CINC Systems: Generate Board Dashboards & KPI Reports for HOA Boards

In CINC Systems, generate board-ready dashboards and KPI reports by confirming the right permissions, selecting the correct community and date range, using the built-in dashboard/report modules to pull the KPIs boards care about (collections, delinquencies, violations, work orders, architectural requests, communications), then exporting to PDF/Excel and saving a reusable template or scheduled report so the same package is produced every month with minimal effort.

 

Before you start (even if everything is already set up)

 

• Confirm access: the user needs reporting/dashboard permissions for the association(s). If a menu is missing, it is usually a role/permission issue, not “a bug.”
• Pick the right scope: select the correct Association/Community and Date range (month-to-date vs last full month). Boards get confused when ranges change.
• Know the KPI definitions: “Delinquency rate” can mean units delinquent or dollars delinquent. Use one definition consistently.

 

Build a board-ready dashboard (fast, clean, repeatable)

 

• Go to the Dashboard/Analytics area (name varies by setup) and choose Association.
• Add widgets/tiles for the board’s recurring questions:
  • Assessments billed vs collected (cash flow health)
  • AR aging (current, 30, 60, 90+ days)
  • Delinquent accounts (count and total balance)
  • Violation pipeline (new, open, hearing, resolved)
  • Work orders (open vs closed, average days open)
  • Architectural requests (submitted, approved, pending)
  • Resident communications (messages sent, engagement if available)
• Set filters (community, status, manager, vendor) and save as a view/template so it can be reused monthly.
• Use export/share to create a PDF snapshot for board packets.

 

Generate KPI reports the board can approve decisions from

 

• Open Reports and run:
  • Delinquency / AR Aging (include totals and aging buckets)
  • Income/Expense summary (actual vs budget if available)
  • Balance sheet (operating + reserve balances)
  • Violation detail (only if the board needs case-level info)
  • Work order summary (open items and high-cost items)
• Set report options:
  • As-of date for financials (prevents “moving target” numbers)
  • Include/exclude zero balances (boards prefer cleaner)
  • Group by community/building if multi-site
• Export to PDF for board packets; export to Excel only when someone needs to audit.

 

Common mistakes (and how to avoid them)

 

• Wrong date range: always use “last full month” for monthly board packs.
• Mixing cash vs accrual: keep the same accounting basis each month.
• Including personal data: board packets should avoid unnecessary owner identifiers; use summaries unless case review is required.
• Unposted items: if numbers look “too good,” confirm payments/charges are posted and not sitting in a pending batch.

 

Troubleshooting when numbers look wrong

 

• Delinquencies too high/low: check if credits, payment plans, or write-offs are included; confirm aging is based on due date vs posting date.
• Missing transactions: verify the association filter and whether the report excludes certain GL accounts or statuses.
• Dashboard tiles don’t match reports: tiles may refresh on a schedule; rerun reports with the same “as-of” date and filters.

 

When to contact CINC support or get advanced help

 

• Permissions: reporting menus missing for specific users/associations.
• Custom KPIs: board wants a metric that requires custom fields or a custom report.
• Data integrity: repeated mismatches caused by mapping, legacy imports, or accounting configuration.