Learn how to effectively manage the violation process in your community through Vlge.
Note: Vlge comes with several pre-sets of categories, violation types, etc. Use General Settings -- Notice Preferences to edit and adjust, or add your own to customize for your community.
Terminology: Many communities find that using the term "Violation" immediately triggers a negative response, but starting with a "Notice" is better received. You can decide for your community, but you will see both terms used in Vlge.
👉 Creating a Violation (or Notice)
Go to Admin → Violations
Click "New Violation"
Select the property/address
Choose violation type
Add description and photos
Select notice level (First Notice, etc.)
Set cure period deadline
Review and send
👉 Violation Types
Configure common violation types: (Examples: you edit/configure your own)
Lawn/Landscaping
Exterior Maintenance
Parking
Trash/Recycling
Unapproved Modifications
Noise
Pet Violations
👉 Select General Settings ➡ Notice Setup ➡ Violation/Notice Types to configure your Violations/Notices
For each added notice type, you can set:
the CC&R code reference
specific resolve days
the fine amount
Curability - whether or not this type of infraction can be cured
🎥 Notice Settings Overview
⭐️ A note on "Curability"
In several states, laws determine required association actions based on the "curability" (Curable vs Incurable) of a specific violation. For example, in a community where there are fines for setting off fireworks, that violation type is "not curable" (incurable) because you can't "un-set-off" a firework. By contrast, the construction of a Shed with improper materials is "curable" as it can be removed and the area restored to its previous condition. Curable Offenses often require an appeals process with hearings by the Board whereas truly uncurable offenses may not. See your state laws for specifics.
👉 Adding and Configuring Notice Types
Your notice types table summarizes what types you currently have setup and active (see eye icon). You can edit/delete existing or Add New Types here.
⭐️ Clicking "Add New Type" opens the creation form:
⚡️ Templates
Notice or violation "templates" are a core component for issuing your community's notices. The templates determine what language and links are sent when a new notice is created. These templates can be constructed narrowly to apply to specific notice types and/or action types.
Set your template to apply to All or specific Notice Types (according to your configured notice types for your community)
Set your template to apply to all or specific Action Types (according to your community settings)
➡ Give your template a name that you will remember and set the subject line (used in email delivery)
👉 Use template variables to insert dynamic text referring to the property, CC&Rs or the violation itself:
👉 Set the specific Violation Types and Action Types that the Template will apply to - You can select multiple or create templates specific to only one type.
👉Set your default delivery methods (can be overridden at time of notice creation).
⭐️ Documentation Best Practices
Take clear, dated photos
Note specific CC&R violations
Be objective in descriptions
Document from public areas only
Maintain consistent standards
📝 Sending Notices
You have several options when sending violations or notices. In some states, specific delivery types are required before any enforcement action can be taken. Consult your attorney or state laws for specifics.
👉 When sending or Re-sending a notice, you have the options for delivery in this pop-up:
👉 If you select a postal option, you have a choice as to who pays the charge for the mail:
🛠️ Board and Homeowner Statuses
Statuses determine what appears in various filters, as well as what's considered open versus closed in any given violation. Each board status can correlate with a specific homeowner status, which will keep both parties in sync as it comes to processing violations
🎨 You can create new statuses or edit existing to customize your experience.
Homeowner statuses can be adjusted by Homeowners in order to move the process of resolution along. For example, a homeowner might mark the violation as "Disputed", request a variance, or mark it as "completed", which signals the board to review for closeout.
Here is a view of the homeowner status choices when opening a notioce :
👉 If a homeowner clicks Request a Variance, a prompt appears noting variances are rare and requiring comments
👉 Similarly Disputing requires and explanation as well
The explanation prompt is controlled by your setup of the homeowner status.
Once Acknowledged, the homeowner is prompted to Mark Complete when ready
👉 When the homeowner Marks Complete, they are prompted to provide a photo or if appropriate a note
⚡️ Editing Prompts to Homeowner Statuses
When a homeowner chooses a status as a way to respond and a pop-up occurs to prompt a comment or explanation, the prompt included is determined by the text that you've entered in the homeowner status setup.
The Description is what is shown to the homeowner on "hover" over the status button.
The Message is what is shown in the Pop Up itself.
👉 Edit the Homeowner Status
🔍 Check your community policies and guidelines for exact procedures but the following are common best practices:
Processing Responses
When homeowners respond:
Review their submission
Check photos/documentation
Verify issue is resolved
Close or escalate as appropriate
Escalation
If violation persists:
Issue next notice level
Apply fines per schedule
Document all communications
Consider hearing if disputed
Closing Violations
Verify resolution with photos/inspection
Update status to "Resolved"
Note resolution details
Homeowner is notified
Reporting
Track metrics:
Open violations by type
Average resolution time
Repeat offenders
Fine collection status