All keys and any access devices must be entered in the Access Control section in SnapHOA Management App under the address. The reason why we do this is because at the end of each month, a report is ran to count up all the keys and devices that were processed so that Action could possibly bill the association. It’s revenue for Action so it’s important that this step isn’t skipped.
Logging Access Device Information:
- Under the address, go to the right of the page to the section called Access Control and click on + New.
- The following window will come up and this is where you will need to enter the device number, name of item and Type of charge. The following will help you determine how to properly enter the device or key when there is no item number.
- Item #: Device number
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- Directory: Enter the full phone number. If you are reprogramming a number, simply put an “R” in front of the phone number since SnapHOA Mgmt doesn’t accept duplicate entries. If you are deleting an entry, put a “D” in front of the phone number.
- Access Device: Enter the programming access device number. If you are reprogramming a number, simply put an “R” in front of the phone number since SnapHOA Mgmt doesn’t accept duplicate entries. If you are deleting an entry, put a “D” in front of the phone number.
- If distributing a key or Pre-programmed device with no number, enter the initial of the type of key/device followed by full date. Note: SnapHOA Mgmt. App. will not let you enter duplicate numbers.
- Common Area = CAK (Followed by the full date. If it’s 12/4/22 you would enter it as: CAK120422)
- Pool Key = PK(Followed by the full date. If it’s 12/4/22, you would enter it as: PK120422)
- Pedestrian Key = PDK(Followed by the full date. If it’s 12/4/22, you would enter it as: PDK120422)
- Gym = “GK(Followed by the full date. If it’s 12/4/22, you would enter it as: GK120422)”
- Pre-Programmed Remote = PPR(Followed by the full date. If it’s 12/4/22, you would enter it as: PPR120422)
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- Name: The type of key or device that was distributed (Pool Key, Remote, Fob, Directory, Transponder, etc.)
- Type: Choose one of the top 3 options only:
- 1DIS – Distribution: You would select this if you only provided the key/device via mail or in person and no programming was necessary by Action (no matter what office).
- 2PRO – Programming: You would select this if only programming was completed such as a code or directory entry and nothing was provided/distributed. This includes when something is being re-programmed for whatever reason.
- 3DIS&PRO – Dist. & Programming: You would select this if you both distributed/provided a key or device AND it required programming by Action.
- Issue Date: It will always default to today’s date which is fine.
- Click on Add Pass and you are done. You would need to do this for each individual key/device.
***For all keys/devices that were not for a specific address such as a vendor or manager, a work order is to be opened with all the information and assigned to Gate Programming – Community Care and then closed. This will allow Liz to run a work order report at the end of the month of all other keys and devices that could not be entered in the Access Control section. She keeps a spreadsheet that is turned into Evan Anderson to process T&M’s for the HOAs.***