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    • New Product: Architectural Review

    • Modified on: Wed, 24 Sep, 2025 at 10:35 AM
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    Note: This article is for a new module that is in the process of being rolled out and may only be available to some users.


    Overview

    The Architectural Review module allows Management and Security officer users to create, manage,  and process architectural review requests within your community. This module also gives you the ability to upload custom applications and request approval for these requests from an Architectural Review Committee and other authorized personnel.


    Note: Click on the images to enlarge them.


    Table of Contents



    Video Overview

    Architectural Review Setup


    To set up the Architectural Review module, click on Manage and select Architectural review. Click Get started. This will open an Add architectural type window that allows you to define your architectural type and any descriptions or instructions associated with it. Click Save to add your new architectural type.


    Note: Additional architectural review types can be created by clicking Add type and defining the type title and description/instructions.






    Application Documents 


    Application Documents allows you to attach related documents provided for your residents to reference. To upload documents for your architectural review, click Manage, select Architectural review, click Settings, and then select Application documents. Click Add document to upload your file.


    Application Builder


    To create custom applications for your architectural review, click Manage, select Architectural review, click Settings, and then select Application builder. Click Create application. Next, type an application name and assign it to your architectural types using the checkboxes, then click Add fields.







    Now, you can easily build out your form by selecting form fields from the menu on the left. They will automatically be added to the Form preview space on the right. 


    Note: All forms will automatically include unit and occupant information (i.e. Unit number, name, contact details), as well as a required arch review type selection (i.e. which type of arch review they are submitting). 



    Form Field Types


    • If you'd like to note a new form section, choose Section header.
    • If you'd like residents to respond to a question by selecting multiple predefined answers, choose the Checkboxes form field type.
    • If you'd like residents to be able to type in a short response to a question, choose the Short answer form field type.
    • If you'd like residents to be able to type in a long response to a question, choose the Long answer form field type.
    • If you'd like residents to respond by selecting a single response from a list of predefined answers, select the Choose one form field type.
    • If you'd like residents to respond by selecting a single date from a calendar, choose the Date picker form field type. 
    • If you'd like residents to be able to attach a document, choose the Attach file form field type.

     



    After you've selected a field type, you can enter a question in the field label space.  Then, enter the answer options in the Option fields. To add an answer option, click Add option. To remove an option, hover over it and click the
    remove icon  to the right of the option field. You can also add a description and make the question required by checking the boxes next to those options.


    If you need to reorder your form field, click, hold, and drag the
    at the top of the form field box, you wish to reorder to the correct location. To copy a question, click
    copy icon. To delete a question, click
    trash can icon.

       




    Finally, you can view your application by clicking the Preview button. Then, click the Save button to save your application.  You will now see your application on the list in the Application builder tab. You can click on it to edit the questions or click Settings to edit the Architectural types the application is assigned to. Click Delete to remove the application. 


    Notification Settings


    The notification settings allow you to set automatic notification preferences for staff and residents by selecting one or multiple settings. To enable a setting, click on the corresponding check box. To disable a setting, click on the checkbox again.


    To set up notification settings for your architectural review, click Manage, select Architectural review, click Settings, and then select Notification settings.







    Included below are the following options you can enable/disable:

    • Send automatic notifications to staff when a new application is submitted
    • Send automatic notifications to the resident when a status changes
    • Send automatic notifications to the resident when a new comment is added to the Activity log


    You can also include additional contacts under either the Emails to notify or Additional emails to notify fields, which will appear when selecting any of the listed notification settings. Click Save to finalize any changes.



    Notification Templates


    Notification templates will be sent out automatically based on the options you choose in your Notification Settings. To modify the notification templates for your architectural review, click Manage, select Architectural review, click Settings, and then select Notification templates.


    Click the  
    Pencil icon
         next to the template you want to edit.     Next, modify the template subject and body of text, and use the provided Variable Inserts where you want that content to display. Then, click the Save button. 






