Tracked Items

Physical items tracked by the HOA and issued to homeowners, requiring deposits, tracking, or return management (gate remotes, pool passes, parking permits, keys, etc.).

Migration Requirements

Required for Import

No - Optional

Retention History

Include currently issued items and recently issued/returned items. Historical tracking helps with deposit reconciliation, replacement trends, and audit trails. This entity is optional - only needed for associations that track physical items issued to homeowners.

Usage Notes

•Tracked items are OPTIONAL - only needed for associations that track physical items issued to homeowners

•Common item types: gate remotes, pool passes, parking permits, keys, amenity fobs, beach tags

•Account ID is optional - items in association inventory don't have account assignment yet

•Status tracks item lifecycle: Issued → Returned/Lost/Damaged

•Deposit amounts track refundable deposits collected from homeowners

•Item identifier helps track specific instances (serial numbers, pass numbers, key codes)

•Not all HOAs track items - some don't have gates, pools, or other amenities requiring tracked access

•Include both currently issued items and recent history for deposit reconciliation

•Notes field useful for documenting special circumstances (damage, loss, replacement history)

Fields (12)

Show required only

Expand a field to see example values and, where necessary, additional business context

	Field	Type	Description	Attributes
Tracked Item Main
	`Tracked Item ID`	Text	Unique identifier for the source system Tracked Item	Required
Tracked Item ID Unique identifier for the source system Tracked Item Examples ITEM-001 12345 REMOTE_001 KEY_234 Business Context This field identifies unique tracked item records from your source system, enabling updates after initial import. Provide any unique identifier from your system—numeric IDs, text codes, or concatenated values all work.
	`Association ID`	Text	Your system's unique identifier for the HOA/association	Required
	`Account ID`	Text	Your system's unique identifier for the homeowner account (if item is issued)	Optional
Item Details
	`Item Type`	Text	The type/category of tracked item	Required
	`Item Identifier`	Text	Unique identifier for this specific item (serial number, code, pass number, etc.)	Optional
	`Quantity`	Number	Number of items (typically 1 for individually tracked items)	Optional
Status Tracking
	`Issued Date`	Date	Date the item was issued to the homeowner	Optional
	`Returned Date`	Date	Date the item was returned by the homeowner	Optional
	`Status`	Text	Current status of the tracked item	Optional
Financial
	`Deposit Amount`	Number	Refundable deposit amount charged for this item	Optional
Additional Information
	`Notes`	Text	Additional notes or comments about this tracked item	Optional
Additional Data
	`Additional Data`	JSON Object	Any extra information from your source system	Optional

Relations

associationAssociationsmany-to-one

The HOA/community this item belongs to

accountAccountsmany-to-one

The homeowner account this item is issued to (if applicable)