TownSq – Providence Manor Home Owners Association

What is TownSq?

The Association will utilize the TownSq app as a platform for owners to obtain copies of the Association’s documents and forms, to view information such as the account balance and payment history, and to make online payments. The HOA Board will also use this for communication to owners and architectural approvals.

Note: TownSq is not our management company, but rather a third-party communication/payment platform utilized by our HOA in coordination with our management company Associa.

TownSq Adoption in Providence Manor

265

Homes in Providence Manor

220

Providence Manor Homes using TownSq

83%

Providence Manor Homes using TownSq

Get Started with TownSq

New to Townsq? You will first need to register at https://app.townsq.io from a web browser (Chrome, Safari, or Firefox are recommended). Note: TownSq is not compatible with the Internet Explorer web browser.

To register your account, you will need your account number and zip code 45069. During registration, you will then provide an email address and create a password for your account.

Who can have an account in TownSq?

Anyone who is listed as an owner with the Butler County Auditor for the property is listed in the home owner roster and authorized to have an owner account. Family members who wish to join may be added by the homeowner. See the Family Member section below for details.

If you are unsure of your account number, contact Associa, our HOA Management company at 888-612-2299 to receive your account number.

Access TownSq

Once registered, TownSq can be accessed via a web browser at https://app.townsq.io or you may download the app from the Apple App Store or Google Play Store.

Make a Payment

Payments for Annual Assessments/Dues or for other fees can be paid by Home Owners either online via credit card or e-check, or by mailing a physical check.

Note: There is a convenience fee when paying online. Credit Card payments incur a convenience fee and credit card processing fee. Payment by bank account via e-Checks incur a convenience fee only.

Note: In TownSq it may say there is a $0 balance if attempting to pay dues in December since the assessment is for the following year. Despite the $0 balance displaying, you can pay your dues in advance, and the fee will post to your account.

For Payment questions, email support@townsq.io

From the web:

Login to TownSq at https://app.townsq.io/login. Haven’t logged in before? scroll up on this page to learn how to Get Started with TownSq.
Do Either:
- Option 1: Access Accounts from the Profile Menu
  - Click on your name in the upper right-hand corner then on the dropdown menu, click on Accounts.
  - Click Make a Payment to choose from a menu of options including Make a One-time Payment, Manage Auto pay, and Manage Payment Methods.
- Option 2: Access the Account Information from the Homepage
  - Click Make a Payment from the Account Information section of the Homepage.

From the TownSq App:

From the top of your mobile feed, choose the account you’d like to make a payment on.
Click Make a payment to choose from a menu of options including pay your open balance, set up a recurring payment or make a one-time custom payment.

If you would like to authorize your financial institution to debit your bank account automatically, you may submit the electronic funds transfer authorization form to Associa via email. Your completed form and a voided check must be emailed to csscdirectdebit@associa.us.

Don’t want to pay online? That’s okay. You may send a check directly to Associa at the following address:

Providence Manor HOA
Real Property Management
PO Box 88396
Carol Stream, IL 60188-0396

IMPORTANT: Be sure that you include your account number in the memo on your check.

If you plan to pay by check, please plan ahead. Checks mailed too close to the due date may not be processed until after the due date so you may still incur late fees. We recommend allowing at least 15 business days for the check to be recorded, so mailing by the 15th is advised.

Note: If payment is sent to the Mason, Ohio office, you will incur a $5 processing fee, so please mail to the address above instead.

Check your Account Status

Homeowners can check their account status for outstanding balances at anytime. If you have questions about your Account Status and a current balance, please contact our property manager.

From the web:

Login to TownSq at https://app.townsq.io/login. Haven’t logged in before? scroll up on this page to learn how to Get Started with TownSq.
Once logged in, scroll down to the Account Information section of the Homepage. The current balance, date of last payment, account number, and a button to make a payment will be available.
- Note: the dues for the upcoming year will NOT be visible under “Current Balance” until January 1st of the upcoming year. Payments may be submitted early, however.
Click Access Accounts to review any charges and review a record of payments submitted/received.
If you have a balance, you can click “Make a Payment” to choose from a menu of options including Make a One-time Payment, Manage Auto pay, and Manage Payment Methods.

From the TownSq App:

Login to the TownSq App.
Once logged in, scroll down on the mobile feed, until you see the Account section. Below your address is the Current Balance.
If you have a balance, you can click Make a payment to choose from a menu of options including pay your open balance, set up a recurring payment or make a one-time custom payment.

