Overview

Subdivisions in BlueClerk represent your developments - neighborhoods, communities, or building projects. Organizing properties into subdivisions helps you manage warranty work, track issues by location, and keep everything organized.

Creating a Subdivision

Adding a New Subdivision

Go to Subdivisions in the navigation
Click "Add Subdivision" or "New Subdivision"
Enter subdivision details:
- Name: The development name (e.g., "Oak Ridge Estates")
- City: Where it's located
- State: State abbreviation
- ZIP Code: Primary ZIP code
- Address: Office/sales center address (optional)
Save the subdivision

Subdivision Information

For each subdivision, store:

Name: How you identify the development
Location: City, state, ZIP auto-populate to properties
Notes: Internal notes about the project

Adding Properties to Subdivisions

Adding Individual Properties

Open the subdivision
Click "Add Property"
Enter property details:
- Street address: Lot's street address
- Lot number: Important for tracking
Save - city, state, ZIP inherit from subdivision

Bulk Property Addition

For many properties:

Contact support for import assistance
Prepare a spreadsheet with addresses and lot numbers
Bulk upload can save significant time

Managing Properties in a Subdivision

Viewing Properties

In a subdivision, see:

List of all properties
Lot numbers
Status (under construction, sold, etc.)
Homeowner info (if transferred)

Filtering Properties

Find properties quickly:

Search by address
Filter by lot number
Filter by status

Property Details

Click any property to see:

Full address
Lot number
Associated homeowner (if sold)
Work history
Open tickets/jobs

Subdivision Workflow

Phase 1: Construction

During building:

Add subdivision to BlueClerk
Add properties as lots are platted
Track construction punch lists if needed

Phase 2: Warranty Period

After closing:

Properties may transfer to homeowners
Warranty work requests come in
Route to contractors for repair
Track completion and documentation

Phase 3: Post-Warranty

After warranty expires:

Properties stay in records for reference
Homeowners maintain directly through their accounts
History preserved for future reference

Homeowner Association

Connecting Properties to Homeowners

When a home is sold:

Homeowner can claim the property
They see work history
They can request service directly
Builder may still see for warranty tracking

Builder vs. Homeowner Responsibilities

During warranty:

Builder responsible for warranty claims
Builder routes work to contractors
Documentation important for disputes

After warranty:

Homeowner handles all maintenance
History remains available
Clear transition of responsibility

Best Practices

Naming Conventions

Use consistent naming:

"Phase 1" vs "Phase 2" instead of dates
Include location identifiers if helpful
Keep names searchable

Lot Numbers

Always include lot numbers:

Essential for large subdivisions
Helps find properties quickly
Matches your internal tracking

Regular Updates

Keep information current:

Add properties as they're built
Update status when homes close
Archive completed subdivisions if desired

Tips

Add properties before warranty requests come in
Use lot numbers consistently across systems
Document all warranty work thoroughly
Build contractor relationships for quick response
Review subdivision status monthly

Common Questions

Q: Can I delete a subdivision? A: Subdivisions with properties typically can't be deleted. You can archive inactive subdivisions.

Q: What if I have multiple phases? A: Create separate subdivisions for phases, or use lot numbering to distinguish (e.g., lots 1-50 Phase 1, 51-100 Phase 2).

Q: Can contractors see all properties in my subdivision? A: Contractors see properties only when assigned work there.

Q: How do I transfer properties to homeowners? A: Homeowners claim properties through their accounts. You can facilitate this during closing.

Q: Can I have the same lot number in different subdivisions? A: Yes, lot numbers are unique within a subdivision, not globally.

Managing Subdivisions