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Violation Tracking - Creating Stages, Types & Templates Video Guide

 

Tip: You can navigate to specific sections in the video by selecting the Chapters icon.

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Learning Objectives:

1. Summarize how to create a violation stage group.

2. Describe how to create a violation type.

3. Explain how to create a violation print template.

 

 

Video Script

Welcome to the Violation Tracking: Creating Stages, Types & Templates overview. In this video we will demonstrate how to create violation stage groups, violation types, and violation templates. You must complete these actions in sequential order.

To get started, select Setup from the welcome menu. Then, select Violation Tracking from the main menu. This will open the violation tracking settings page where you can configure the violation stage groups and types for your building. 

Begin by selecting the Violation Stage Group Tab. Stage Groups are the series of steps in the violation process. For example, a parking violation begins with a friendly reminder. If the violation is not remedied there will then be a second notice followed by a final notice. By creating a parking violation stage group, you can automatically assign those stages when logging parking violations.

To create a new stage group, click Add New Stage Group. Then, enter a name for the stage group and click Save. Next, create the stages for the stage group. Click the Edit icon beside the stage group name and select Add New Stage.

Then, enter a name for the stage. If applicable, upload any files you want included in the violation email notification for this stage. Next, enter the number of days the user will have to resolve the violation. Then, determine if you need to collect votes and if applicable, select the appropriate user group. For example, the board of directors may need to vote on revoking privileges or charging a fine.

Next, determine if payment is required at this violation stage. The payment amount will be entered when logging the violation. Online Payment must be enabled on the setup page to use this feature. Once completed, click Save.

You will now see the violation stage on the stage list. Continue this process until all the violation stages have been created. To reorder the violation stages, click the arrows beside the stage name. To revise a violation stage, click Edit. And to remove a violation stage, click Delete. 

After creating your stage groups, move to the Violation Type Tab. A violation type is a category for a series of violations. For example, there are noise related violations, pet related violations, smoking related violations and so on.

To create a new violation type, select Add New.  Then, enter a name for the violation type. Next, select the stage group associated with the violation type. After selecting a stage group, enter a description of why there is a violation and if applicable, list any governing documents related to the violation. Description and Governing Documents are merged fields, meaning they can be inserted into your violation tracking templates. Once completed, click Save. You will now see the violation type on the violation tracking types list.

Continue this process until all your violation types have been created. Then, select Print Templates from the main menu to create your violation templates. Violation templates are pre-populated descriptions for a violation type and stage. For example, there is standard language for all final notice parking violations. By creating a template, you can insert that standard language each time you log a final notice parking violation. Ultimately saving you time.

To create a new violation template, select Add New Template. Then, select violation tracking from the feature drop-down menu. Next, select the violation type and violation stage group the template will be connected to. Enter a name for the template and click Next.

Then, enter the description for the violation type and stage. You can add data codes to the description, which are auto-populated fields like unit number, name, or governing documents. Select Learn about supported codes for merging data to see the list of available data codes. Once completed, click Next.  

If applicable, upload a print version of the violation template. This document can also include data codes in the description. Like before, select Learn about supported codes for merging data to see the list of available data code. Once completed, click Save. You will now see the violation template on the print templates list. 

This concludes the Violation Tracking: Creating Stages, Types & Templates overview. For more information on the violation tracking feature, please refer to our user guide.

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