MHS Contract Execution
Egnyte Server Deployment: Community Folders
Assign Property to Community Manager
WorkSpace: [HOANAME]@myHomeSpot.com (all board members + casey@, Glenn@)
WorkSpace: [HOANAME-ACB]@myHomeSpot.com (hoaname@)
WorkSpace: Calendar (all staff, email new, changed, cancel events)
WorkSpace: send board notification regarding email and calendar links
Transition Notification: Contact Management Company
Transition Notification: Board Welcome / Transition Process (Form Request)
Setup Form Received: GETTING STARTED
Setup Form Received: ABOUT THE PROPERTY
Setup Form Received: BOARD OF DIRECTORS
Setup Form Received: ARCHITECTURAL COMMITTEE
Setup Form Received: VENDOR INFORMATION
Setup Form Received: ACCOUNTS PAYABLE PROCESS
Setup Form Received: DELINQUENCY/COLLECTIONS
Setup Form Received: CCR/RULE ENFORCEMENT
Setup Form Received: MGMT SIGN INSTALL REQUEST
Setup Form Received: ARCHITECTURAL SERVICES
Setup Form Received: SETUP BANK SIGNOR
VMS: Create new property (legal name)
VMS: Employee Access Authentication (Glenn)
VMS Import: (units/owners)
VMS: Owner Phone/Email input
Accounting: bank account, lockbox setup request
Accounting: VMS bank account, lockbox setup
Accounting: Prior Year data import (trial balance)
Accounting: Current Year last month import
Accounting: Add Vendors (VMSSetup/Vendor > Add New)
Accounting: Vendor Starting YTD Balance (VMSSetup/Vendor > Starting Bal)
Accounting: CY Budget Setup
Accounting: Board Notification of Completed Setup
AvidxChange: Setup New Assoc
AvidxChange: VMS Company Import
AvidxChange: User/Roles Setup
AvidxChange: Send Board Notification upon adding User
AvidxChange: Bank Signature upload (online form data)
AvidxChange: Board/Manager Notification of Completed Setup (see template)
Web: Create MHS property page
Web: Create Subdomain on Square space for VMS web path
Web: Add Property to /Home [select your association]
Web: Add Property to /PayNow [select your association]
Web: Add Smartweb ACB form to ACB.myHomeSpot.com
Web: Board/Manager Notification of Completed Setup (see template)
Insurance Transfer: Contact Agent (update contact, get loss/appraisal, wind mits, policy, add MHS)
Insurance: Upload 5yr Loss Run
Insurance: Upload Current Insurance Appraisal
Insurance: Upload Wind Mitigation
Insurance: MHS as additional insured or cert holder)
Insurance: Upload Cert of Insurance
Insurance: Upload Policy
Insurance: Confirm fund limit, D/O for mgmt, GL, Property coverage
Insurance: Update VMS
Insurance: Board/Manager Notification of Completed Setup (see template)
Delinquency: VMS Setup (using online form data provided by Board)
Delinquency: VMS Property Setup/Delinquency Control/Information (configure)
Delinquency: VMS Property Setup/Delinquency Control/Cycles (configure)
Delinquency: Board/Manager Notification of Completed Setup (see template)
Southdata: Create New Association
Southdata: Create New Product
Southdata: Board/Manager Notification of Completed Setup (see template)
Homewise: Create New Association
Homewise: Add User Access
Homewise: Add HOA estoppel data
Homewise: Upload HOA documents
Homewise: Add Condo Question data
Homewise: Assign Pricing
Homewise: Board/Manager Notification of Completed Setup (see template)
Store: Add item – device detail, qty
Store: Website add device
Store: Add link to MHS property page
Store: Add link to VMS Web Link
Store: Board/Manager Notification of Completed Setup (see template)
