TownSq Architectural Requests Setup: Workflow & Approval Guide

Set up an Architectural Request workflow in TownSq by turning on the Architectural Review feature (or request type), creating a form with required fields and attachments, defining who can submit, assigning an approval chain (reviewers and final approver), setting status steps and notifications, then testing with a sample request to confirm the right people get alerts and the request cannot be approved without required info.

 

Where to set it up in TownSq

 

• Go to the Admin side (management/board access).
• Open Settings or Community Setup.
• Find Requests, Architectural Review, ACC/ARC, or Forms (names vary by configuration).
• If you do not see it, your role may not have permission, or the module is not enabled for your community.

 

Create the request form (what owners submit)

 

• Create a request type named Architectural Request (or separate types like Fence, Paint, Solar).
• Add required fields: address/unit, project description, start date, contractor info, materials/colors.
• Require attachments: photos, site plan, spec sheets. This prevents “approve without documents” problems.
• Add an acknowledgment checkbox: owner agrees to follow rules and get permits.

 

Build the approval workflow (who approves and in what order)

 

• Set the reviewers: ARC/ACC members, then manager, then board (or your real policy).
• Choose approval logic: sequential (one after another) or parallel (all reviewers at once). Sequential reduces confusion.
• Define statuses: Submitted, Needs Info, Under Review, Approved, Denied, Closed.
• Require a written decision note for Approved and Denied (this becomes your audit trail).

 

Notifications, deadlines, and owner communication

 

• Turn on alerts to reviewers when Submitted and to owners when status changes.
• Add a standard message template for Needs Info listing common missing items.
• If available, set a target review time (example: 30 days) and enable reminders.

 

Common setup mistakes to avoid

 

• Missing required attachments leads to approvals with no plans.
• Wrong approver roles (board members not added as reviewers, or manager set as final approver by accident).
• No “Needs Info” step forces denial instead of pausing the request.
• Permissions too open lets non-owners submit or view requests.

 

Test and validate (even if everything is already set)

 

• Submit a test request as an owner account.
• Confirm the request appears in the correct admin queue and triggers reviewer notifications.
• Try approving without attachments to confirm the system blocks it (or adjust required fields).
• Move it through each status and confirm the owner sees updates in the portal.
• Export/print the request to confirm the record includes dates, notes, and attachments.

 

When to contact TownSq support

 

• The Architectural Review/Requests module is not visible to admins.
• Emails/push notifications are not sending after settings are enabled.
• Approval routing does not follow the configured order.
• You need a custom field, custom permission, or automation that is not available in your admin menus.