Transition to new software

The sole method for submitting non-emergency maintenance requests remains logging in to the online portal.

While resorting to phone calls or emails may seem like a workaround to this requirement, it introduces heightened risks of errors and delays. Moreover, overlooking maintenance requests could result in significant property damage or disruptions.

Submitting non-emergency requests via the online portal also brings a range of benefits to owners and residents, including email and mobile tracking of work order status updates.

We understand that form filling can be stressful or time consuming and appreciate your diligence in providing us with this required information. This information often helps during emergencies and can prevent loss or damage to person or property.

While form errors related to software can occur, we often find most errors are quickly resolved using the following steps.

Check for Errors at the Top of the Browser Window: 

• Users should first look for any error messages displayed at the top of the form. Each missing field will also display a “This field is required” banner.  These messages typically indicate where required information has not been entered correctly. We keep our fields very neutral and open, allowing any picture or file upload and even accepting incorrectly formatted email addresses.

Use a Different Device

• Sometimes device issues can cause problems, especially for users on small screens like iPhones. If users are entering long strings of information, they might not be able to see the entire text. Recommending the use of a larger screen can help.
•  If users have repeated entry errors, your browser cache may become problematic. In this case, they should switch to a different browser or device to complete the form.

Save the Application 

• At the bottom of the form, users can typically save their application so it can be continued later. 
• The save button invites users to create a personal Jotform account, but this is not required and can be easily bypassed (see “Skip Create an Account” link in image below). Either way, users can send a copy of the form submission to their own email or another email. We recommend users send a link to continue this application to their own personal email address so they can first try to submit the form on another device.
• Alternatively, users can send the link to info@fullcirclevt.com for assistance. Often, we can identify any possible form submission errors within within 1-2 business days after receiving the link. We can then communicate with users to assist them in finalizing their form submission.

Working Together to Build a Stronger Community

We want to assure you that we protect your personal information securely and only collect necessary information We welcome your feedback and hope to work cooperatively to build a better sense of community.

By following these steps, we can effectively assist users and ensure a smooth form submission process. Thank you for your attention to these details and your continued support in troubleshooting form submissions.

Homeowners and Residents can access your online portal via the App Store (iPhone) or Google Play (Android) app, and everybody can access their portal via the links below.

• Homeowner / HOA Login >>
  • Homeowner / HOA Portal Overview >>
• Resident / Tenant Login >>
  • Resident / Tenant Portal Overview
• Multi Family Owner Login >>
  • Multi Family Owner Portal Overview
• Vendor Login >>
  • Vendor Portal Overview >>

Why do I need renters insurance?

Renters insurance is required to ensure that you have liability coverage of at least $100,000 throughout your tenancy. This protects both you and the property owner from potential liability claims.

What happens if I don’t secure renters insurance?

If you fail to secure renters insurance, we will activate a landlord liability insurance policy on your account. This will result in a monthly fee for this insurance and an additional administrative fee.

How can I avoid the additional fees?

You can avoid these fees by obtaining your own renters insurance policy. You can purchase it from any provider in the marketplace or through Appfolio within your Online Portal >>

What’s the difference between renters insurance and landlord liability insurance?

Renters insurance covers your personal belongings and provides liability coverage. Landlord liability insurance only covers liability and does not protect your personal belongings.

Why should I get my own renters insurance?

By securing your own renters insurance, your personal belongings will be protected against loss due to events such as floods or other disasters. Landlord liability insurance does not offer this protection.

How do I provide proof of my renters insurance?

You need to upload a certificate of insurance to your Online Portal . If you prefer to send it to our staff for uploading, a $4.50 administrative fee will be assessed. To avoid this fee, upload the certificate yourself.

What should be included in the renters insurance policy?

Your renters insurance policy must name the owner of the rental as the insured, not Full Circle Property Management. Use the following address:

{Owner’s Name}
Care of Full Circle Property Management
P.O. Box 4057
Burlington, Vermont 05406

Where can I find the Owner Name for my rental?

You can find the Owner Name of your rental by reviewing your written lease agreement, which is a shared document in your Online Portal .

Is this requirement only for the beginning of my tenancy?

No, maintaining renters insurance is required throughout your entire tenancy. If there is a lapse in coverage or if you forget to upload a renewal policy, administrative fees and landlord liability insurance fees will be automatically added to your monthly statement.

Can these fees be refunded if I later provide proof of insurance?

No, these fees cannot be refunded. However, once you provide proof of renters insurance, the additional fees will be automatically eliminated moving forward in the next month.

Where can I purchase renters insurance?

You can purchase renters insurance from any provider in the insurance marketplace or through Appfolio’s renters insurance with your Online Portal .

Who can I contact if I have questions about insurance products?

Full Circle Property Management does not answer questions about specific insurance products. For more information, please visit the Appfolio insurance website or the websites of any insurance carriers you are considering.

Why is renters insurance beneficial for renters?

Renters insurance is beneficial for renters because it provides protection for personal belongings against loss or damage due to various events such as theft, fire, or natural disasters. It also provides liability coverage, which can help cover legal costs if someone is injured in your rental unit or if you accidentally damage someone else’s property.

How does liability or renters insurance benefit both renters and landlords?

• For Renters: Liability insurance ensures that you are financially protected in case you are held responsible for accidental injuries or damages. This can prevent significant out-of-pocket expenses and provide peace of mind.
• For Landlords: Requiring liability insurance helps protect the property and reduces the risk of disputes and financial loss due to tenant-caused damages. It ensures that tenants are responsible for their actions, promoting a safer and more secure living environment.

What additional information might be helpful?

