Condo Manager Setup: Homeowner Accounts and Unit Assignments

Create each homeowner as a contact/account, create each unit as a property record, then link the homeowner to the correct unit with the right role (owner, tenant, board) and dates. After linking, verify portal/login settings (if used), billing responsibility, and that each unit shows the correct occupants.

 

Before starting (even if everything is already “set up”)

 

• Terms: Homeowner account = the person/contact record. Unit = the condo/lot record. Assignment = the link that says “this person belongs to this unit” (often with a role and start date).
• Have ready: unit list (unit numbers), legal owner names, emails/phones, mailing address, move-in dates, and whether anyone is a tenant or additional occupant.
• Rule: never “reuse” one person record for two different people. If two owners share one email, still create two people; email can be shared only if Condo Manager allows it.

 

Step-by-step: create units first

 

• Go to the area for Units/Properties (sometimes called Units, Suites, or Doors).
• Add each unit with unit number, building/phase (if applicable), and mailing address if different.
• Save, then open a unit and confirm it has an empty section for Owners/Residents (this is where assignments will appear).

 

Step-by-step: create homeowner accounts (people/contacts)

 

• Go to Contacts/People/Owners.
• Create a new person with full legal name, email, phone, and mailing address.
• Avoid duplicates: search the directory first by last name and email. If a duplicate exists, update it instead of creating a new one.

 

Assign homeowners to units (the part that usually breaks things)

 

• Open the Unit record, choose Add Owner/Resident (or similar), then select the person.
• Set role: Owner (responsible for dues), Tenant (occupant), Additional occupant (not financially responsible), Board (if tracked separately).
• Enter start date (move-in/ownership date). If someone moved out, add an end date instead of deleting history.
• If there are co-owners, add each co-owner to the same unit. Confirm who is primary for statements and mailings if Condo Manager uses a primary flag.

 

Validate (so billing, mail merges, and portals work)

 

• From the unit, confirm the owner list shows the correct names and roles.
• Run/preview an owner roster or unit occupancy report to spot missing assignments.
• Check financial responsibility: the unit should have an owner tied to it before posting dues/assessments.
• If using a portal/login, ensure the person has email and is marked active; send an invite/reset only after the unit link is correct.

 

Common mistakes and quick fixes

 

• Dues posting to nobody: unit has no owner assignment or owner is inactive. Add/activate owner, then repost if needed.
• Wrong person on statements: primary owner not set or duplicate contact exists. Merge/update contact, set primary.
• Tenant getting owner mail: role mislabeled. Change role to tenant/additional occupant.
• History lost: someone was deleted. Recreate and use end dates going forward.

 

When to contact Condo Manager support

 

• Portal invites fail even with correct email and active status.
• Cannot change roles, primary owner, or end dates due to permission locks.
• Data import needed (many units/owners) or duplicates must be merged safely.