Roll Submissions

Online roll submissions have been redeveloped to accommodate the changes made to the roll in 2022; refer to the release notes for details of the changes. The update of roll submissions will be released in two stages which is detailed below; stage 1 has been prioritised to allow roll submissions to be accepted for a lot that includes multiple contacts.

Online Roll Submissions | Stage 1

Planned for release the night of Monday 30th January. This will include a new interface for owners to check, update and submit roll changes for a contact. In this stage there are several scenarios for who and how submissions may be made:

Scenario 1 – where the lot has a single contact card; anyone with access to that lot on the portal can make a roll change and submit this for approval; this remains consistent with the old roll submissions process.

Scenario 2 – where the lot has multiple contacts; a portal account will only be able to make a roll change if their portal account email address matches that of a contact for the lot/s they have access to. The account holder will only be able to update their contact details; not additional contacts that are owners. If additional contacts need to update their details, they would need to log onto the portal with their own account and a matching email for their record.

Stage 1 is being released now to reduce the number of submissions that cannot be processed due to differences in the old roll structure compared to now (ie. if they have been split or entered as multiple contacts under the new functionality). It is important to understand that prior to stage 2 being released; the user accepting the roll submissions should review the lot to identify whether there are multiple contacts for the lot and if so then determine whether the additional contacts need their details updating.

Online Roll Submissions | Stage 2

At this stage it will allow any portal account with access to the lot to make a roll change for any owner contact of the lot with the exception of a contact that owns another lot that does not have the same owners. As an example, if Mr A and Mrs B jointly own a lot and Mr A owns another lot separately, Mrs B will not be able to make a roll change for Mr A. In this example, Mr B will receive a message advising that Mr A will need to make the roll change online using his portal account or alternatively need to contact the Management Company to update the roll. Further details on stage 2 will be available later in February.

On Tuesday 31st of January the new interface to view, accept and reject roll submissions will replace the old interface. Important configuration settings (including new options) are available for this interface and it is recommended to review this on Tuesday 31st January. Please note that the security permission “Roll / Roll Submission Configuration” is required for the user to access these settings.