Common Area Reservation: Add to wufoo/calendar
Common Area Reservation: Add to MHS and VMS web
Common Area Reservation: Board/Manager Notification of Completed Setup (see template)
Office: Create Postage Code
Office: Create B605 Copier Code
Office: Create B615 Copier Code
Office: Tag/Hang Keys (note in VMS meta data)
Office: Doorking / Butterfly Migration
Office: Create Property Handbook
Wufoo: MHS Billing Form
Wufoo: Property Inspection Form
Wufoo: ACB Forms
Change of Address: VMS Vendors
Change of Address: IRS
Change of Address: Property Appraiser
Change of Address: Health Dept – Pool
Change of Address: DBPR Condo
Change of Address: DBPR Elevator
Change of Address: Leaseholders
Change of Address: Attorney
Change of Address: Utilities
Change of Address: Sunbiz/Div of Corp
Employee: Info Sheet
Employee: Employment Docs (W2, I9, DDeposit)
Employee: Payroll Service
Employee: Time Tracking
Employee: Work Schedule (update calendar)
Employee: Uniform
Employee: Orientation
Employee: Board/Manager Notification of Completed Setup (see template)
WorkOrder: Setup New Assoc (name, bod email, mgr email, address, lot count)
WorkOrder: Provide preferred vendor list
WorkOrder: Provide site instruction (gate, code, keys, shutoffs, alarms)
WorkOrder: Board/Manager Notification of Completed Setup (see template)
WorkOrder: Accounting to setup Assoc in FMCRS QB
Smartwebs: Violations/ACB Setup Request
Smartwebs: Violations Module Configuration
Smartwebs: Architectural Module Configuration
Smartwebs: Add Association Users
Smartwebs: Board/Manager Notification of Completed Setup (see template)
VMS Property Setup /Information
VMS Property Setup /HOA/Information (all fields)
VMS Property Setup /HOA/Community/Information (community/phase details)
VMS Property Setup /HOA/Community/Access Entry (enter code, pin, key info for commons)
VMS Property Setup /HOA/Community/Billing > Dues (enter current dues info)
VMS Property Setup /HOA/Community/Billing > Late Fee + Interest (create charge per ccr/bylaw)
VMS Property Setup /HOA/Community/Builder (add who built homes in HOA)
VMS Property Setup /HOA/Resale Disclosure > General
VMS Property Setup /HOA/Resale Disclosure > Project
VMS Property Setup /Accounting/Information
VMS Property Setup /Accounting/AP
VMS Property Setup /Accounting/AP/Information
VMS Property Setup /Accounting/AP/Item
VMS Property Setup /Accounting/AR
VMS Property Setup /Accounting/AR/Information
VMS Property Setup /Accounting/AR/Information/Posting Codes
VMS Property Setup /Accounting/Bank
VMS Property Setup /Accounting/Coupon (In-House, Southdata)
VMS Property Setup /Accounting/GL/Information
VMS Property Setup /Accounting/GL/Chart of Accounts
VMS Property Setup /Accounting/GL/Departments
VMS Property Setup/Employee (add accounting, onboard, manager, reception, maint coord)
VMS Property Setup/Insurance (confirm data upload and entry)
VMS Property Setup/Meta Data > Late% Sequence 10
VMS Property Setup/Meta Data >Late Sequence 1
VMS Property Setup/Meta Data >Property Attributes
VMS Property Setup/Vendor > Activate APIs (Smartweb, Bank, Homewise,
VMS Property Setup/Web/Information (configure)
VMS Property Setup/Web/Access (configure)
VMS Property Setup/Web/URL Links (Egnyte, calendar, acb form, bod/acb email, store item, bookings)
VMS Property Setup/Web/Web Form (add forms)
VMS/Application/Web Group > Resident (type:public; folder:web-resident)
VMS/Application/Web Group > Board of Directors (type:governing; folder: web-board)