Add a Family Member in TownSq

Login to https://app.townsq.io from a web browser. Note: These options will not appear in the TownSq app on a phone.
In the top right corner of the screen, select your name.
Select Occupants from the dropdown menu.
On the page that follows, click the Create Occupant button.
Complete the form providing information about your family member or tenant:
- Select either Family Member or Tenant.
- Add the First and Last Name.
- Add the Preferred Name.
- Add the Email Address.
- Add a Phone Number
Click Create Occupant.
An email invitation will be sent to the family member.
Once your family member receives the invitation and completes their registration, they will have access to TownSq and be associated with your account.

Pet Registry

The Pet Registry is designed to capture detailed information about pets residing in the neighborhood. The benefits of having the pet’s information saved and centralized for the neighborhood is to help connect lost pets to their owners. When a pet is found, board members and the community manager can search the registry to find a pet’s owner.

Homeowners can easily register their pets and update or remove their pet’s information as needed. Homeowners can only view the information of their own pets or pets.

Login to https://app.townsq.io from a web browser.
Click on the Pet Registry tool in the left-side menu.
Click Register Pet and fill in the information about your pet.
Type the Pet’s name.
From the drop down menu, select the Pet’s type (Bird, Cat, Dog, Fish, Reptile, Rodent, Other).
Check the box for your address to Choose units with which you want to share the pet ownership. If you have other owners or family members, their name(s) will be listed under the address after checking the box. They will be able to see the Registered Pet in TownSq.
Click Next.
Click the camera icon to upload a Picture of your pet (Recommended)
Check the box to indicate that your Pet is vaccinated and (optional) click to upload the vaccination records.
The following options are optional, but recommended:
- Enter your pet’s breed
- Enter your pet’s color.
- Select your pet’s sex from the dropdown menu
- Select your pet’s birthday (approximate)
- Enter your pet’s approximate weight
- Type additional notes about your Pet. Adding personality traits such as if your pet is food motivated, shy, or if your pet requires medication.
Once all information is entered, click Register.

Login to https://app.townsq.io from a web browser.
Click on the Pet Registry tool in the left-side menu.
Click on your pet’s name to view their profile.
Review the profile. Here is Ollie’s profile as an example:
- To Edit the profile, click the Edit button on the right side of the screen. This will walk you back through the same steps listed above in the How to Register Your Pet section. Make your revisions then click Save.
- To Remove the pet, click the Remove button on the right side of the screen. A confirmation message will display. Click remove. (This cannot be undone.)

Ask Questions, Share Concerns or Suggestions, or Submit Complaints.

Use TownSq to open a request to ask a question, share concerns or suggestions, or submit complaints. Requests will be reviewed and handled by Property Management and the Providence Manor HOA Board of Directors.

Note: The Architectural Application process has changed and is no longer submitted via these steps. Learn more about the Architectural Approval process.

From a web browser:

Login to https://app.townsq.io from a web browser.
On the left side of the page, click Requests.
Click the Submit Request button.
Enter a title for your request.
Select a category from the dropdown menu (General, Maintenance, or Property Concern or Complaint).
- If you select General or Maintenance:
  - Click Next.
  - Enter a description of your purpose for submitting a request
  - Optional: upload attachments.
  - Then click Submit.
- If you select Property Concern or Complaint:
  - Click Next.
  - Type the Nature of Complaint (e.g. Property Maintenance, Clutter, Unapproved Architectural Changes, etc.)
  - Provide the Address of Issue. Type your response.
  - Provide the Location of the Issue on Property. Type your response.
  - Provide the Date(s) and Time(s) of Issue Observed. Type your response.
  - Provide the Name of Offender, if known. Type your response.
  - Provide Details of Issue. Be Specific. Type your response.
  - Please provide photos of the issue. Note: Photos MUST be current & taken within 1 week of this complaint. Older photos will be disregarded.
  - Was Any Attempt Made to Resolve This Problem? Select Yes or No
  - If “Yes”, What Were the Results? Type your response.
  - Provide Your Name. Type your response.
  - Provide Your Address. Type your response.
  - Provide Your Phone Number. Type your response.
  - Are you an owner or renter at this property? Select either Owner or Renter.
  - Please type your first and last name to confirm you understand the following statement: I understand that in the event of an enforcement assessment hearing, or court hearing, copies of complaints and the complaining party identity will be made available to the alleged violator.
  - Click Submit.

