Violations

The Property Details screen Violations tab on each specific property shows all of it's active violations. You can add as many violations to a property as needed.

Important: You can only add/update a violation if you are in an active inspection. This prevents users from skipping the violation review process or adding them to a closed inspection. If you are not in an active inspection the add a Violation button does not display.

Note: CCR items and descriptions are configured by your management company in Vantaca at both the global level (Settings > CCR Items) and association level (Association > CCR Items), and may inherit from model associations when not directly configured for a specific association.

On this screen you can:

• View the property address, homeowner name, and contact information.
• Enter an action item number (XN) in the Search field to find a specific violation or scroll through the list.
• Use the Sort icon () to open the Sort by menu and select from Last Updated or Created Date.
• Tap All, Open, or Closed to display the corresponding violations (Open is the default).
• Open an existing violation to make changes or add information or start a new violation.
• Each listed violation item includes: 
  
  
  
  • Past Cure icon (displays only if the violation is past it's cure date)
  • Action item number and title
  • Latest action item note
  • Current step (e.x. First Offense, Warning Reinspect Notice, etc.)
  • Cure Date
  • Last Updated
  • Status

New Violation

Make sure that you are familiar with your management company violations guidelines and best practices so you include all of the appropriate information for each violation.

Tip: We recommend that you enable location services so, when you are performing the inspection, the properties that are geographically closest to you will appear first and the rest will follow in ascending order by the street address. If you are working in an area where the property address is the same but there are different units, you can use the search bar to search by unit number.

To create a new violation:

1. Within an open inspection, select a property. 
   The property opens with the Violations tab displayed.
2. Tap Violation to start a new violation for that property. 
   The Violation screen opens. 
   
   
   
   
3. Provide the following information:
   • Add photos. See the following Add Photos section.
   • (Required) CCR Item: Select the desired CCR item. The management company defines these items in Vantaca.
   • (Required) CCR Description: Enter or select a description of the CCR item. This field is only required if descriptions are configured for the selected CCR item. If descriptions are configured, the description must contain actual text content and cannot consist only of whitespace characters (spaces, tabs, or line breaks).
     Note: The CCR Item and Description options depend on your management company set up and may be different for each association. Some items and descriptions may be tied to other fields where the selection of one results in the autofill of another.
   • Save as new description: Enable to save your entered description for use in the future.
   • Cure Date: Select the date by which a homeowner must resolve this violation and comply with the HOA rules to avoid fines.
   • Cure Period: This field automatically populates with the number of days the homeowner has to resolve the violation according to the cure date.
   • Required Action (Action Item Note): Update these notes to communicate the issue and remediation steps to the homeowner. This information creates notes on the action item. If you do not enter anything, the system copies the CCR description into this field.
   • Step: The steps in the workflow are set up by the management company and may be different for each association. A new violation automatically defaults to the first step in the configured process.
   • Follow Up Date: This field automatically populates based on the duration configured for the selected step (calculated from the current date). Some management companies automate this date based on their action step configuration. You can manually change this date if needed.
   • Due Date: You can select a date here so it appears on the Vantaca dashboard as a reminder as the date approaches.
   • Fee Amount: Fees are configured by the management company in Vantaca. You can override the fee by entering a different fee, but make sure you understand the assessments for this association. Some associations have fees triggered by the CCR item, in which case this field automatically populates.
   • Hearing Date: Select the date and time for the violation hearing if required by your association. This information syncs with Vantaca.
4. Click Add. 
   The new violation displays at the top of the Violations tab for this property with a status of Pending until it goes through the review process. 
   After review, if the violation is accepted, communication is sent to the homeowner. If the violation is not accepted, it is discarded and no longer displays in the list.