    Committee Settings


    To set up committee settings for your architectural review, click on Manage, select Architectural review, click Settings, and then select Committee.



     


    Committee status change processes can be updated by selecting one of the following settings:

    • Manager updates status manually
    • Status updates automatically after all votes cast



    Adding/Removing Committee Members


    To add committee members, select Enable architectural review committee. Click on Search name. You should see a dropdown list of available members that can be selected. Click on the name to add it to the committee list. Additional members can be added by selecting a new name from the dropdown list. To remove a name from the committee list, click remove.




     


    Setting a Deadline for Committee Member Voting


    To set a deadline for your committee member voting, click Set deadline, then specify the number of days for the deadline in the Number of days field.


    In the After deadline settings, you will be able to select from the following settings how the approval process should be handled once the deadline has been reached:

    • Do nothing
    • Automatically approve
    • Automatically deny


    Note: To send emails to committee members for committee member voting, click Send notifications to committee members when each member votes. To send emails to other managers or staff for committee voting, include their emails in the Additional emails to notify field. 


    Click Save to finalize any changes.



    Viewing and Searching Architectural Review Applications


    To view all available architectural review requests, click on Manage and then select Architectural review. To search for specific architectural review requests, use the following filters to narrow down your selection:

    • Search unit or name: Allows you to either manually input or select the unit number/occupant name from the dropdown menu.
    • mm/dd/yyyy-mm/dd/yyyy: Allows you to either manually input or select the month/date/year interval that the architectural review request was submitted within. Please note that any manual inputs for the month/date/year information must match the listed formatting for the filter to function.
    • Type: Allows you to specify which architectural review types should be filtered.
    • Status: Allows you to specify which approval statuses should be filtered.



    Submitting Architectural Review Applications


    To submit an architectural review request, click on Manage, select Architectural review, then select Submit application.




    In the Architectural review application window, fill out the following requestor information:

    Note: If your property has created custom applications, your form fields may not match the default fields below.

    • Unit (Required): Manually type in the requestor's unit number or select it from the dropdown list.
    • Select occupant (Required): Specify which occupant in the associated unit will be listed on the application.
    • Type (Required): Specify which of your architectural review types should be applied to this application. If no architectural review types are available, refer to the Architectural Review Setup section of this article.
    • Description (Required): Provide any notes associated with the architectural review application.
    • Proposed start date (Optional): Specify a start date for the request.
    • Attach files (Optional): Include any pertinent files for the request.
    • Supported files: JPG, JPEG, BMP, PNG, GIF, PDF, DOC, DOCX, XLS, and XLSX of up to 25 MB


    Click Submit to finalize any changes.



    Changing the Status of an Architectural Review

    Submitted architectural reviews are visible to Managers, Security Officers, and the Resident who submitted them. Once the status of an architectural review is changed to Under review, the request can be sent to the Committee members.


    To change the status of an architectural review, click on an architectural review application on the Architectural review page. This will redirect you to the architectural review application. 


    Here, you can view the current application details, including unit, requestor name, contact info, architectural review type, application status, description, attachments, committee members, notes, and an activity log.



    Note: The Committee members section will provide details on both the votes received and the date voted.

      


    Next, click Change status. A Change status window will appear, allowing you to select one of the following statuses for the application:

    • Submitted
    • Under review
    • Approve
    • Approve conditionally
    • Deny


    If you want to add any additional details, include them in the Notes section. Click Save to finalize any changes.




    Adding Notes and Hidden Notes


    To add a note to an architectural review, click on an architectural review application within Architectural review, then type your note within the text box under Add note. To add a hidden note, type your note within the text box under Add note, then select Hide from residents. Click Save to finalize any changes.






    Updating the Project Status of Approved Architectural Reviews


    Once an Architectural Review has been approved, the status of the approved work can be tracked on the review application using the project status. 


    To update the project status on an architectural review, click on an architectural review application within Architectural review, then click Update project status.


    Next, select a status, and if you want to add any additional details, include them in the Notes section. Click Save to finalize any changes.