HOW TO LOCATE THE PROFILE:
On the HOA PAGE, SELECT: “P” or begin searching in the search box attached to “P” as seen in the image below. In the second image, the green arrow points to where the search box is located. This search box is accessible from all tabs listed on the left side .
One option to search the profile is to click on the “P” to bring up all of the profile information. It is recommended to right click on the “P” and open a new tab if you need to keep the page open that you are currently working on (see below for new page that will open). For instance, if you are editing a work order and need to keep that page open. On the other hand, you can also search the term you are looking for directly in the search box if you do not need to keep the current page open.
Filtering the Profile Information
Once you are on the “Profile” page, you can filter by Categories on the left hand side or search within the profile with the search box on the right hand side.
If you choose to filter by Categories, you can select one of five separate categories: Architectural, Association Info, Responsibility, Rules & Regulations, and Vendor Info. By selecting a “category” you can limit the number of search results that will show up when you enter a particular term. This will also help to filter out information which is irrelevant to your particular search. For example if you are looking for a fence vendor and select the category for Vendor Info, then you will not pull up Architectural or Responsibility Information. You are able to select more than one category a time, if needed (see second image below).
There are five categories that one may select from with the new profiles. Each is explained in detail below.
- Architectural – Each association creates its own covenants, conditions, and restrictions (“CC&Rs”) to govern the association. The CC&Rs may forbid certain additions, modifications, or improvements to the resident’s property. The governing CC&Rs may also require the resident obtain HOA approval before he or she may make either an addition, modification, or improvement. The HOA will have an architectural application and approval process for the residents to follow in order to make some of these additions, modifications, or improvements. The application process assists the HOA in administering uniform standards. Therefore, the “Architectural” category includes potential changes that residents may be interested in for their property and the application requirements there may be to make these changes, if permitted.
- Example 1 – A resident would like to add a basketball hoop. We can see by the information from the profile, that this is not permitted.
- Example 2 – A resident would like to change the cabinets inside the home. The profile advises this is permitted and an application is not needed.
- Example 3 – A resident would like to add a fire pit to the property. The profile advises this is permitted, but an application is needed. Thus, the resident must receive architectural approval before adding the fire pit.
- Example 1 – A resident would like to add a basketball hoop. We can see by the information from the profile, that this is not permitted.
- Association Info – This category includes general information for the association. Examples include (but are not limited to) board meeting information, ways to access the community (directory, fobs, remotes), directions to the association, and clubhouse rental information.
- Responsibility – The responsibility information indicates whether maintenance items are “Owner” or “Association” responsibility. For example, in the image below we can see that ants on the exterior are “Association” responsibility but that ants on the interior are “Owner” responsibility. By clicking on the blue link (example – Ants (Exterior)), you can pull up further “Responsibility Notes” as shown in the second image below.
- Rules and Regulations – In addition to architectural rules, the CC&Rs also cover resident behavior, obligations, and common responsibilities. These “rules and regulations” can include, for example, whether the owner may rent out the property to a tenant or what pets the resident may live with. See a few examples from profiles below.
- Example 1 – the resident inquires if she can have a bounce house in her front yard. This is different from an architectural application as this is not a permanent addition/modification/improvement to the property.
- Example 2 – the resident inquires as to the rules for having a temporary dumpster. The profile demonstrates how the resident must proceed to get approval. This is different from an architectural application as this is not a permanent addition/modification/improvement to the property.
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Example 3 – the resident inquires about the price and process for renting a table at the pool.
- Example 1 – the resident inquires if she can have a bounce house in her front yard. This is different from an architectural application as this is not a permanent addition/modification/improvement to the property.
5.Vendor Info – The vendor information on the profile contains the category of work, a further description of the work, and the name of the vendor’s company. See Example 1 for the vendor “Stat Services” below. By clicking on the blue link, you can pull up more information on the vendor including: vendor’s phone number, where to send work orders, and additional information relevant to the vendor and its work. See Example 2 below.
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- Example 1
- Example 2
- Example 1
Example of information filtered by category:
After determining which section you need for information, you then can select one of the links. This will open a page like the one you see here, with the desired profile information:
Attachments:
SnapHOA Management now allows attachments to be uploaded to a specific question instead of just the Community Care Tab. When the answer to a profile question says to check for an attachment, scroll to the bottom of the page and first verify if an attachment exists. If it does not, check the Community Care Tab for it.
Incorrect Profile Information
When you come across obviously incorrect profile information, it needs to be brought to the CM and MA’s attention. From outlook, send an email to the CM and MA for the HOA with the profile that needs to be updated. Also, CC the Community Care group email (apmteamcommunitycare@actionlife.com) so the team can be made aware of the issue. Below is a real example sent out by CC Team Member, Christy:
Unanswered Profile Information
Sometimes information/questions on a profile will remain “unanswered”. In these instances, you should defer to the manager to advise how to proceed. If the manager or a senior manager is not available and you need an answer urgently, then you should ask a Community Care Lead for assistance.
You may also want to filter out information which is not applicable to the association. In order to do so, you can check the box to the right of the Categories and it will “Hide N/A” – see image below. You may also select the box to only show “Only Unanswered” for what information may need to be added to the profile, also in the image below.
Urgent Notice – Pop Up
Certain communities have a yellow megaphone near the profile search box. This indicates that there is an “Urgent Notice – Pop Up” for the association. You must search “Urgent Notice – Pop Up” if the association has the yellow megaphone. You would search this within the profile search box as you would for other profile information and follow any instructions for the association.
