Managing Unregistered Properties: A Guide for Government Users

Unregistered properties are properties that have been identified in your jurisdiction but haven’t yet been registered through the HERA Property Registration portal. As a government administrator, you can upload and manage these properties to track which properties need registration and facilitate the registration process.

What Are Unregistered Properties?

Unregistered properties are properties in your jurisdiction that:

• Have been identified through data imports, inspections, or other means
• Haven’t yet been registered by property owners through the HERA portal
• May need to be registered based on local regulations

These properties are tracked separately from registered properties, allowing you to:

• Monitor which properties still need registration
• Contact property owners to encourage registration
• Track the status of properties as they move from unregistered to registered

Uploading Unregistered Properties

Preparing Your Data File

You can upload unregistered properties using a CSV or Excel file. Your file should include the following columns:

• Address Information: Address1, Address2, City, State, Zipcode
• Property Details: APN (Assessor’s Parcel Number) - optional but recommended
• License Type: The type of license that should apply to this property
• Effective Date: When the property should be considered for registration
• Owner Information: Owner Name, Owner Address, Owner City, Owner State, Owner Zip, Owner Email, Owner Phone (all optional)

Upload Process

1. Navigate to the Unregistered Properties tab on your dashboard

2. Click “Upload Unregistered Properties” or the upload button

3. Select your data file (CSV or Excel format)

4. Review the upload summary which shows:

   • How many properties will be created
   • How many properties will be updated (if they already exist)
   • Any validation errors that need to be fixed

5. Confirm the upload to process the properties

Data Validation

The system automatically validates your data during upload:

• Address validation: Ensures addresses are complete and properly formatted
• Geocoding: Automatically adds latitude and longitude coordinates
• Duplicate detection: Identifies properties that already exist in the system
• Jurisdiction matching: Ensures properties are assigned to the correct jurisdiction

Managing Unregistered Properties

Viewing Unregistered Properties

The Unregistered Properties dashboard provides several views:

• List View: A table showing all unregistered properties with key details
• Map View: A geographic visualization of unregistered properties
• Filters: Filter by license type, date range, or other criteria

Property Details

Click on any unregistered property to view detailed information:

• Property Address: Full address with geocoded coordinates
• APN: Assessor’s Parcel Number (if available)
• License Type: The type of license that should apply
• Effective Date: When the property should be considered for registration
• Owner Information: Contact details for the property owner (if available)
• Comments: Notes and communications about the property

Setting APN (Assessor’s Parcel Number)

Important: Setting the APN on unregistered properties is crucial for automatic matching. Properties are only automatically removed from the unregistered list when they’re registered if the APN is set on the unregistered property record.

If a property doesn’t have an APN, you should set it:

1. Open the property details panel by clicking on the property in the unregistered properties list

2. Locate the “Set APN” button next to the APN field in the Property Information section

3. Click “Set APN” to open the APN selection dialog

4. The system will automatically lookup APNs for the property address

5. Review the APN options:

   • If multiple APNs are found, select the correct one from the radio button options
   • If no APNs are found automatically, you can manually enter an APN using the “Type your APN here” field and clicking “Lookup”

6. Select the correct APN from the options or confirm your manual entry

7. Choose your action:

   • Set APN Only: Updates the APN without removing the property from the unregistered list (use this if the APN is already registered to another property but you still want to track this unregistered property)
   • Remove from List: Sets the APN and removes the property from unregistered properties (use this if the selected APN is already registered and you want to clean up the unregistered list)

Why Set APNs?

• APNs enable automatic matching when properties are registered
• Without an APN, unregistered properties won’t be automatically removed when registered
• APNs help ensure accurate property identification and prevent duplicates

Property Registration Workflow

From Unregistered to Registered

When a property owner registers their property through the HERA portal:

1. The system automatically checks if an unregistered property exists with the same APN in the same jurisdiction
2. Important: This automatic matching only works if the APN is set on the unregistered property record
3. If a match is found (and the APN is set), the unregistered property is automatically removed from the unregistered properties list
4. The property becomes a registered license in the system

Key Point: Properties without an APN in the unregistered list will NOT be automatically removed when registered. You’ll need to manually remove them or set the APN first to enable automatic matching.

This automatic matching helps keep your unregistered properties list up to date and ensures properties don’t remain in the unregistered list after they’ve been registered, but only when APNs are properly set.

Manual Property Addition

You can also manually add unregistered properties:

1. Click “Add Property” from the Unregistered Properties dashboard
2. Enter the property address
3. Select the license type
4. Enter additional details as needed
5. Save the property

Best Practices

Data Quality

• Always set APNs when available: APNs are essential for automatic matching when properties are registered. Without APNs, properties won’t be automatically removed from the unregistered list when registered
• Set APNs after upload if missing: If your initial upload doesn’t include APNs, use the “Set APN” feature to add them to individual properties
• Keep addresses accurate: Complete and accurate addresses ensure proper geocoding and jurisdiction assignment
• Update owner information: Current owner contact information helps with outreach efforts

Regular Maintenance

• Review unregistered properties regularly: Check which properties have been registered and can be removed
• Update property information: Keep addresses, APNs, and owner information current
• Add comments: Use the comments feature to track notes about properties, outreach efforts, or special circumstances

Communication

• Use comments to track outreach: Document when and how you’ve contacted property owners
• Note special circumstances: Record any unique situations or requirements for specific properties
• Coordinate with your team: Comments are visible to all government users in your jurisdiction

Filtering and Organization

The Unregistered Properties dashboard includes powerful filtering options:

• Filter by License Type: View only properties that need specific types of licenses
• Filter by Date Range: Focus on properties added or updated within specific time periods
• Search: Quickly find specific properties by address or APN
• Map View: Visualize properties geographically to identify patterns or clusters

Tips for Success

1. Start with accurate data: Take time to ensure your initial upload has complete and accurate information
2. Always set APNs: APNs are critical for automatic matching. If your upload doesn’t include APNs, set them using the “Set APN” feature for each property
3. Prioritize APN setting: Properties without APNs won’t be automatically removed when registered, so setting APNs should be a priority
4. Regular updates: Periodically review and update your unregistered properties list, especially to set missing APNs
5. Leverage comments: Use the comments feature to maintain a record of your interactions with properties
6. Coordinate with registration efforts: Use the unregistered properties list to identify which properties need outreach

Getting Help

If you need assistance with unregistered properties:

• Check the upload summary: Review validation errors and warnings before confirming uploads
• Use the property details panel: Access comprehensive information about each property
• Contact support: Reach out for help with data formatting, bulk operations, or technical issues

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The unregistered properties feature helps government administrators track and manage properties that need registration, streamlining the process of identifying and contacting property owners.