From the TownSq app

Login to the TownSq App.
Once logged in, tap the menu icon (3 horizontal lines) in the bottom right corner.
Select the Requests tool from the menu.
Tap the + icon in the top right corner to open a request.
Enter a title for your request.
Select a category from the dropdown menu (General, Maintenance, or Property Concern or Complaint).
- If you select General or Maintenance:
  - Tap Next.
  - Enter a description of your purpose for submitting a request
  - Optional: upload attachments.
  - Then tap Submit.
- If you select Property Concern or Complaint:
  - Tap Next.
  - Type the Nature of Complaint (e.g. Property Maintenance, Clutter, Unapproved Architectural Changes, etc.)
  - Provide the Address of Issue. Type your response.
  - Provide the Location of the Issue on Property. Type your response.
  - Provide the Date(s) and Time(s) of Issue Observed. Type your response.
  - Provide the Name of Offender, if known. Type your response.
  - Provide Details of Issue. Be Specific. Type your response.
  - Please provide photos of the issue. Note: Photos MUST be current & taken within 1 week of this complaint. Older photos will be disregarded.
  - Was Any Attempt Made to Resolve This Problem? Select Yes or No
  - If “Yes”, What Were the Results? Type your response.
  - Provide Your Name. Type your response.
  - Provide Your Address. Type your response.
  - Provide Your Phone Number. Type your response.
  - Are you an owner or renter at this property? Select either Owner or Renter.
  - Please type your first and last name to confirm you understand the following statement: I understand that in the event of an enforcement assessment hearing, or court hearing, copies of complaints and the complaining party identity will be made available to the alleged violator.
  - Tap Submit.

Submit an Architectural Application for Review

There are no longer separate applications to submit. All of the application questions are embedded into the Architectural Review tool in TownSq. See the steps below for submitting your request in either a browser or the TownSq app. Learn more about the Architectural Review & Approval process.

Login to TownSq at https://townsq.io/.
In TownSq, select the Architectural Review tool by either:
- Click the Submit for ARC button on the homepage.
- or click Architectural Review from the sidebar navigation on the left side of the screen.
Click Submit Project.
In the Project Name field type a title for the project.
From the Category dropdown menu, select the category that accurately describes the type of project. For a project that doesn’t have a specific category, select Other Exterior Modification or Addition.
Answer all of the form questions including attaching the requested attachments.

Important: Be sure to carefully read and answer each question and attach all of the required materials. Applications that are missing information are considered incomplete. The Architectural Review Committee will request the missing information and if it is not provided within 30 days of the original submittal date, the incomplete application will be closed. The homeowner will need to resubmit the application, providing all required information to gain approval.
Once the form is complete, click Continue to submit the project for review.
The page will return to the Architectural Review tool. Your projects will display on the page, including due dates, and vote response.
Select the project title to open the project details. On the project details page, do any of the following:
- At the top of the screen, view the progress bar for the project starting with Submission, Review, Voting, Verdict Letter, and Final Result.
- Click Add Comment at the bottom of the page to add a comment or add new attachments.
- View comments added by the Architectural Review Committee (ARC) by scrolling to the bottom of the page.
If a comment is added by the ARC for the homeowner to review, an email will be generated as a notification of the new comment. Click Read Now in the email to view the comment and respond if needed.

Login to TownSq via the TownSq app.
In TownSq, select the Architectural Review tool in one of the following ways:
- Click the Submit for ARC button on the homepage.
- or Open the tool from the Menu
  - The menu icon is in the bottom right corner of the screen.
  - Then, select Architectural Review from the navigation.
Next, either Click Submit Project or click the + sign. Note: Submit Project only displays if you have no previously submitted projects.
In the Project Name field type a title for the project.
From the Category dropdown menu, select the category that accurately describes the type of project. For a project that doesn’t have a specific category, select Other Exterior Modification or Addition. Once you select the category, click Done.
Answer all of the form questions including attaching the requested attachments.

Important: Be sure to carefully read and answer each question and attach all of the required materials. Applications that are missing information are considered incomplete. The Architectural Review Committee will request the missing information and if it is not provided within 30 days of the original submittal date, the incomplete application will be closed. The homeowner will need to resubmit the application, providing all required information to gain approval.
Once the form is complete, click Create to submit the project for review.
The page will return to the Architectural Review tool. Your projects will display on the page, including due dates, and vote response.
Select the project title to open the project details. On the project details page, do any of the following:
- At the top of the screen, view the progress bar for the project starting with Submission, Review, Voting, Verdict Letter, and Final Result.
- Scroll to the bottom of the page to view and add comments. Click Add Comment at the bottom of the page to add a comment or add new attachments.
If a comment is added by the ARC for the homeowner to review, an email will be generated as a notification of the new comment. Click Read Now in the email to view the comment and respond if needed.