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Homeowners associations and subdivisions3 min read

Setting up a subdivision: streets, blocks, phases and lots

A subdivision has a master list somewhere — a spreadsheet, the developer's turnover file, a notebook. Setting it up is mostly pasting that list once, in whatever shape it already has.

By the end of this pageYou will have a subdivision set up with lots grouped the way residents think, homeowners attached, dues scheduled and nothing sent until you choose.
On this pagePhases added laterLots with tenants
Place → lots → homeownersWalkthrough
Places › Add placeSunset VillasSHAPEStackedfloorsFlatstreets · blocks · phasesManaged by othersmy units onlyGROUPED BYStreetASSOCIATION?Yes — dues, homeownersLOTS70Create placeSunset Villas › Lots › Paste a listSeventy lots from the master listLot Block Street Area Homeowner Mobile1 1 Mabini St 120 Reyes, Ana 0917…2 1 Mabini St 120 Santos, Mark 0918…3 1 Mabini St 150 Dela Cruz, Joy 0919……Homeowner columns create the client and the dues schedule in the same import.Preview then importImported70 lots · 68 homeowners · 68 dues schedules• Lots grouped by street on every page; block and area stored per lot• 2 lots without a homeowner: flagged under Needs you (developer-owned? vacant?)• Dues at ₱1,200 monthly from September, due the 5th — change in Dues › Repeating• Next: invite homeowners to the portal, set up the guard postNothing was sent. Invoices start on the date you set; invitations go when you press them.
  1. Add the place. Places › Add place, shape Flat. Tick Association if dues are collected by an HOA rather than rent by an owner — it changes the words across the workspace.
  2. Grouping. Street, block or phase. This is how lots are grouped on every list and on the guard's phone. Pick what residents say: "Lot 14, Mabini" is a street subdivision; "Block 3 Lot 14" is a block one. You can store all three per lot; one is the grouping.
  3. Paste the master list. Lots › Paste a list. Any columns in any order: lot number, block, street, phase, area, homeowner name, mobile, email, current dues. The importer recognises the headers, shows what it will create, and asks about anything unclear.
  4. Preview and import. Lots are created; homeowner columns create the homeowner record and the dues schedule with the amount and start month you set. Lots without a homeowner are flagged, not guessed.
  5. Common areas and the gate. Add the clubhouse, park, guard house as common areas (expenses and cleaning, no invoices). Set up the guard post with a kiosk PIN — the logbook.

Phases added later

A phase 2 turned over next year is another paste into the same place with the phase column set. Dues can differ per phase; the schedule per lot carries its own amount.

Lots with tenants

The homeowner is the client who owes dues. If they rent the house out, their tenant can be given a gate-only portal login from the homeowner's page, so guests and deliveries work without the tenant seeing the homeowner's statement.

Developer-owned lots. Unsold lots usually owe dues to the association too, at least in part. Create the developer as one homeowner holding many lots; a single statement lists them all.

Related

HOA · 4 minPremises for an HOARead the article →HOA · 3 minAssociation duesRead the article →Your estate · 4 minAdding unitsRead the article →
Moving an HOA from Excel and a notebook
←  Premises for an HOAAssociation dues  →

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