Manually Add your Associations and Units to ManageCasa

As an Association Manager, one of the first steps in setting up your ManageCasa account is adding and configuring all your associations. This ensures that properties are properly organized, allowing you to assign units, manage homeowners, and streamline operations from the start.

Adding an Association

1. In your ManageCasa account, go to the Associations tab → click “Create Association” or “Add” to begin.

2. On the Add Association page, enter the association details. Required fields are marked with a red asterisk (*). Below is a detailed guide on each field:

• Association Name (Required): The official and legal name of the association.
• Type (Required): Select from HOA, COA, POA, or AOAO.
• Operating Account (Required): Choose the bank account for association-related transactions. If needed, click + Add New to create a new account.
• Lockbox Payment Account (Optional): Select a lockbox payment account if applicable.
• Association Manager (Optional): Assign a specific user to manage the association.
• Location (Required): Enter the complete address, including city, state, country, and ZIP code.
• Photos and Description (Optional): Upload images and provide a brief description of the association.
• Public Document (Optional): Files or folders uploaded to this section are automatically shared with and accessible to all registered property owners within the association. These documents are typically meant for broader distribution, such as newsletters, meeting minutes, financial reports, or community guidelines.
• Private Documents (Optional): Files or folders uploaded to this section are visible only to you or authorized administrators and the board. These are confidential documents that are not shared with property owners and are typically used for internal management purposes, such as contracts, vendor agreements, or sensitive financial records. This section allows you to keep track of all related documents securely, ensuring that sensitive information remains protected.
• Default Fees and Frequency section:
  • Auto Create Association Fees checkbox (Optional): Enabling this option allows the system to automatically create and update owner invoices based on your settings. If you modify the fee amount, frequency, or add a new charge, the system will update all future invoices accordingly.
  • Account, Deposit Method, and Amount (Required):
    – By default, the set account is "HOA Dues", but you can definitely add more line item if your association charge other than HOA Dues.
    – The Deposit Method is the bank account where the collected payments will be deposited to. You need to have an ePayment subscription to use this.
  • Start Due Date (Required):
    – Enter the date when the owners will be charged of the set fees.
    – NOTE: We recommend to enter here the next due date that the owners will be charged. For example, today is Jan 17, 2025 and you charge monthly every first of the month, you can then select Feb 1, 2025 in this field then to indicate that the next due date of HOA dues will be Feb 1, 2025.
  • Frequency (Required): Select how frequent you charge dues; Weekly, Monthly, Yearly, etc...
  • Days posted in Advance (Required): This indicates how many days should the charge be recorded prior the due date. For example, the due date is Feb 1, 2025 and you enter 5 days in this field, the charge will then be created on Jan 27, 2025.
  • Ends (Required): You have the option to select if you want to end the set terms on a specific date, after a number of occurrences, or whenever you cancel this term.

• Late Fees (Optional): If you have late fees set up under Settings → Account Settings → Late Fees, they will automatically apply. If this association has a different late fee policy, click “Override Default Settings” to customize it.
• Invoice Numbering (Optional): Configure a unique invoice numbering format. The Invoice Prefix lets you add a custom prefix before the invoice number. And the Current Invoice Number sets the starting number for generated invoices. If these are left blank, the system will auto-generate invoice numbers.
• Board Members (Optional): Add board members, including the board president. If they don’t have accounts yet, click “+ Add New” to create a board member profile.
• Allotments (Optional): This allows you to fairly distribute shared expenses among property owners in an association or multi-unit property. You can decide how to split these costs—whether by unit size, number of bedrooms, specific value/amount, or any other criteria. To set this up, go to More Features → Allotments.