Condo Control: Configure Hearing Notices & Board Decision Tracking

In Condo Control, set up hearing notices by creating a violation workflow that includes a hearing stage, attaching a notice template, selecting delivery methods (email and or print), and scheduling the hearing date. Then track board decisions by recording the outcome (approved denied continued), notes, fines, and next steps directly on the same violation case, so the full audit trail stays in one place.

 

Where to set it up (fast path)

 

• Violations: create and manage the case, stages, dates, and status.
• Letters or Templates: build the hearing notice text once, reuse it.
• Residents or Units: confirm owner mailing address and email before sending.
• Permissions: ensure board and managers can view edit decisions.

 

Configure hearing notices (step by step)

 

• Create a violation type (example: Noise, Parking) and define default steps: warning, hearing, decision, compliance.
• Build a hearing notice template with placeholders: owner name, unit, violation details, hearing date time, location or video link, deadline to respond, and what evidence to bring.
• In the violation case, set hearing date and internal deadline (example: submit response by 48 hours before).
• Select delivery: email for speed, print for certified mail workflows. If the association requires mail, do not rely on email only.
• Attach evidence (photos, logs, prior warnings) so the board sees the same packet.
• Send a test to an internal email first to confirm formatting and placeholders.

 

Track board decisions (clean audit trail)

 

• After the hearing, open the same violation and add a decision entry: outcome, date, who decided, and summary notes.
• Record fine amount and effective date only after confirming the governing documents allow it and required notice timing was met.
• Set the next status: closed, monitoring, or continued (continued means more time or another hearing).
• Send a decision letter using a template that includes appeal rights if applicable, compliance deadline, and payment instructions.
• Log all communications in the case so there is a single timeline for disputes.

 

Common mistakes to avoid

 

• Wrong recipient: sending to tenant when the owner must receive legal notice. Verify owner of record.
• Bad addresses: outdated mailing address or missing email. Confirm before sending.
• No proof of delivery: if rules require mail, keep mailing logs and tracking numbers.
• Missing dates: hearing date, notice date, and decision date must be recorded for compliance.
• Board notes in email only: keep decision notes inside Condo Control for continuity.

 

Testing and troubleshooting

 

• Create a dummy violation on a test unit and run the full flow: notice, hearing date, decision, decision letter.
• If emails do not send, check user notification settings, spam filters, and whether the resident has opted out.
• If templates show blanks, the placeholder field may not exist for that module. Replace with plain text or supported fields.

 

If everything is already set up

 

• Standardize outcomes with a short list (example: dismissed, fine, continued) so reports stay consistent.
• Create a monthly hearing agenda report and a decision log export for board packets.
• Lock permissions so only authorized roles can edit decisions after posting.

 

When to contact Condo Control support

 

• You cannot find the letters templates area or violation stages in your plan.
• You need certified mail integrations or advanced audit logging.
• Board members need restricted access (view only) and it is not behaving correctly.