Assocentra Help Center
How can we help?
Practical guides for setting up your portfolio, migrating data, and managing day-to-day community operations.
Getting Started
Set up your organization, portfolio, residents, and team.
- Getting started with AssocentraLearn the recommended order for setting up a new Assocentra organization.
- Creating and managing communitiesCreate community records and maintain their operational details.
- Adding or importing propertiesAdd one property or use a reviewed spreadsheet import for a community.
- Adding owners and residentsConnect people to properties with the appropriate relationship type.
- Inviting team membersInvite staff to the active organization and assign their Assocentra role.
- Smart property searchFind properties by address, unit, lot, external reference, or related contact.
- Searching by owner or contactUse ordered names, normalized email, or phone digits to locate a related property.
Migration Center
Prepare, validate, import, and reconcile portfolio data.
- Preparing your data for migrationPrepare bounded, consistent spreadsheets before beginning a migration.
- Starting a migrationCreate an organization-scoped migration project and choose its source.
- Importing communitiesMap and import community records into the active organization.
- Importing propertiesImport properties with explicit, organization-scoped community mapping.
- Importing peopleImport contact records without unsafe automatic merging.
- Importing property relationshipsConnect imported people to properties using the existing relationship model.
- Understanding field mappingReview how source columns correspond to Assocentra fields.
- Resolving migration warnings and errorsCorrect, acknowledge, retry, or skip individual migration rows.
- Understanding duplicatesReview deterministic duplicate signals before committing imported data.
- Committing an importPersist analyzed rows in safe, retryable batches.
- Understanding reconciliationConfirm that every source row has a documented outcome.
- Preparing residents for portal accessReview eligible relationships before sending resident invitations.
Resident Access
Invite residents and manage property-scoped portal access.
- How resident access worksUnderstand how a resident receives property-scoped portal access.
- Inviting a residentSend a bounded, property-scoped invitation to an eligible resident.
- Residents with multiple propertiesLink one resident identity to each property they are authorized to use.
- Revoking resident accessRemove a resident’s access without deleting historical relationships.
- Troubleshooting resident invitationsResolve common expired, revoked, mismatched, or already-used invitations.
- Resident access readinessReview which active property relationships are ready for portal access.
- Bulk resident invitationsProvision eligible residents in bounded, reviewable community batches.
- Understanding invitation statusesUnderstand pending, expired, active, revoked, and ineligible access states.
- Review Board-submitted resident changesReview, correct, approve, or reject a Board resident-access proposal.
- Submit a resident for access from the Board workspaceAdd a property relationship from an authorized Board community context.
- Why my resident change is pending approvalUnderstand management review and the next step for a Board submission.
Documents & Rules
Manage governing resources and their visibility.
- Uploading governing documentsUpload a private PDF and preserve its version history.
- Managing document visibilityChoose who can discover and download a governing document.
- Creating community rulesCreate and approve structured rules with source provenance.
- Resident-visible resourcesUnderstand what governing information residents can see.
- Understanding Community RulesLearn how structured operational rules relate to authoritative governing documents.
- Community Rule visibilityChoose whether a Community Rule is available to residents, staff and board users, or management only.
- Community Rules versus governing documentsUnderstand the difference between authoritative source material and an operational rule.
Inspections
Create runs, organize field work, and assign properties.
- Creating an inspection runCreate a community-scoped inspection run and prepare its property queue.
- Adding field staffPrepare team members to receive inspection assignments.
- Assigning propertiesAdd and assign properties within an inspection run.
- Using zonesGroup an inspection run’s properties into manageable work areas.
- Using smart distributionApply deterministic street-balanced allocation across eligible staff.
Requests
Understand resident request submission and management.
- How residents submit requestsUnderstand the property-scoped resident request workflow.
- Managing resident requestsReview and move resident requests through supported lifecycle states.
- Responding to residentsAdd resident-visible updates while keeping internal notes private.
- Cancelling requestsCancel an eligible request with an appropriate explanation.
- Understanding request statusesLearn what each resident request status means.
Resident Portal
Help residents navigate their properties and requests.
- Switching propertiesChange the active property used by resident pages.
- Submitting a requestCreate a request for the currently selected property.
- Viewing request historyReview requests and updates for the selected property.
- Viewing community informationFind community resources published for residents.
- Asking Assocentra about your communityAsk a private question grounded in the current community information available to you.
- Understanding Assocentra answersUnderstand how grounded answers, uncertainty, and conflicts are presented.
- Understanding sources and citationsUse source cards to review the rule or governing material supporting an answer.
- What happens when Assocentra cannot find an answerUse community information or contact management when current materials are insufficient.
Security & Administration
Understand roles, access boundaries, and provisioning.
- Roles and permissionsUnderstand organization roles and community-scoped access.
- Resident provisioning and deprovisioningUnderstand the lifecycle of resident property access.
- Organization and community access conceptsLearn how Assocentra separates organizations, communities, properties, and resident access.
- Team & AccessReview staff roles, account state, and community assignments in one place.
- Bulk team provisioningAnalyze and review a staff spreadsheet before sending bounded invitation batches.
- Importing team membersPrepare staff names, emails, roles, and community references for review-first provisioning.
- Privacy of community questionsLearn the customer-facing privacy boundaries for private community questions.
- Configure Board resident administrationChoose whether authorized Board resident changes require management approval.