Violations can be entered, tracked and otherwise managed within uManage by accessing the Violation dropdown menu from the Activity tab on the homepage.  There are several key components to this process which include capturing the violation itself, capturing images related to the violation, producing violations letters and potentially adding violation fines to the owner account.  The uManage mobile app is used for onsite inspections and is the preferred method for entering violations and performing a reinspection on an existing violation.  


Violation Structure

uManage uses a two-level structure consisting of:

  • Violation types – high-level classification of the type of violation.  Examples include Landscaping, Pool, Speeding, Nuisance, etc.
  • Violation sub-types  - allow for further refinement of the violation type.  For example, the Landscaping subtypes might include No Tree, Dead Tree, Weeds, etc.

This two-level structure makes it easier to find the particular type when entering a violation and also provides information that can be included on the generated violation letter.  For example, the subtype can contain the specific CCR section related to the violation and this verbiage can automatically be included in the letter.     

When a violation is entered in uManage, documentation relating to the violation is captured and maintained within the system.  This includes the type, subtype and location along with any accompanying images (i.e., photos) or user entered noties.   Letters are then generated within uManage and may be sent via first class mail, certified mail and/or emailed.   Users have the option to print these letters in-house or may use our fulfillment option for a paperless delivery alternative.  

 

Violation Letters

Violation letters which are generated stay with the account.  When an ownership change occurs, all open violations are copied to the new account whereas closed violations remain with the old account.  The new account is then responsible for curing the violation.  

While a property manager may enter violations directly into uManage by accessing the Manage Violation page from the Activity menu, violations may also be entered using the uManage mobile app.  The mobile app supports both iOS and Android users and is available from the App Store or the Google Play Store.  Each unit address in the association is automatically geocoded and displayed as a color-coded pin in the mobile app.  By selecting a specific pin on the mobile app, an inspector can immediately see all necessary information on the property such as the last inspection date, current violations, previous violations and work orders or ARCs.  

The mobile app is fully GPS enabled and can work in offline mode in the field if necessary.  This means the app can be used in locations with slow or even no internet access.  

 

Violation Workflows

Workflows define the escalation process including the letter template, charge schedule and next inspection timing.  A violation workflow typically includes a courtesy notice, first letter, second letter, and fine notice but any number of steps and documents are supported.  A workflow can be assigned to one or multiple associations.  Additional workflows may be created and assigned to specific associations which allows flexibility in defining the violation process required by each association.  Each association can only be assigned one workflow at a time.  

A typical workflow setup consists of a main violation workflow used by most associations with custom workflows for those associations/boards that need it.