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Portfolio Management

Track and manage your association portfolio during the onboarding process

Overview

The Portfolio Management page (Associations) is your central hub for tracking all associations being onboarded. Use it to:

  • View all associations in your organization
  • Track onboarding progress across your portfolio
  • Perform bulk operations on multiple associations
  • Upload association data via CSV (for self-service organizations)
  • Access detailed information for each association

Viewing Your Portfolio

Association List

The main associations page displays:

  • Association name and legal name
  • Location (city, state)
  • Wave assignment (if applicable)
  • Number of units
  • Operational setup status (configured/incomplete)
  • Manager information

Find associations quickly using:

  • Search bar - Search by name, city, or manager
  • Wave filter - View associations in a specific wave
  • Status filter - Filter by operational setup status
  • Sorting - Click column headers to sort

Pagination

Navigate large portfolios efficiently:

  • Choose page size (10, 25, 50, 100 associations per page)
  • Jump to specific pages
  • See total association count

Adding Associations

Manual Entry (Self-Service Organizations)

To add a single association:

  1. Click Add Association
  2. Fill in required fields:
    • External ID (required) - Your unique identifier for this association
    • Name and Legal Name
    • Address information
    • Federal Tax ID
    • Number of units
    • Manager contact information
  3. Click Save

CSV Upload (Self-Service Organizations)

For bulk imports:

  1. Click Upload CSV
  2. Select your prepared CSV file
  3. Review the upload preview
  4. Click Confirm Upload
  5. Monitor the upload progress
  6. Review any validation errors

CSV Requirements:

  • Must include external_id and name columns
  • See Data Formats for complete field specifications
  • Maximum file size: 10MB
  • Supported formats: CSV, TSV

Pipeline Organizations

If your organization is managed via the data pipeline:

  • Associations are automatically synced from the source system
  • Manual creation and CSV upload are disabled
  • Contact your data operations team for association changes

Viewing Association Details

Click any association to see:

Basic Information

  • Complete address and contact details
  • Federal tax ID and legal entity information
  • Contract dates and type classification

Wave Assignment

  • Current wave (if assigned)
  • Quick reassignment option
  • Wave go-live date

Operational Setup

  • Configuration status summary
  • Link to configure settings
  • Completeness indicator

Units and Accounts

  • Total unit count
  • Unit type breakdown (when available)
  • Account summary (when available)

Bulk Operations

Select multiple associations to perform bulk actions:

Bulk Wave Assignment

  1. Select associations using checkboxes (or Select All)
  2. Click Actions → Assign to Wave
  3. Choose target wave
  4. Click Confirm
  5. Review results summary

Bulk Export

Export association data:

  1. Select associations (or Select All for entire portfolio)
  2. Click Actions → Export CSV
  3. CSV downloads automatically
  4. Open in Excel or your preferred tool

Export includes:

  • All association metadata
  • Wave assignments
  • Operational setup status
  • Manager information

Bulk Operational Setup Copy

For self-service organizations:

  1. Select target associations
  2. Click Actions → Copy Operational Setup
  3. Choose source (organization template or specific association)
  4. Select which settings to copy:
    • Banking configuration
    • Billing settings
    • Insurance information
    • Other operational data
  5. Click Apply
  6. Review confirmation summary

Managing Association Data

Updating Association Information

For self-service organizations:

  1. Navigate to association detail page
  2. Click Edit
  3. Update fields as needed
  4. Click Save

Changes are immediate and visible across the platform.

Operational Setup Configuration

Configure operational settings:

  1. From association detail page, click Configure Operational Setup
  2. Fill in settings:
    • Banking - Account numbers, routing information
    • Billing - Billing day, late fee amounts, grace periods
    • Insurance - Policy numbers, carriers, expiration dates
  3. Click Save

See Operational Setup for detailed guidance.

Copying from Organization Template

Save time by copying your organization's default settings:

  1. Navigate to association detail or operational setup page
  2. Click Copy from Organization
  3. Review settings that will be applied
  4. Click Confirm

This copies your organization's template configuration to the association.

Best Practices

Data Quality

Maintain Accurate External IDs

  • Use consistent identifiers from your source system
  • Never reuse external IDs
  • Document your ID format and structure

Keep Contact Information Current

  • Update manager names and contact details
  • Maintain accurate phone numbers and emails
  • Review and update quarterly

Verify Addresses

  • Use complete, standardized addresses
  • Include suite/unit numbers where applicable
  • Verify ZIP codes and county information

Organization

Use Implementation Waves

  • Assign all associations to waves for better tracking
  • Group strategically for manageable rollouts
  • Update wave assignments as plans evolve

Leverage Bulk Operations

  • Use bulk wave assignment instead of one-at-a-time
  • Export data regularly for offline analysis
  • Copy operational setup to similar associations

Monitor Progress

  • Review your portfolio regularly
  • Track which associations need operational setup
  • Identify and address blockers early

Workflow Integration

Connect with Field Mapping

  • Use field mapping notes to document data availability
  • Link data issues to specific associations
  • Track resolution progress

Coordinate with Wave Planning

  • Assign associations to waves based on readiness
  • Use wave views to focus on active rollouts
  • Track completion by wave

Configure Operational Setup

  • Complete setup before go-live
  • Use organization templates for consistency
  • Verify all required fields are populated

Field Mapping Reference

How your source system fields map to TownSq fields

Implementation Waves

Organize associations into phased rollouts for controlled, manageable onboarding

On this page

OverviewViewing Your PortfolioAssociation ListFiltering and SearchPaginationAdding AssociationsManual Entry (Self-Service Organizations)CSV Upload (Self-Service Organizations)Pipeline OrganizationsViewing Association DetailsBasic InformationWave AssignmentOperational SetupUnits and AccountsBulk OperationsBulk Wave AssignmentBulk ExportBulk Operational Setup CopyManaging Association DataUpdating Association InformationOperational Setup ConfigurationCopying from Organization TemplateBest PracticesData QualityOrganizationWorkflow IntegrationRelated Resources
Portfolio Management | TownSq Data Onboarding