Operational Setup Overview

Configure operational settings for associations to ensure smooth post-migration operations

Overview

Operational Setup allows you to configure the operational settings that associations need to function properly in TownSq after migration. These settings include banking information, billing configurations, insurance details, and other operational parameters.

What is Operational Setup?

Operational setup encompasses all the configuration data needed to run an association's day-to-day operations:

Banking - Account numbers, routing information, bank names
Billing - Billing schedules, late fee amounts, grace periods, payment terms
Insurance - Policy numbers, carriers, coverage types, expiration dates
Operational Parameters - Other association-specific operational settings

This configuration data is separate from the transactional data (units, accounts, transactions) being migrated, but it's equally critical for a successful cutover.

Why Operational Setup Matters

Prevents Post-Migration Issues

Ensures billing runs correctly on day one
Enables proper payment processing
Maintains insurance compliance
Supports financial operations

Reduces Cutover Risk

Configuration is validated before go-live
Issues are identified and resolved early
Reduces emergency fixes during cutover
Minimizes disruption to association operations

Improves Efficiency

Centralizes configuration management
Enables bulk configuration operations
Maintains configuration templates
Tracks completion status across portfolio

Two Levels of Configuration

Organization-Level (Global Settings)

Your organization can maintain a template configuration with default settings that apply to most associations:

Serves as starting point for new associations
Maintains consistency across portfolio
Reduces repetitive data entry
Provides sensible defaults

Access at: Operational Setup → Organization Settings

Association-Level (Individual Settings)

Each association can have its own customized configuration:

Overrides organization defaults where needed
Accounts for association-specific requirements
Allows flexibility while maintaining standards
Stored in the wave_associations table

Access at: Associations → [Association Detail] → Operational Setup

Configuration Workflow

Typical Process

Set Organization Template (One Time)
- Configure your organization's default settings
- Include common banking patterns
- Set standard billing parameters
- Document typical insurance requirements
Copy to Associations (Per Wave/Batch)
- Select associations in a wave
- Copy organization template as starting point
- Saves significant time vs. manual entry
Customize as Needed (Per Association)
- Review copied configuration
- Update association-specific details
- Verify all required fields are complete
- Mark as ready for migration
Validate Before Go-Live
- Confirm all associations in wave have complete setup
- Verify critical fields (banking, billing)
- Review with stakeholders
- Get sign-off before cutover

Configuration Storage

Operational setup data is stored in the wave_associations table in the onboarding schema:

wave_associations
├── id (primary key)
├── organization_id
├── external_id (links to association)
├── name (association name)
├── wave_id (implementation wave)
└── operational_setup (JSONB - configuration data)

The operational_setup field is a flexible JSONB structure that can accommodate various configuration needs:

{
  "banking": {
    "primary_account": "12345678",
    "routing_number": "987654321",
    "bank_name": "First National Bank"
  },
  "billing": {
    "billing_day": 1,
    "late_fee_amount": 25,
    "grace_period_days": 10
  },
  "insurance": {
    "policy_number": "INS-2025-12345",
    "carrier": "ABC Insurance Co",
    "expiration_date": "2025-12-31"
  }
}