How to Attach Photos and Evidence to Violations in HOA Express

In HOA Express, open the homeowner’s Violation record, use the Attachments or Documents/Files area, upload the photo(s) or PDF evidence, add a clear note (date, location, what it shows), then save and confirm the file is visible on the violation and (if needed) included in the notice/email template.

 

Where to upload photos/evidence

 

• Go to Violations (or Homeowners/Properties → select the account → Violations).
• Open the specific violation (not just the list view).
• Look for a tab/box labeled Attachments, Documents, Files, or Upload.
• Select Add / Upload and choose the photo(s) from your computer/phone.
• Add a short Description/Comment like: “Trash bins left out past pickup, photo taken 3/2, front curb.”
• Click Save and refresh the page to confirm the file appears.

 

Best practices (so the evidence actually helps)

 

• Upload 2–4 clear photos: wide shot (context) + close-up (detail) + address/unit marker if possible.
• Use PDF for letters, contractor notes, or screenshots; keep file names clear (e.g., “Unit12_Trash_0302.jpg”).
• In the violation notes, record date/time, rule cited, and who observed (manager/inspector).
• If the platform has a visibility option, mark whether the attachment is internal only or share with homeowner.

 

Common setup mistakes

 

• Uploading to the homeowner account documents instead of the specific violation (then it won’t show with the violation notice).
• Forgetting to click Save after upload or leaving the page before it finishes.
• Using very large images; if upload fails, resize or convert to JPG.
• Assuming photos auto-send: many systems require the notice template to include attachments or a link.

 

Testing and validation

 

• Open the violation again and confirm the attachment is listed and downloadable.
• Preview the violation letter/email to confirm evidence is included (or linked) the way the association expects.
• If there’s a homeowner portal, verify whether the attachment is visible based on your sharing settings.

 

Troubleshooting

 

• If upload buttons are missing: check your user permissions for violations/documents.
• If uploads fail: try a different browser, disable pop-up blockers, reduce file size, and avoid special characters in file names.
• If photos attach but don’t appear in notices: edit the template/settings for violation communications or manually attach when sending.

 

If everything else is already set up

 

• If you already have the right permissions, correct module, and valid file types, the only steps are: open the violation → upload in Attachments → add a note → save → confirm visibility and notice behavior.

 

When to contact HOA Express support

 

• Attachments never save, disappear, or show “permission denied” even with admin access.
• You need evidence to automatically include in notices but can’t find the setting for attachment inclusion or portal visibility.