Property statuses — Occupied, Vacant, Delinquent

Every property has a status: Occupied, Vacant, or Delinquent. The status describes what’s currently true about the property — who lives there (or doesn’t), and whether they’re caught up on dues. It’s informational, not a workflow control.

The three statuses

Status	What it means
Occupied	A resident is linked to the property and dues are current
Vacant	No resident currently linked — could be unsold, between owners, or just unclaimed in HomeHerald
Delinquent	A resident is linked but they have an overdue balance

A property’s status updates as conditions change — when a resident is linked or unlinked, when dues become overdue or get paid current, etc.

Occupied

The default state for a property with an active resident who’s caught up on dues:

• A primary resident is linked (and possibly co-residents)
• The current balance is zero or a credit (no overdue amount)
• Dues are generated on schedule
• Residents can log in and use the portal normally

Most of your properties should be Occupied most of the time. If a large share of your community is Vacant or Delinquent, something’s off (mass move-outs, mass unpaid dues, or a setup issue).

Vacant

The property exists in the system but no resident is currently linked:

• New properties imported but no one has signed up yet
• Property between owners (sold but new owner hasn’t joined)
• Properties whose residents were removed and not yet re-linked
• Builder-held lots in a developing community

What still happens:

• Dues continue to generate per the schedule (the property still owes dues even when vacant)
• The balance accumulates
• Once a resident is linked, they inherit the current balance

What doesn’t happen:

• No one logs in for this property (no linked resident)
• No emails / push notifications go out (no resident to receive them)

Delinquent

A resident is linked but they have an overdue balance:

• Dues past the grace period unpaid
• Outstanding fines unpaid
• Special assessment unpaid past due

What this means in practice:

• The property is flagged in admin views
• Dues Chaser (if enabled) starts running through its escalation tiers
• The resident still has portal access; they can still pay, book amenities, etc.

A property moves out of Delinquent and back to Occupied when the balance is brought current (paid in full or covered by a credit).

Status doesn’t pause anything

A common assumption: “If I want to stop dues from generating temporarily, I’ll set the property to a different status.” That doesn’t work. Status reflects current state; it isn’t a workflow control.

If you need to:

• Stop dues temporarily — set the dues amount to $0 on the property (and revert when it should resume)
• Halt notifications to a specific property — disable Dues Chaser for that property
• Remove a resident’s portal access — deactivate the user (see Removing or banning a user)

Filtering by status

In Properties (admin sidebar), you can filter by status:

• All — every property
• Occupied — current and resident-linked
• Vacant — empty or unclaimed
• Delinquent — needs attention

Use the Delinquent filter to triage outreach. Use Vacant to confirm new imports / sold properties have residents linked.

Common situations

”A property shows Vacant but I know someone lives there”

Means no resident is linked in HomeHerald. Either:

• The resident hasn’t signed up yet — invite them
• The resident is signed up but linked to the wrong property — fix the link
• The previous primary was removed and a new one wasn’t added — re-link

”A property is Delinquent but the resident says they paid”

Check the property’s ledger for the payment. If the payment is recorded, the status should auto-update on the next refresh. If the payment isn’t recorded but they have proof, you may need to manually record an offline payment (Recording a manual payment).

”I want to mark a property ‘sold’ or ‘archived’”

That’s not a separate status. The right approach:

• Settle any outstanding balance
• Unlink the previous primary resident (mark inactive on their user record)
• When the new owner arrives, link them as the new primary

The property record itself stays — same address, same lot. Only the linked resident changes.

Where to go next

• Editing a property — day-to-day changes
• Move-ins and move-outs — handling ownership changes properly
• How the ledger works — what makes a property Delinquent