Violation Tracking - Logging Violations Video Guide


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Learning Objectives:

1. Describe how to search and filter the violations list.

2. Explain how to log a violation.

3. Summarize how to update an existing violation.



Video Script

Welcome to the Violation Tracking: Logging Violations overview. In this video we will demonstrate how to log a violation and update existing violations. 

To get started, select Violation Tracking from the main menu. This will open the violations page where you can search, log, and update violations for your building. You must configure violation stages and types before logging a violation. This will be covered in-depth in subsequent training videos.

By default, the violations page lists all the open violations with the newest violation at the top. You can change the list view from Open Violations to Violations Past Due or Draft Violations by clicking the icons at the top of the page.

You can also conduct an all-text keyword search of the violations list, using the search bar. As well as filter the violations list by violation type, violation stage, violation creator, and violation status. Violations that are past due, meaning the deadline has expired, will have a red due date on the violations list until the violation is closed. 

To log a new violation, select Options followed by either Log Single Violation or Log Multiple Violations.  A single violation is issued to one specific resident, whereas multiple violations are the same violation issued to multiple residents. For example, there may be multiple residents violating the pet policy. Instead of logging the same violation multiple times, you can log it once and assign it to multiple residents.

With either option, the violation form is the same. Begin by entering the date and time of the violation. This field will default to the current date and time. Next, enter the unit number involved in the violation and select the resident the violation should be sent to. If a resident is not listed, check their user group permissions on the setup page to ensure they have access to the violation feature. When logging multiple violations, enter multiple unit numbers and select the applicable user group. 

Then, select the violation type from the drop-down menu. Next, select the appropriate violation stage. The violation stage will dictate the remaining fields on the violation form. After selecting the violation stage, enter a subject line for the violation.

Then, determine if you want to Send a Notice to the Violator or log an Internal Comment. Internal Comments can only be seen by building administrators and will not notify the resident of the violation. Next, enter or edit the violation description. 

If payment is required at this violation stage, a payment link will be added to the violation description. Enter the payment amount in the Add Violation Amount field. Then, if applicable, upload any files related to the violation. If want to remove a pre-assigned file, click delete.

Next, review or revise the violation due date. This field will automatically populate based on the number of resolution days assigned to the violation stage.

Then, if voting was enabled for the violation stage, determine if you need to collect votes on the violation and if applicable, select the specific users that need to vote and add a description of what they need to vote on.

Once completed, select Save as Open to send the violation to the resident. Or select Save as Draft to finalize the violation at another time. You will now see the violation on the violations list. If you saved the violation as a draft, change the list view to see the new violation.

The resident will then receive an email notification about the open violation. The email will include the violation details, attachments, response link, and if applicable, payment link. If your vote is required, you will also receive an email notification. The email will include the violation subject, voting description, and voting link.

To revise a draft violation, click on the violation name. Update the violation details as needed and if applicable, add internal notes for your team. Do not delete previous notes, simply add your note above them. Once finalized, select Save Update as Published to send the violation to the resident.

To add updates to an open violation, click on the violation name. Then, add any additional comments or attachments and if applicable, change the due date and voting requirements. 

If the violation has been resolved, select Close this Violation. If the violation has been resolved but you don’t want it to appear on the resident’s record, select Void this Violation. And like before, select Save Update as Published to send a notification to the resident or Save Update as Draft to finalize the update later. 

If a resident does not address the violation by the due date, click on the violation name and select Log Next Warning. If there are no more violation stages available, you will see a notification at the top of the page. Then, select the next violation stage from the drop-down menu. You can only select stages that occur after the initial violation stage. After selecting the violation stage, complete the remaining fields as you did before. Once completed, select Save Update as Published, Close this Violation, or Save Update as Draft. The violation has now been updated.

To print a summary of the violation, select Print Summary. To download a print template of the violation, select the arrow beside Print Summary and pick the appropriate template. This option will only be available if you created violation print templates on the setup page. Review the preview of the print template and click Save Attachment. A PDF copy of the template will then download to your machine and copy will be saved in the violation history records. 

This concludes the Violation Tracking: Logging Violations overview. For more information on the violation tracking feature, please refer to our user guide.

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