Activities > Find Account - ARC Tab or
Dashboard > Account Search - ARC Tab
Use this page to review and edit ARC requests.
An ARC (Architectural Request) is an Owner initiated request to make changes or modifications to the property. It is then the responsibility of the Board, or assigned ARC Committee to review the request to make sure it complies with the Association’s requirements.
Add an ARC Request
Step 1. Locate the Owner Account you need to work with using the Account Search feature on the Dashboard, or via Activities > Find Account.
Step 2. Click the ARC Tab.
Step 3. Click the Add ARC Plan hyperlink.
Step 4. Complete the ARC Window.
NOTE- To add the initial request it isn’t necessary to complete all Sections listed below. Only the General Section and any required Documents are needed to save the initial request.
ARC Plan Tab - General Section
Association- This information will auto-populate, review the field for accuracy.
Account- This information will auto-populate, review the field for accuracy.
Unit Address- This information will auto-populate, review the field for accuracy.
Email- This information will auto-populate, review the field for accuracy.
Phone- This information will auto-populate, review the field for accuracy.
Activity Status- This field will default to Open when a new plan is submitted. The other options, Hold and Closed may be used through the approval process.
Type- Select the correct Association Plan Type from the drop down menu.
NOTES- Types are used to categorize and sort various improvements and can even be used to automate some steps. For more information, click the links below.
Title- Enter a Title for the ARC Plan.
Disclosure- Check this box if the proposed work requires Disclosure to surrounding Owners.
NOTE- Some States or jurisdictions may require that certain types of improvements are disclosed to neighboring Owners.
Description- Enter a detailed description of the ARC Plan.
ARC Plan Tab - Contractor Section
Use this section to enter detailed information for the contractor that will be doing the work on the property.
Name- Enter the name of the contractor.
Phone- Enter the phone number for the contractor.
Email- Enter the email address for the contractor.
Planned Start- Enter the planned start date.
Planned End- Enter the planned completion date.
ARC Plan Tab - Construction Section
Use this section to detail and track the estimated date range of the project.
Scheduled Start Date- Enter the Scheduled Start date.
Scheduled End Date- Enter the Scheduled End date.
Extension Date- Enter an Extension Date, if applicable.
Actual Completion Date- Enter the date the work was complete.
ARC Plan Tab - Deposit Section
Use this section to record Deposit information.
NOTE- If a Deposit is required prior to Committee review, this section can be completed prior to submission to the ARC Committee.
Deposit Amount- Record the amount of the Deposit received.
Received Date- Enter the date the Deposit is received.
Check Number- Enter the Check Number for the Deposit.
Refund Amount- Enter the amount refunded.
Refund Date- Enter the date of the refund.
Refund Check Number- Enter the refund Check Number.
ARC Plan Tab - Committee Meeting Section
Use this section to detail Committee Meeting information for this ARC Plan.
ARC Plan Tab - Current Resolution Section
This section will auto-fill once a New ARC Plan has been saved. This section will change to reflect the current status of the plan as it moves through the process.
ARC Plan Tab - Manager Resolution Section
This section is used to record changes in the approval process and to add additional notes regarding the change. To make a change to the status of the request, check the Change Action box and select the updated ARC Action Type from the drop down menu.
ARC Plan Tab - Final Resolution Section
This section is used to record the final action in the ARC process. This will take place following the Manager Resolution and Current Resolution.
NOTE- If there is a pending review option from the ARC committee, the votes must be cast by committee members and ARC chairman for it to proceed to this step.
ARC Plan Tab - Required Documents Section
This section lists and provides links to any documents that are required when an ARC plan is submitted. This area can be used to store an ARC Request Form that can be downloaded by the Owner via the Community Portal.
NOTE- Required Documents are set up on the Manage Association-ARC Tab page. CLICK HERE for more information.
ARC Plan Tab - Attached Documents Section
Use this section to upload documents submitted with the ARC request, if applicable.
ARC Plan Tab - Additional Documents Section
Use this section to upload Additional documents required by the ARC Committee. Upon upload, the committee is notified that a document has been uploaded.
Additional Documents- Additional Documents will be listed in this window if the Owner has uploaded them.
Allow Owner to add additional documents- Check this box to allow the Owner to upload documents via the portal. If this option is selected, any uploaded documents will appear in the Additional Documents above.
Send Notification- This Checkbox will allow for the user to enter a Message that can be sent to the homeowner of what they may be required to include in their Additional document.
Last sent notification date- This field will note the last date a notification was sent.
ARC Plan Tab - ARC Dates Section
This section records estimated and final resolution dates. This information is populated by decisions made by the Manager and ARC Committee.
Step 6. Click the Save button to finalize, or the Save Add button to add another ARC request.
Edit an ARC Request
Step 1. From the Find Account page, click the ARC Tab.
Step 2. Click the Pencil icon for the ARC you want to edit.
Step 3. Make any necessary changes.
Step 4. Click the Save button to finalize your changes.
Delete an ARC Request
Step 1. From the Find Account page, click the ARC Tab.
Step 2. Click the Trash icon for the ARC you want to delete.
Step 3. Click Confirm on the pop up confirmation window.
Other Sub-Tab Options
Disclosure Account Tab
In situations where it is required that notices are sent to the owners of nearby Units, when certain types of Architectural Requests are taking place, this Tab allows the user to use the map of the community to locate affected owners, and schedule a notice to be sent.
Click the pin of any nearby unit to turn the Pin green. This will mark the unit to receive a copy of the disclosure letter.
ARC Plan Tab - Committee Recommendation Section
This section details the final recommendation by the ARC Committee.
Event Log Tab
This Tab details all actions taken on the related ARC Request.
Actions Tab
This Tab lists all communications with the Owner regarding the ARC request.