The Requests pages give leaders one place to see every request filed across the community. You can search and filter them, close them out, edit details, manage who is following each one, discuss a request privately with other leaders, and talk with residents through comments and files.
This article covers day-to-day handling. To have a committee vote on requests, require documents, allow appeals, or set deadlines, see "Architectural Review & Committee Voting". To collect requests through your own form, see "Collecting Requests Through a Form".
Seeing every request in the community requires the View Community Requests permission. Without it, members see only their own requests and the ones they have been added to the watchlist for, and that list is filtered on the server, not just hidden. Creating, editing, completing, and deleting requests each require their own permission. Some options may be unavailable or appear differently depending on your level of account access.
Log in to Communitrak at https://app.communitrak.com.
In the main navigation menu, expand Requests and click a request type: General, Maintenance, or Architectural.
The page title follows the type you picked, for example Maintenance Requests. A badge on the Requests menu item shows how many requests are pending, with a count on each type, and a dot marks requests with activity you haven't seen.
Tabs across the top filter requests by status, each with a count.
Pending: Open requests awaiting action.
Completed: Requests that have been resolved.
Approved: Requests that were approved, with or without conditions. Shown on architectural requests, and on any type a committee decides.
Denied: Requests that were turned down. Shown alongside Approved.
Withdrawn: Requests the applicant withdrew before a decision.
Deleted: Requests that have been removed.
Use the search bar to find requests by title, description, ID, the requester's name, or the address or household. Click the filter icon to open the filter panel, which shows a badge with the number of filters you have active:
Category (called Project on architectural requests): Filter by one of your community's categories or project types, or by Uncategorized. Appears only when your community has set up a list for that type.
Past Due: Show only pending requests whose requested completion date has gone by. On a request that date is the one the applicant asked for, not one the association committed to, so read it as a follow-up queue.
Watching: Show only requests you are on the watchlist for.
New activity: Show only requests with updates you haven't seen yet.
Target: Filter by All Targets, Property, or Amenity.
Use the Sort by dropdown to order results by Newest First, Oldest First, Title (A-Z), or Title (Z-A). Use Clear Filters to reset the panel. Long lists are paginated, and you can show 12, 24, or 48 requests per page.
Each request appears as a card showing the ticket ID, title, a preview of the description, the address or impact area, key dates, the creator, a status badge, its category or project if it has one, and Watching if you follow it. Requests with something you haven't seen carry a blue New activity tag. The card border reflects the status: yellow for pending, green for completed or approved, red for denied or for a pending request that is past due, and gray for withdrawn or deleted. Click any card to open it.
Click New Request in the top-right corner. This requires the Create Request permission. For details on filling out the form, see "Submitting and Tracking Requests".
Filing on a resident's behalf, against a household you are not part of, adds a Who is this for? field. Name the resident who asked, or leave it as the household. It matters more than it looks on an architectural request: the applicant is who an appeal is filed for, and who the record names years later.
If your community requires an application form for this type, New Request opens that form for everyone. Leaders with the Manage Request Review permission get a small menu beside it: File for myself goes to the form, and File for a member opens the standard form so you can enter an application that arrived by phone or on paper.
Open a request by clicking its card. The action buttons sit at the bottom of the main content area. Each one asks you to confirm before it is applied.
Complete: Mark the request as resolved. Requires the Complete Request permission.
Edit: Update the title, impact area, category, description, and requested completion date. Only available while the request is pending. Requires the Edit Request permission, though the person who filed a request can always edit it.
Delete: Remove the request. Only available while the request is pending. Requires the Delete Request permission. A deleted request can be reopened later.
Withdraw: Close the request without a decision. Applicants use this themselves, and leaders with the Manage Request Review permission can use it to record a withdrawal that arrived by phone or in person.
Reopen: Return a completed, withdrawn, or deleted request to pending. Requires the View Community Requests permission.
Architectural requests replace the Complete button with two separate actions:
Approve: Approve the architectural request. Requires the View Community Requests permission.
Reject: Turn the request down. It then shows as Denied. Requires the View Community Requests permission.
Edit, Delete, Withdraw, and Reopen work the same way as for other request types. You can't approve, reject, or reopen a request filed by your own household.
Below the public comments, leaders see an Internal Discussion card outlined in amber. Nothing posted here is ever shown to the resident who submitted the request or to the household it is about.
Use it to coordinate with other leaders, for example agreeing on a position before replying publicly.
It has a Discussion tab for notes and a Files tab for documents only leaders should see. An internal file can later be published to the request's shared files if you decide the resident should have it.
To take part, you need the Manage Request Internal Comments permission and you must be on the request's watchlist. If you have the permission but aren't following the request, click Join on the watchlist to unlock the thread.
Click Only visible to N internal members in the card header to see exactly who can read the thread, listed by name and role.
The Watchlist section shows everyone who can view the request and gets notified about updates such as comments, file uploads, and status changes. Everyone on the request can see it, including residents, though changing it is limited to leaders.
When a request targets a household, the household members are added automatically and labeled Applicant household.
The person who submitted it is labeled Applicant when the request is their own, or Filed the request when they submitted it on someone else's behalf. Everyone else is a Collaborator.
Click Join to follow the request yourself, or Leave to stop. Joining requires the Join Request Watchlist permission.
Click Add to search the member directory and add one or more members at once. This requires the Manage Request Watchlist permission along with View Community Requests.
Click the X beside a collaborator to remove them. The creator and the applicant household can't leave or be removed.
Comments are visible to everyone on the watchlist, and everyone on it can post. Each comment shows the author, avatar, and timestamp. You can delete your own comments at any time. Leaders with the Manage Request Comments permission (along with View Community Requests) can delete anyone's.
Everyone on the watchlist can upload files, up to 10 MB each. Supported types include PDF, Word, Excel, PowerPoint, text, CSV, and common image formats. Images show a thumbnail, and each entry shows the file name, size, upload date, and uploader. You can delete your own files at any time. Leaders with the Manage Request Files permission (along with View Community Requests) can delete anyone's.
The Activity timeline is a chronological log of every change: opened, updated, completed, approved, denied, withdrawn, deleted, reopened, comments and files added or removed, and watchlist changes. Requests under committee review also log votes, revisions, and the published decision.
When a request has changed since you last opened it, a blue banner at the top summarizes what's new. Click Jump to it to go straight to the new comments or files, which are highlighted in blue.
If your community has AI features enabled, use Summarize above the comments to generate a short summary of a long request thread, and Regenerate to refresh it as the discussion grows.
The Requests module must be enabled in Preferences for the menu items to appear. Each request type (General, Maintenance, Architectural) can be enabled or disabled on its own.
Each request type has its own settings page behind the gear icon, available to leaders with the Manage Request Review permission. That is where you set up categories or project types, required documents, an application form, and committee review.
The Edit, Delete, and Complete buttons only appear while a request is pending.
There is no export or bulk action on the Requests list. Work through requests one at a time from their detail pages.
If your community's account is read-only because of a billing issue, the action buttons are disabled until the account is back in good standing.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
