Configure Violation Categories, Rules & Escalations in CINC Systems

In CINC Systems, violation setup is done by creating violation categories, then attaching rules (what triggers a violation, deadlines, fees), and finally building an escalation path (reminders, hearings, fines, attorney). After saving, test it with a sample unit, confirm notices generate correctly, and make sure staff permissions and templates are set so nothing gets stuck.

 

Where to set it up (what to click)

 

• Admin/Settings (or Association Settings) → Violations / Compliance
• Violation Types/Categories (the list of what can be violated)
• Rules/Policies (timelines, fines, repeat logic)
• Templates/Letters (email/print notices)
• Automation/Workflows (if enabled) for scheduled steps

 

Configure categories (simple and clean)

 

• Create categories that match your governing docs: “Parking”, “Trash”, “Noise”, “Pets”, “Exterior”, “Architectural”.
• For each category, add violation types (specific items): “Overnight street parking”, “Trash can left out”, “Unapproved satellite dish”.
• Set severity if available (minor/major). This controls default timelines and who gets notified.
• Attach evidence requirements: photo required, date/time required, inspector name required.

 

Build rules (what happens after it’s logged)

 

• Set cure period: the number of days the owner has to fix it before the next step.
• Choose notice method: email, portal message, print mail. Use mail for owners who opted out of email.
• Set fine logic: first-time warning, then fine amount, then recurring fine (daily/weekly) if allowed.
• Define repeat violation window: example “If same type occurs within 90 days, skip warning and go to fine.”
• Decide who can close a violation and what proof is needed to close it.

 

Set escalation steps (the timeline)

 

• Create stages like: Courtesy → Formal Notice → Hearing → Fine → Final Notice → Attorney/Collections.
• For each stage, set trigger (days after prior step, or after failed inspection).
• Attach the correct template to each stage so the right letter goes out automatically.
• Set task assignments: manager reviews, board hearing scheduled, accounting posts fine.

 

Common mistakes that cause “everything looks set but nothing works”

 

• No templates linked to stages, so notices never generate.
• Owner delivery preferences block email and no print queue is enabled.
• Fine posting not mapped to the correct ledger item, so fines don’t hit the account.
• Permissions: staff can log violations but cannot advance stages or post fines.
• Wrong association selected in multi-association setups.

 

Test and validate (do this even if everything is already set)

 

• Log a test violation on a non-owner test unit (or a board-owned unit with permission).
• Advance it one stage and confirm: notice generates, delivery method works, task is assigned.
• Trigger a fine stage and confirm it posts to the owner ledger correctly.
• Close it and confirm the close reason and evidence are stored.

 

Troubleshooting and when to contact support

 

• If notices don’t send: check template link, email settings, and owner communication preference.
• If fines don’t post: check charge code/GL mapping and whether the stage is set to “post fine”.
• Contact CINC support if the Violations/Compliance module is missing, automation options are not available, or templates won’t merge owner/unit fields correctly.