Key Concepts
Properties First Approach: Properties must be created before residents can be associated with them
Primary Owner Requirement: Each property requires one (1) primary owner upon creation
Flexible Owner Management: Primary ownership can be transferred and additional owners can be added after initial setup
Step-by-Step Guide: Adding Properties to Your HOA
Step 1: Access the Properties Section
Log into your HOA Messenger administrator account
Navigate to the Associations section in the left sidebar
Step 2: Initiate Property Addition
Select your HOA association (e.g., "Apple Ridge HOA" or "AABB HOA")
Click on the Properties tab at the top of the association details page
Click the blue "+ Add properties to association" button
The "Add property details" modal window will appear
Step 3: Choose Your Input Method
Option A: Individual Entry
Enter property details one at a time directly into the form fields
Best for: Small associations or when adding a few properties
Option B: Bulk Import
Copy and paste data directly from Google Sheets or Microsoft Excel
Best for: Large associations or when migrating existing property databases
Note: Phone numbers must be in XXX-XXX-XXXX format
Step 4: Enter Property Details
Required Information (Must Have One):
Email Address OR Phone Number for the primary owner. If you do not have an email or phone number on file for a particular owner, then input a placeholder email or phone number (you can edit this later if needed).
Property Owner Fields:
Field | Requirement | How the System Uses It |
First Name | Optional | Ensures Property's owner is properly identified. |
Last Name | Optional | Ensures Property's owner is properly identified. |
Email Address | Optional | If the manager enters the same email the resident later uses to sign up, the account is auto-verified and all property data pre-fills, making the resident's registration process much easier. If the emails don’t match, the resident must enter their address manually and submit an access request for manager review and approval. |
Mobile Phone | Optional | Behaves exactly like Email: matching numbers trigger instant verification. |
Property Address Fields:
Street Address (Required)
City (Required)
State (Required)
Zip (Required)
Step 5: Add Multiple Properties (If Applicable)
Use the "Add Row(s)" button to add additional property entry rows
The default is 1 row, but you can add up to 100 rows at once
Enter details for each property following the same requirements
Step 6: Save Your Properties
Review all entered information for accuracy
Click the blue "Save" button at the bottom right
The system will process and add all properties to your association
Step 7: Verify Property Addition
After saving, you'll return to the Properties tab
Your properties will now appear in the property list showing:
Property Address
Registered Owner(s)
Un-Registered Owner(s)
Use the pagination controls to view all properties (20 per page)
Managing Property Ownership
Primary Owner Management
Every property must maintain exactly one primary owner at all times. The primary owner:
Receives all official HOA communications by default
Is listed as the main contact for the property on Billing Statements
Can be changed to any other associated owner through the edit function
To Change Primary Owner:
Click "Edit" next to the property in the Properties Section
In Property Details, click "Edit" next to the current Primary Owner
Select the new primary owner from the dropdown (current primary owner appears first)
The previous primary owner is automatically demoted to an Additional associated Owner
Click "Save" to confirm changes
Additional Owner Management
Properties can have multiple additional owners who:
Are associated with a property but are not listed as the primary owner
May receive communications
To Add Additional Owners:
Click "Edit" next to the property
Click "+ Assign additional owner" in the Property Details
Search for or select the resident to add
Click "Save" to confirm
To Remove Additional Owners:
Click "Edit" next to the property
Click "Remove" next to the associated owner you want to disassociate
Click "Save" to confirm
Note that primary owners need to be demoted to an associated owner before they can be removed from the property.
Understanding Registered vs. Unregistered Owners
Unregistered Owners
Added by Manager during initial property setup
Are resident who have not yet signed up for HOA Messenger
Appear in the "Un-Registered Owner(s)" column
Registered Owners
These residents Have completed sign-up process
Appear in the "Registered Owner(s)" column
Important: When unregistered owners sign up:
If using recognized contact info: Automatically Verified
If using different contact info: Requires manual verification process
Property Information Updates
Editing Property Details
You can modify property information at any time:
Click "Edit" next to any property
Update the following fields as needed:
Street Address
City
State
Zip Code
Click "Save" to apply changes
Handling Common Scenarios
Multiple Properties, Same Owner
For owners with multiple properties:
Create each property individually with the owner as primary
Doing so will links all properties to the same resident profile
Trust or Corporate Ownership
For properties owned by entities:
After the initial property setup, enter the trust/company name in the "Company/Trust Name" field by navigating to the Resident section clicking "Edit" next to the information you want to update.
Check "Use Company/Trust as Primary Name" if applicable
Best Practices
Data Quality
Standardize Entries: Use consistent formatting for addresses
Verify Before Adding: Double-check email addresses and phone numbers
Avoid Duplicates: Search for existing residents before creating new profiles
Common Questions
Q: Can I bulk import property updates? A: Currently, bulk updates must be done through the initial import process. Individual updates are required for existing properties.
Q: Can a property exist without an owner? A: Technically yes, but every property should have at least one primary owner.
Q: Can I add properties without owner information? A: Yes, but a placeholder name will be added until you have a chance to add the actual owner details.
Q: Can I change the primary owner later? A: Yes, primary ownership can be transferred as needed.
Q: What happens if I don't have all owner contact information? A: That's okay, you can add it later if needed.
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