Community Boss Automated Delinquency Notices and Email Reminders Setup

In Community Boss, turn on automated delinquency notices by setting your late fee + delinquency timeline, creating email notice templates, then linking those templates to trigger days (example: 1, 15, 30 days past due) and testing with a sample owner. If everything else is already set up, the remaining work is usually just assigning the correct assessment item, confirming email deliverability, and enabling auto-send for the right association.

 

Before you start (quick checks)

 

• Owner emails exist and are marked as the primary email.
• Assessments/dues are posting correctly (a balance must exist for notices to trigger).
• Association “From” email is set (so messages don’t fail or go to spam).
• Delinquency is defined: which charges count (dues only vs all charges), and when an account is considered late.

 

Step-by-step configuration

 

• Find the delinquency/collections settings: go to your Association settings area and locate the section for Collections, Delinquency, or Late Fees/Notices.
• Set the timeline: choose the grace period (days after due date), late fee rule (flat or percent), and the notice schedule (example: send reminders at 1, 10, 30 days past due).
• Create notice templates: in Templates/Communications, build emails for each stage (Reminder, Late Notice, Final Notice). Include merge fields like Owner Name, Property, Balance, Due Date, and Payment Link.
• Attach templates to triggers: in the delinquency notice setup, map each trigger day to the correct template and select the delivery method Email (and print/mail if used).
• Enable auto-send: confirm the setting is automatic (not “manual approval”) for the association, and set the send time if available.
• Exclude special cases: set rules for payment plans, disputes, or board-approved holds so notices don’t go out incorrectly.

 

Common mistakes that stop notices

 

• No qualifying balance: the owner owes money, but it’s on a charge type excluded from delinquency.
• Wrong due date logic: dues post late, so the system thinks nothing is past due yet.
• Email not deliverable: missing email, bounced address, or “From” email not configured.
• Auto-send off: templates exist but are not linked to trigger days, or notices are set to manual.
• Owner opted out: communication preferences block email.

 

Testing (so you know it will work)

 

• Use a test owner (or a real owner with permission) and post a small test charge.
• Adjust the due date temporarily so the account becomes “past due” today.
• Run the delinquency process/preview if Community Boss offers a preview queue.
• Confirm logs: check the communication history for “sent,” and verify the email arrived (including spam).

 

When to contact support

 

• Notices show “sent” but never arrive (possible email domain/DKIM issues).
• Balances are correct but triggers never fire (rule conflict or charge-type mapping).
• Need certified mail workflows, attorney handoff, or advanced collections automation beyond standard reminders.