How to Add and Edit Homeowner Contact Information

This article provides instructions about adding, editing, and deleting individual homeowner contact information, such email, address, and phone number.

Note: You can add multiple contact information entries for a property and its owners, but only one line per property displays in the Directory on the portal.

Contents

• Add Contact Info
• Edit Homeowner Contact Info
• Change the Primary Mailing Address
• Edit Homeowners Communication Preferences
• Additional Reference
• FAQ

Add Contact Info

To add homeowner contact information:

1. Navigate to Homeowners > Homeowner Profile > Communication > Contact Info.
   The Contact Info page for the homeowner opens to show the homeowner's mailing address, phone number, and email address.
   
   
   
    
2. Confirm that you have the correct homeowner account.
   OR
   Click the homeowner name beside the account number to search for a different one. 
   A Search screen opens where you can search for the homeowner and click Select beside their name. 
3. To add a new piece of contact information, click New Contact.
   Note: A homeowner can have unlimited pieces of contact information.
   The Edit Contact screen opens.
4. Provide the following information:
   Important: This screen contains different fields depending on the Contact Type selected.
   
   
   
    
   • Contact Type: Select the type of contact.
   • (Optional) Label: Enter a custom label for the contact.
   • Is Mailing Address: Select if this is the mailing address for the homeowner.
   • International Address: Select if this is an international address.
   • (Optional) Mailing Name Override: Enter a name to use (instead of the homeowner name) with this specific address on letters, statements, coupons, etc.
   • Address fields: Enter the address information for the homeowner (you can select the state).
     Note: For addresses that are PO Box addresses with no street address, enter "0" in the first field and then the PO Box number in the second. Continue to fill out the rest of the city, state, and Zip Code fields.
     
     
     
      
   • Primary: Select if the email or phone is the primary. All system notices and action item notifications are sent to the primary email address selected for the account.
   • Email: Enter the homeowner's email address.
     Note: You can no longer enter multiple email addresses separated by a comma. Simply add a new email address through the New Contact button.
   • Phone: Enter the homeowner's phone number. 
5. Click Update.

Edit Homeowner Contact Info

To edit homeowner contact info:

1. Navigate to the homeowner (follow the previous procedure).

2. Click Edit beside the piece of contact info you want to change.
   
   
    

3. Make the changes and click Update.

Change the Primary Mailing Address

To change the primary mailing address:

1. Navigate to the homeowner (follow the first procedure).
2. Click Change Primary Mailing Address.
   
   
    
3. Select a different address.
4. Click Update
   The selected address will now display with (Primary Mailing Address) beside it.

Edit Homeowners Communication Preferences

To edit a homeowner's communication preferences:

Note: The Property and Homeowner import now supports importing both communication preferences for owners in bulk, saving you time when needing to update multiple owners at once. Use the CommPreference column to set the owner's General communication preference and the BillingCommPreference column to set their Billing communication preference. For more information, please see our Property and Homeowner Imports article.

1. Navigate to the homeowner (follow the first procedure).
2. Click Change Comm Preferences.
3. In the Change Comm Preferences screen, select:
   
   
    
   • General Communication Preference: Select how the homeowner will be notified with general communications. Options include: Paper, Email, App Notification, and Paper and Email.
   • Billing Communication Preference: Select how the homeowner will be notified with billing communications. Options include: Paper, Email, and Paper and Email.
4. Click Update.

Additional Reference

FAQ
 

Q: How can I fix incorrect contact information for all homeowners in an association?

A: Use the Property and Homeowner import in Update Import Mode to edit information in bulk.

Example: If the zip code is incorrect for all owners:

1. Create an import file containing only these columns:
   • AssocCode
   • Account
   • Zip (with the corrected values)
2. Run the import in Update Import Mode.

Important: Only include columns of information you want to update. Any blank columns in your import file will erase existing data in those fields on owner accounts.

This method works for any contact information field that needs bulk correction, just ensure your import file contains only the columns of contact information requiring updates. For more information on this import, review our Property and Homeowner Import article.
 

Q: Is there a report I can run for homeowner contact information for a given association?

A: Yes. The Homeowner Contact Information report, found in the Reports menu, exports homeowner contact details for a selected association to an Excel file. The report organizes information across three tabs, Address, Email, and Phone, at the bottom of the file.