, City, ST 12345",
    "ignore_charge_priority_apply_cash_first": false
  },
  "fiscal_settings": {
    "fiscal_month_end": 12,
    "fiscal_year_start_month": 1
  }
}

This structure allows you to configure operational rules that associations can inherit as defaults.

Common Configuration Categories

Charts of Accounts

Define custom GL account entries for association-specific accounting needs:

Account Code - Unique identifier for the account
Account Name - Descriptive name
Description - Purpose or usage notes

Usage:

Custom accounts beyond the standard COA
Association-specific tracking needs
Temporary or project-specific accounts
Local accounting requirements

Note: This is separate from Corporate GL Accounts and Standard GL Accounts, which are managed in the COA Mapping section.

Delinquency Configuration

Late Fee Settings:

Is Late Fee Active - Enable/disable late fees
Late Fee Method - How late fees are calculated:
- Fixed Dollar Amount
- Fixed Dollar Amount by Unit Type
- Percentage of All Assessments
- Percentage of Current Month Assessments
- Percentage of Occupied Assessments
- Percentage of Outstanding Balance
- Progressive Late Fee
Late Fee Amount - Dollar amount or percentage
Late Fee Handling Amount - Additional handling charge
Late Fee Cutoff Day - Day of month when late fees apply
Late Fee Assessment Interval - Monthly, Quarterly, Annually, or Bi-Annually

Late Interest Settings:

Is Late Interest Active - Enable/disable late interest
Late Interest Rate - Annual percentage rate
Late Interest Cutoff Day - When interest starts accruing
Late Interest Interval - How often interest compounds
Late Interest Minimum Balance - Minimum balance to charge interest
Late Interest Minimum Amount - Minimum interest charge

Reminder Settings:

Friendly Reminder Cutoff Day - When to send payment reminders

Best Practices:

Ensure late fee settings comply with state regulations and governing documents
Document the rationale for late fee amounts
Review annually to ensure compliance
Test calculations before applying to associations

Billing & Statements

Billing Method:

Coupon - Coupon book for payments
Statement - Monthly statements
Both - Both coupons and statements

Statement/Coupon Text:

Coupon Text - Text displayed on payment coupons
Statement Text - Text displayed on billing statements

Remittance Address:

Full mailing address for payment processing

Payment Behavior:

Ignore Charge Priority, Apply Cash First - Whether to apply payments to oldest charges first

Usage:

Standardize billing communication across associations
Ensure consistent payment instructions
Support multiple payment methods

Fiscal Settings

Configure accounting period settings:

Fiscal Month End - Which month ends the fiscal year (1-12)
Fiscal Year Start Month - Which month starts the fiscal year (1-12)

Common Fiscal Years:

Calendar year: January 1 - December 31 (fiscal_year_start_month: 1, fiscal_month_end: 12)
Government fiscal year: October 1 - September 30 (fiscal_year_start_month: 10, fiscal_month_end: 9)

Usage:

Required for financial reporting
Tax preparation alignment
Budget cycle timing
Audit schedule coordination

Configuring Global Settings

Initial Setup

Navigate to Operational Setup → Organization Settings
Review the current configuration (may be empty initially)
Click Edit Settings or Configure
Enter your organization's standard operational configuration
Use JSON format or form fields (depending on interface)
Click Save

Updating Settings

When updating global settings:

Go to Operational Setup → Organization Settings
Click Edit Settings
Modify the configuration as needed
Click Save
Important: Existing associations are NOT automatically updated
- Global settings only serve as templates
- Associations retain their configured settings
- To apply updated settings, use bulk copy operations

Testing Configuration

Before applying to associations:

Copy global settings to a test association
Verify all fields are correctly populated
Test with your operational systems
Make adjustments as needed
Document any necessary customizations
Roll out to production associations

Applying Global Settings to Associations

Individual Association

From an association detail page:

Locate the Operational Setup section
Click Copy from Organization
Review the settings that will be copied
Confirm the operation
Customize any association-specific details
Click Save

Bulk Application

To apply to multiple associations:

Go to Operational Setup → Copy to Associations
Select target associations (or filter by wave/criteria)
Choose whether to:
- Replace existing configuration (overwrites all)
- Merge with existing configuration (fills in missing fields)
- Skip associations with existing configuration
Click Apply
Review results and address any errors

When to Apply

Best Times to Apply Global Settings:

When onboarding new associations (before first use)
When standardizing configurations across portfolio
After acquiring new management company (establish standards)
When rolling out new organization-wide requirements

When to Hold Off:

If associations have custom, approved configurations
During active migration or cutover periods
If settings are still being refined and tested
When associations have regulatory/state-specific requirements

Configuration Inheritance Model

Understanding how settings flow:

Organization Global Settings (Template)
         ↓
   Copy Operation
         ↓
Association Settings (Independent Copy)

Key Points:

Copying creates an independent snapshot of global settings
Changes to global settings do NOT automatically update associations
Each association maintains its own configuration
Associations can be updated individually or in bulk
Global settings serve as a template, not a live link

Best Practices

Start Simple

Begin with Core Settings

Focus on banking, billing, and insurance first
Add complexity as you learn what's needed
Don't over-configure initially
Expand based on operational experience

