Community Association Management System
Following are the major functions performed by the OWNER INFORMATION component of CAMS
- For each unit you can define up to 3 owners, 1 co-occupant, 2 authorized vehicles, an emergency contact name/number (next of kin), name and phone number of a person with a key to the unit for use in emergencies, 3 phone numbers, screening date, unit use type (annual rental, owner seasonal, etc.), authorized pet, email address, whether the owner is willing to receive electronic notices in place of paper notices and whether they agree to be in a community directory, responsible party name and address (for instance when the unit owner wants all bills & information sent to their son), purchase date, water meter number, etc.
- For each unit, you can track 2 optional pieces of data that you define such as whether they want to subscribe to a newsletter (you can then print mailing labels for these units) or whether the unit is subject to a new restriction caused by a change in the documents (grandfathered) such as a rental restriction or a change that prohibits pets.
- For each unit you can define an alternate address and the dates of the year that mail would be sent to this alternate address. This is useful for seasonal residents, units rented where the owner wants the mail sent to a management company or units where the owner wants mail sent to a relative. For instance, you would enter the dates for the alternate address as 04/01 (April 1st) until 11/01 (November 1st) in which case all mail would be sent to the address up north between April 1st and November 1st and to the unit address during other dates.
- You can send an email to the unit owner by double clicking on the email address (if you use Microsoft Outlook or Outlook Express).
- For units that give a unit key to the office, you track the date received and the key tag number as well as the date and person to whom you lent the key such as a plumber or relative.
- You track the authorized voter and can generate an authorized voter list and sign-in sheet for membership meetings.
- You can easily search all information by anything such as phone number, all or part of a name or unit number to help you find a specific unit.
- For each unit, you can track architectural changes approved such as the installation of hurricane shutters.
- Some of the reports that are available include;
- List of all unit owners by name or unit arranged like a telephone directory for units that have agreed to be in the directory.
- List of all units with owner name and phone numbers.
- List of authorized vehicles by unit.
- List of temporary vehicle permits by unit.
- Mailing labels for all units.
- Envelope for a single unit.
- List of all units with pets authorized including a description of the pet.
- List of all units by unit number with owner name, phone numbers, emergency contact information, person with a key and alternate address.
- List of all changes to unit owner information (name, phone, address) for a period that you specify that could be sent to your management company to enable them to update their information.
- Report which shows the number and percentage of units by unit use type (owner seasonal occupied, annual rental, etc.).
- Report of all units with hurricane shutters grouped by type of hurricane shutter.
- A new resident report (also includes renters and co-occupants) based on screening date.