• Coverage Details: Ensure that your renters insurance policy covers personal belongings, liability, and any additional living expenses if you are temporarily displaced due to a covered event.
• Policy Limits: Review and understand the policy limits and deductibles to ensure you have adequate coverage for your needs.
• Discounts: Inquire about any available discounts, such as bundling renters insurance with other insurance policies (e.g., auto insurance).

We appreciate your cooperation in meeting this requirement and ensuring a safe and secure living environment for everyone.

Yes — you are required to activate your online portal to submit non-emergency maintenance requests, view your account balance, and access other features, including community calendars, shared documents, and status updates for maintenance requests.

Once you have activated your own personal online portal, you will have access to customized tutorials for Homeowners/HOA >> and Residents/Tenants >>

• How to Access Portal / Sign In
• Payments Info
• How to Edit Your Account Details
• Submit / Check On a Maintenance Request
• Shared Documents and Events
• Submit / Check On an Architectural Review or Board Approval

 

There are a variety of reasons that online payment may not be possible at your property (including at Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities, all of which do not currently offer online payment options).

As a workaround, we suggest that residents setup a bill pay arrangement with their personal bank.  This can be a reliable and convenient way of experiencing a degree of automation without some of the higher fees that  online payment options typically require.

Unveiling the Hidden Challenges of Online Payments

1. Security Concerns: Owners may be hesitant to accept online payments due to concerns about the security of online transactions, including the risk of fraud or data breaches.
2. Lack of Infrastructure: Some owners may not have the necessary infrastructure or resources in place to securely process online payments, such as reliable internet connections or appropriate payment processing systems.
3. Preference for Traditional Methods: Some owners may prefer traditional payment methods, such as checks or money orders, due to familiarity or personal preference.
4. Legal or Regulatory Restrictions: There may be legal or regulatory restrictions in place that prohibit landlords from accepting online payments, or require them to meet certain criteria or obtain specific licenses before doing so.
5. Tenant Accessibility: Not all tenants may have access to the internet or online banking services, making it difficult for them to make payments online.
6. Processing Fees: Landlords may be reluctant to accept online payments due to associated processing fees charged by payment processing companies, which can eat into their profits.
7. Technical Issues: Online payment systems may experience technical glitches or downtime, leading to delays or difficulties in processing payments.
8. Privacy Concerns: Some tenants may have concerns about privacy or data security when making online payments, particularly if sensitive personal or financial information is involved.
9. Preference for In-Person Interaction: Some owners may prefer to interact with tenants in person when collecting rent payments, as it allows for better communication and relationship-building.

Most homeowners and residents will have an online payment option via their online portal, but some properties — such as Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities — do not currently offer online payment options.

As another option, you can often setup automated payment by contacting your personal bank to send regular occurring checks via their own bill payment system.

No – Full Circle Property Management does not charge any fees for these forms of payment. 

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Yes — the banking industry is now charging transaction fees for processing online payments through systems like AppFolio. These fees are now common as banks improve data security and fraud prevention. Full Circle Property Management does not benefit from these fees in any way.

Zero-Transaction Fee Payment Options

You don’t need to pay these transaction fees because Full Circle offers the following no-fee options:

1. Mail a Check

You may mail a check or money order to our mailing address listed below.

Important:

Please do not make checks payable to Full Circle Property Management.

Checks must be made payable to the property owner listed on your written Lease Agreement or the name of your condo association listed in the governing documents.

If you are unsure who to make the check out to, please get in touch with us before sending payment.

We cannot accept checks made out to the wrong payee, so please double-check before mailing payments!

Contact your bank to setup bill pay, in which checks will be sent automatically to our office according to a pre-set schedule. This can save you time and energy remembering to pay, but you’ll need to pay close attention to your account balance to make sure that changes in rent, dues, or fees don’t change over time — leaving you with a negative account balance.

2. Set Up Automatic Bill Pay Through Your Bank

You can also contact your bank to set up automatic bill pay, where your bank will mail a check to our office on a pre-set schedule. This can save you time and help ensure your payments arrive on time each month.

Please keep in mind:

• Bill pay checks are sent by your bank, not by Full Circle.
• You are responsible for making sure your bank is sending the correct amount, especially if rent, dues, or fees change over time.
• If your bank continues sending an outdated amount, this may result in a negative account balance, late fees (if applicable), or missed payments.

Bill pay can be a convenient, no-cost option — just make sure to periodically review your payment amount to avoid issues.

3. Bring a Payment to Our Office

You may bring your payment to our office at the in-person address listed below:

Office Hours: Monday–Friday, 9:00 a.m.–5:00 p.m.

We accept:

• Personal checks
• Bank checks
• Money orders

Please do not leave cash. We cannot accept cash payments in person or through the drop box.

4. Use Our Secure Drop Box (M-F, 9AM to 5PM)

There is a secure drop box outside the front door of our office at our in-person address, but you can only access this drop box between the hours of 9AM to 5PM, Monday through Friday.

You may deposit your check or money order at any time.

You’re welcome to come inside and say hello during business hours, or simply use the drop box if you prefer!

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If Online Payment Is More Convenient for You

You may continue to pay rent or dues online through the Online Portal (at most properties). Please be aware that the payment processor charges a transaction fee for all online payments, and Full Circle Property Management does not receive or benefit from these fees.

If you prefer to avoid online payment transaction fees, you have four no-cost payment options with Full Circle:

1. Mail a check or money order to our official mailing address (using the correct P.O. Box and ZIP code, and be careful to make your payment to the correct Owner or Entity Name — not Full Circle).
2. Setup automatic bill pay through your bank, which mails a check to us on a schedule you choose.
3. Bring your payment to our office during business hours.
4. Use our secure outdoor drop box at the office (available M-F, 9AM to 5PM).

These options provide a completely free alternative for paying rent or dues.

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