Test Thoroughly

Use a pilot association to validate settings
Test integration with accounting systems
Verify billing runs work correctly
Confirm insurance tracking is accurate

Document Your Standards

Maintain Configuration Documentation

Document what each field means in your context
Note any organization-specific conventions
Record decision rationale for non-obvious settings
Keep a changelog of configuration updates

Create a Configuration Guide

Help staff understand when to use global settings
Document when customization is appropriate
Provide examples of common scenarios
Include troubleshooting tips

Review Regularly

Periodic Reviews

Review global settings quarterly or annually
Update for changes in banking relationships
Refresh insurance information before renewal
Adjust billing practices based on homeowner feedback

Process Improvement

Track which settings need frequent customization
Identify patterns in association-specific overrides
Refine global settings to reduce customization needs
Learn from implementation experiences

Balance Standardization and Flexibility

When to Standardize

Core operational processes (banking, billing cycles)
Compliance requirements (insurance minimums)
Organization-wide policies (late fees, grace periods)
Communication standards (contact information format)

When to Customize

State-specific regulatory requirements
Legacy system integration needs
Association-specific governance rules
Unique property characteristics

Common Scenarios

Scenario: New Organization Setup

You're setting up operational settings for the first time:

Determine standard late fee practices across your portfolio
Choose a billing method (coupons, statements, or both)
Set fiscal year parameters
Configure delinquency settings that comply with state regulations
Add any custom chart of accounts entries needed
Test with a pilot association
Refine based on feedback
Document your configuration standards

Scenario: Acquired Company Integration

You've acquired a management company with different operational practices:

Review acquired company's late fee structure
Compare billing practices (coupon vs. statement)
Review fiscal year calendars
Decide which standards to adopt:
- Keep your standards (apply global settings to acquired associations)
- Adopt their standards (update global settings)
- Maintain separate configurations (use association-level customization)
Plan migration of acquired associations
Apply appropriate configuration
Document any exceptions

Scenario: Rolling Out New Late Fee Policy

You're implementing updated late fee rules organization-wide:

Update delinquency_config in global settings
Document compliance with state regulations
Identify associations that need the update
Plan rollout schedule (all at once vs. phased)
Communicate changes to association managers and homeowners
Use bulk copy operation to apply new settings
Verify successful application
Address any issues or exceptions

Scenario: State-Specific Late Fee Caps

Some states have maximum late fee amounts:

Configure global settings with most permissive late fee structure
Document state-specific caps
When onboarding association in restricted state:
- Copy global settings as starting point
- Reduce late fee amounts for compliance
- Document the customization reason (e.g., "California Civil Code §5650")
- Track these associations for future compliance updates

Troubleshooting

Problem: Settings Won't Save

Possible Causes:

Invalid JSON syntax (if using JSON editor)
Missing required fields
Data type mismatch (number vs. string)
Exceeds field length limits

Solutions:

Validate JSON syntax (use a JSON validator)
Check for required field indicators
Ensure data types match expectations
Review field length requirements

Problem: Settings Not Appearing After Copy

Check:

Did the copy operation complete successfully?
Are you viewing the correct association?
Did you save after copying?
Are there permissions issues?

Solutions:

Review operation logs/confirmations
Refresh the page
Check user permissions
Try copying again

Problem: Need to Update All Associations

Scenario: You updated global settings and want to apply to all associations

Solution:

Use bulk copy operation with Merge option
This updates fields that haven't been customized
Preserves association-specific customizations
Review results to ensure desired outcome
Manually update any associations that need special handling

Problem: Lost Customizations After Bulk Update

Prevention:

Always use Merge option instead of Replace
Test bulk operations on a subset first
Back up existing configurations before bulk updates
Document which associations have important customizations

Recovery:

Check if operation can be reversed (undo)
Restore from database backups if available
Manually re-enter lost customizations
Implement better backup procedures

Integration with Other Features

Implementation Waves

Global settings work well with wave-based rollouts:

Configure global settings before wave planning
When preparing associations for a wave:
- Copy global settings to associations in wave
- Customize as needed for each association
- Verify configuration completeness
Track operational setup status by wave
Ensure all associations in wave are configured before go-live

Field Mapping Notes

Use field mapping notes to document:

Which associations use standard global settings
Which associations have customizations and why
Data availability for operational setup fields
Special handling requirements

Chart of Accounts Mapping

Operational setup complements COA mapping:

Global settings may reference standard account codes
Banking configuration aligns with cash accounts
Billing settings relate to income accounts
Expense categorization uses mapped accounts

Security and Access Control

Who Can View Global Settings:

All users can typically view organization-level templates
Helps staff understand organization standards
Supports consistent configuration practices

Who Can Edit Global Settings:

Typically restricted to administrators
Operations managers with appropriate permissions
Requires elevated privileges due to portfolio-wide impact
Changes should be reviewed and approved

Audit Trail:

Configuration changes are logged
Track who made changes and when
Review history of configuration updates
Support compliance and troubleshooting

Association Settings - Customizing per-association configuration
Operational Setup Overview - Understanding operational configuration
Implementation Waves - Planning phased rollouts
Portfolio Management - Managing associations

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