VMS/Application/Web Group > Architectural Committee (type: committee; folder: web-acb)
VMS/Application/Web Group > Management (type:employee; folder: VMS-all report)
VMS/Users – add Property to Smartwebs portfolio access list (Glenn)
Site Visit: Document Common Areas
Site Visit: Take Operational Photos (Irrigation Box, Water Meter, Elec Panel, Etc)
Site Visit: Take Marketing Photos
Site Visit: Create Maintenance Tickets (Estimate, Routine Repair, Prevent Maint)
Site Visit: CCR Compliance
Site Visit: Install Entrance Managed By Signs
Site Visit: Install “In Case of Emergency” Sign Panels
Calendar: Create Board Meetings
Calendar: Create Annual Meeting
Calendar: Create ACB Meetings
Calendar: Insurance Events (Appraisal Renewal, Policy Renewal)
Calendar: Landscape Events
Calendar: CCR Inspections
Calendar: Trash Provider/Days
Calendar: All Other Vendor Services
OR UPLOAD: Governing/Plat
OR UPLOAD: Governing/Articles of Incorp
OR UPLOAD: Governing/Bylaws
OR UPLOAD: Governing/CCRS
OR UPLOAD: Governing/ACB Guidelines
OR UPLOAD: Governing/Land Lease
OR UPLOAD: Governing/Rules
OR UPLOAD: Governing/Condo Milestone Report
OR UPLOAD: Contact/ All bids for work within 1 year
OR UPLOAD: Contact/ Current Management Contract
OR UPLOAD: Contact/Current Vendor Contracts
OR UPLOAD: Contact/Employee Files
OR UPLOAD: Contact/Lease Agreements
OR UPLOAD: Financials/Bank Signature Cards and Authorizations
OR UPLOAD: Financials/Monthly Financial Packages
OR UPLOAD: Financials/Year-End Financial Reports (Compilation, Review or Audit)
OR UPLOAD: Financials/Annual Tax Filings (1120-H, 1096/1099, W2/W4)
OR UPLOAD: Financials/Annual Budgets
OR UPLOAD: Financials/Reserve Study
OR UPLOAD: Financials/SIRS Report (Condo)
OR UPLOAD: Financials/Estoppels
OR UPLOAD: Financials/MHS Transition Financial Comparison
OR UPLOAD: Insurance/5yr Loss Runs from Current Agent
OR UPLOAD: Insurance/Appraisal (Condo required)
OR UPLOAD: Insurance/Wind Mitigation Reports
OR UPLOAD: Insurance/Policies(Liability, Flood, Property, Directors/Officers)
OR UPLOAD: Inspect/Pool License and Inspections
OR UPLOAD: Inspect/Condo Milestone Report
OR UPLOAD: Inspect/Fire Control System Inspection Report
OR UPLOAD: Inspect/Fire Wet System Inspection Reports
OR UPLOAD: Inspect/Elevator Inspection / Certificates
OR UPLOAD: Meeting/Architectural (This Year)
OR UPLOAD: Meeting/Architectural (Prior 6 Years)
OR UPLOAD: Meeting/Board (This Year)
OR UPLOAD: Meeting/Board (Prior 6 Years)
OR UPLOAD: Meeting/Member (This Year)
OR UPLOAD: Meeting/Member (Prior 6 Years)
OR UPLOAD: Meeting/Voting Records (Ballots, sign-in sheets, voting proxies, and all other papers and electronic records relating to voting by parcel owners, which must be maintained for at least 1 year after the date of the election, vote, or meeting).
OR UPLOAD: Compliance/Board Member Conflict Disclosures
OR UPLOAD: Compliance/Board Member Statutory Acknowledgements/Certifications
OR UPLOAD: Compliance/Employee Files
OR UPLOAD: MAINT/Access Credentials/Devices, Keys, Codes, Passwords
OR UPLOAD: MAINT/Permits/Licenses (Elevator, Pool, Condo Building)
OR UPLOAD: MAINT/Building Plans, Specifications, Permits, Warranties
OR UPLOAD: MAINT/Manuals / Guides / Warranties
OR UPLOAD: MAINT/Checklists / Reports
Kickoff: Board Training / Meeting
Kickoff: Architectural Training/Meeting
Kickoff: Send Welcome Letter
Kickoff: Email welcome Letter
Kickoff: Manager Handoff