Community Rules & Violations – Complete Workflow Guide

Community Rules & Violations – Complete Workflow Guide

The Community Rules & Violations module helps the Management Committee and Community Administrators maintain community standards by recording, tracking, and managing rule violations in a structured manner.

This feature can be used to manage violations such as:

  • Improper parking
  • Noise disturbances
  • Incorrect waste disposal
  • Pet policy violations
  • Unauthorized alterations
  • Misuse of common areas
  • Any other community-specific rule violations

Part 1: Setting up Community Rules & Violations

1. Create Categories for Community Rules & Violations

Before raising any violations, you must create violation categories.
Steps:
  1. Log in to ADDA Admin Portal.
  2. Go to Community Rules & Violations.
  3. Click Rules & Violation Setup.
  4. Open Category Setup.
  5. Click Add Category.

Enter the following details:

Category Title: Enter the name of the violation.
Examples
  • Improper Parking
  • Noise Complaint
  • Garbage Disposal
  • Pet Rule Violation
Description:
Provide a short explanation of the violation so the admin knows when to use this category.

Warning Section
Resolution Days: This defines how many days the resident has to resolve the issue before a penalty can be imposed.

Example

If you enter 7 Resolution Days, the resident has 7 days to fix the issue after receiving the warning. If the issue is resolved within this period, the violation can simply be closed. If it is not resolved, the admin can move it to the Penalty stage.


Penalty Section
Configure the details that will be used if the warning is converted into a penalty.

Income Account

Select the income account where the penalty amount should be recorded. This account will be used for accounting when the penalty invoice is generated.

NotesNote: If you cannot find the required income account, create one under: General Ledger → Chart of Accounts → Income
Due Days: Specify the number of days within which the penalty invoice should be paid. The due date is automatically calculated from the date the penalty is raised.
Example: Penalty raised on 10 July
Due Days = 15
Invoice Due Date = 25 July

Penalty amount: Enter the amount that should be charged when the violation is moved to the Penalty stage.

Click Publish to save the category.

2. Configure Approval levels. 
If required, you can set up multiple approval levels before a violation is issued.
Steps: 
  1. Log in to ADDA.
  2. Go to Community Rules & Violations.
  3. Click Rules & Violation Setup.
  4. Open Approvers Setup.

You will see all administrators who have access to the Community Rules & Violations module.

Assign them as: Level 1 (L1) & Level 2 (L2)

Enable the approval workflow and click Save Changes.

Notes
Note :
  1. If a violation is raised by a Level 1 admin, it will first go to Level 2 admins for approval. Only after approval, it will be raised for a unit.
  2. If there are only L1 admins, the violations they submit will be directly published to the users.
  3. If you wish to include any admin in the list, please provide them with access to the 'Units & Users >> Access Control' section pertaining to Community Rules & Violations

Part 2: Raising a Violation Issue a Warning to a Unit Steps

  1. Log in to ADDA.
  2. Go to Community Rules & Violations.
  3. Open Violations.
  4. Click Create Violation.

Fill in the following details:

  • Select Category
  • Select Unit Number
  • Enter Description
  • Select Stage = Warning
  • Attach supporting documents or images (optional)

Click Publish. The warning is now issued against the selected unit.

Where can the Resident see the Warning?

Residents can view the warning in the ADDA App.

Go to: ADDA App →Home → More → Rules & Violations → Open

The warning details will be displayed there.

Part 3: Convert a Warning into a Penalty

If the resident does not resolve the issue within the Resolution Days, the administrator can convert the warning into a penalty.

Steps:
  1. Go to Community Rules & Violations.
  2. Open Violations.
  3. Switch to the Warning tab.
  4. Search using the Unit Number if required.
  5. Click Edit.

Under Stage, change: Warning → Penalty. Click Save.

What happens after moving to Penalty?

Once saved:

  • A penalty invoice is automatically created.
  • The invoice is posted to the unit.
  • The resident can pay the penalty through the available online payment methods.
  • The penalty is visible in the  ADDA App.
Residents can view it from: ADDA App → Home → More → Rules & Violations → Open

Part 4: Close a Violation

Once the resident resolves the issue, the administrator can close the violation.

Steps

  1. Go to Community Rules & Violations.
  2. Open Open Violations.
  3. Open either the Warning tab or Penalty tab.
  4. Locate the violation.
  5. Click Edit.
  6. Change the Status to Closed.
  7. Click Save.

The violation will now move to the Closed list, and no further action is required.

How Residents Can View Community Rules: Residents can view all published community rules directly from the ADDA App.

Method 1

  1. Open the ADDA App.
  2. On the Home screen, scroll through the shortcut icons.
  3. Tap Rules.

All published community rules will be displayed.

Method 2
  1. Open the ADDA App.
  2. Tap More.
  3. Select Rules & Violations.
  4. Tap View Rules.

This page displays:

  • Community Rules
  • Open Violations
  • Closed Violations (if applicable)

Residents can also track any warning or penalty issued against their unit from this screen.


Author: Sandhya