Two Registration Scenarios
Scenario 1: Recognized Contact Information (Automatic Process)
When residents register using the exact email address or phone number already in the HOA database:
The system automatically matches them to their property
No administrator action required
The resident immediately appears as "Registered" with ACTIVE status
Scenario 2: Unrecognized Contact Information (Manual Process)
When residents register using contact information not found in the HOA database:
Administrator must manually verify and approve
Temporary duplicate profiles are created
Manual cleanup required to remove duplicates
This guide focuses on this scenario
Key Concepts
Pending Verification: Status for residents who registered with unrecognized contact information
Property Association: The process of linking a verified resident to their correct property
Duplicate Profile Management: Handling and removing duplicate entries after manual verification
Primary Owner Reassignment: Updating property ownership records to reflect verified resident accounts
When Manual Verification is Required
This manual verification process occurs when:
A resident signs up using an email address not in the HOA's database
A resident registers with a phone number different from what's on file
Contact information was entered incorrectly by manager during initial property setup
Residents use alternative email addresses or phone numbers
Email or phone number was entered incorrectly by resident during registration process.
Note: If residents use the same email or phone number input by the manager during the initial property setup, then they are automatically verified.
Step-by-Step Guide: Manual Resident Verification Process
Step 1: Identify Pending Verifications
Log into your HOA Messenger administrator account
Check the Activity panel on your dashboard
Look for "Resident Pending Verification" notifications
Click the "Review" button next to the pending verification
Important: These notifications only appear for residents who r with unrecognized contact information.
Step 2: Review Resident Information
The system displays the resident's registration details:
Name & Email/Phone used for registration
Association name
Property address (if already associated)
Verify this is a legitimate resident for your HOA
Step 3: Select Associated Property
In the "Select Associated Property" section, review available properties
Check the box next to the correct property for this resident
The property list shows:
Property Address
Current Registered Owner(s)
Un-Registered Owner(s)
Click "Approve" to associate the resident with the selected property
Step 4: Handle Duplicate Profiles
After approval, you'll see a success message: "Properties Approved"
However: Duplicate profiles may occur created when residents register with unrecognized information because the system cannot automatically merge these profiles with information input previously by the manager. Therefore, manual cleanup is required to maintain accurate records
If a resident with a known name registers with unrecognized email or phone number and is verified, then that newly verified resident will create a duplicate entry. You'll notice:
The resident appears in BOTH the "Registered Owner(s)" and "Un-Registered Owner(s)" columns
The original unregistered profile remains and must be manually cleaned up
Step 5: Update Primary Owner (Edit Property)
Navigate to Associations → Select your HOA → Properties tab
Find the property and click "Edit"
In the Property Details modal, click "Edit" next to the Primary Owner
The "Edit Primary Owner" dropdown appears
Step 6: Select Correct Primary Owner
Click the dropdown menu to see all associated owners
Critical: The first name in the dropdown is the current primary owner
Select the second instance of the resident's name (the newly verified profile)
This replaces the unregistered profile with the verified account
Step 7: Remove Duplicate from Additional Owners
After updating the primary owner, the system moves the old profile to "Additional Owners"
Click "Remove" next to the duplicate profile in the Additional Owners section
Click "Save" to update the property
Step 8: Delete Duplicate Resident Profile
Navigate to People → Residents
Locate the duplicate/unregistered resident profile
Click "Edit" next to the duplicate entry
In the Edit Resident Profile screen, click the red "Delete" button
Confirm the deletion when prompted
Step 9: Verify Final Configuration
Return to the Residents list
Confirm only one profile exists for the resident
Verify the resident shows as "ACTIVE" status
Check that Registered Residents count has increased by 1
Check that Unregistered Residents count has decreased by 1
Best Practices
Prevention Tips
Ensure Accurate Initial Data Entry: Double-check email addresses and phone numbers
Communicate Registration Information: Tell residents which email/phone to use when signing up.
Send welcome emails to the exact email address on file
Understanding Automatic vs Manual Processes
Automatic Process (Recognized Information)
✅ Resident uses email/phone already in database
✅ Instant verification and activation
✅ No administrator action needed
✅ No duplicate profiles created
✅ Clean, efficient process
Manual Process (Unrecognized Information)
⚠️ Resident uses different email/phone when signing up
⚠️ Creates "Pending Verification" status
⚠️ Requires administrator review
⚠️ Creates temporary duplicate profiles
⚠️ Requires manual cleanup steps
Important Notes
System Behavior
Automatic cleanup ONLY occurs with recognized contact information
Manual verification may result in duplicate resident profiles that need cleanup
Each property must have exactly one primary owner at all times
Impact of Incomplete Cleanup
Reports may show inflated resident counts
Billing and assessment tracking may be affected
Confusion in resident directories and contact lists
Troubleshooting
Q: Why didn't the system automatically verify this resident? A: The email/phone used for registration may not match any in the HOA's database exactly.
Q: Can I add alternative emails/phones to prevent manual verification? A: Currently, each resident profile supports one primary email and one primary phone number
Q: What if I accidentally approve a resident to be associated with the wrong property? A: Edit the property and remove the incorrect owner, then click edit for the correct property and add the owner to that property.
Q: What happens if residents have multiple valid email addresses? A: Select one of them to be the primary email and those residents know which one to use when signing up.
Keywords for Search
resident pending verification
verify resident HOA Messenger
automatic resident verification
manual verification process
unknown email registration
recognized contact information
approve resident property
duplicate resident profile
unregistered resident cleanup
resident verification process
property association approval
primary owner update
remove duplicate profiles
resident profile management
pending verification review
automatic vs manual verification