Community Members

Core information for people associated with accounts in specific roles. Each member has an account-level role (owner, tenant, or occupant) and optionally one or more association-level roles (board member, CAM). This represents the minimum data needed to identify people and their relationships to billing accounts and the HOA.

Migration Requirements

Required for Import

Yes - Required

Retention History

Include all current members for active accounts. Optionally include historical members (past owners/tenants) from the last 2-3 years for audit trail and historical reporting purposes.

Usage Notes

•THIS DATA IS REQUIRED - Critical for migration success

•One person can have multiple member records if they're associated with multiple accounts

•TWO-TIER ROLE SYSTEM:

→Account Role = account-level role (required, single value)

→Association Roles = HOA-level roles (optional, array of values)

•Each member has exactly ONE account-level role that defines their relationship to the unit

•A member can have MULTIPLE association-level roles (see field descriptions for role options)

•Each account should have exactly one member with Is Primary Contact set to true

•When Account Role indicates an owner type, Ownership Percentage should be provided

•All owners for an account should have ownership percentages that sum to 100%

•Name Requirements:

→Last Name: Required - use for person's last name OR full entity name (LLC, Corporation, Trust, etc.)

→First Name: Optional - use for person's first name; leave empty for entities

•Emergency contacts are used to reach someone when the member can't be contacted directly

•Particularly important for elderly residents, medical emergencies, or property emergencies

Fields (22)

Show required only

Expand a field to see example values and, where necessary, additional business context

	Field	Type	Description	Attributes
Community Member Main
	`Community Member ID`	Text	Unique identifier for the source system Community Member	Optional
Community Member ID Unique identifier for the source system Community Member Examples MEMBER-001 12345 CM_001 Business Context This field identifies unique community member records from your source system, enabling updates after initial import. Provide any unique identifier from your system—numeric IDs, text codes, or concatenated values all work.
	`Association ID`	Text	Your system's unique identifier for the HOA/association	Required
	`Account ID`	Text	Your system's unique identifier for the billing account	Required
Role Information
	`Account Role`	Text	The role this person has for this account (e.g., ABSENTEE OWNER, OCCUPANT OWNER, TENANT, OCCUPANT, etc.)	Required
	`Association Roles`	Array	HOA-level roles this person has (e.g., BOARD MEMBER, CAM, etc.)	Optional
	`Is Primary Contact`	Default	Whether this person is the main point of contact for the account	Required
	`Ownership Percentage`	Number	Percentage of ownership in the unit (0-100)	Conditionally Required
Tenant Details
	`Lease Start Date`	Date	When the tenant's lease begins	Conditionally Required
	`Lease End Date`	Date	When the tenant's lease ends	Conditionally Required
Board Member Details
	`Board Position`	Text	The board member's position or title	Conditionally Required
	`Board Term Start Date`	Date	When the board member's term began	Optional
	`Board Term End Date`	Date	When the board member's term ends	Optional
Personal Information
	`First Name`	Text	First name (optional - entities like LLCs use last_name only)	Optional
	`Last Name`	Text	Last name or entity name (required)	Required
Contact Information
	`Phone`	Text	Primary phone number for this person	Optional
	`Email`	Text	Email address for this person	Required
	`Preferred Contact Method`	Text	How this person prefers to be contacted (e.g., EMAIL, PHONE, MAIL, etc.)	Optional
Emergency Contact Information
	`Emergency Contact ID`	Text	Your system's unique identifier for this emergency contact	Optional
	`Emergency Contact Name`	Text	Full name of the emergency contact person	Optional
	`Relationship to Community Member`	Text	How this emergency contact is related to the community member	Optional
	`Emergency Contact Phone`	Text	Phone number for the emergency contact	Optional
Additional Data
	`Additional Data`	JSON Object	Any extra information from your source system	Optional

Relations

accountAccountsmany-to-one

The billing account this person is associated with

associationAssociationsmany-to-one

The HOA/community this person belongs to