HOA Management FAQ
How do I build a legally compliant website for my HOA?
Start by checking your state law. In Florida, the Condo Website Law (originally HB 1237, updated by HB 1021) sets clear requirements. As of January 1, 2025, associations with 100 or more parcels must maintain an official website. By January 1, 2026, that threshold drops to 25 or more units. Your site needs a public-facing page and a password-protected portal for verified residents. That portal must host governing documents, budgets, contracts, financial reports, meeting notices, board certifications, and (from July 2025) meeting minutes and video recordings from the past 12 months. Read the full breakdown in our Florida Condo Website Law guide. You can also use Neigbrs by Vinteum to build a legally compliant community website without starting from scratch.
Should my HOA use spreadsheets or a portal to manage maintenance requests?
A maintenance portal beats spreadsheets on every front. Spreadsheets require manual updates, get buried in email threads, and give residents zero visibility into their request status. A portal centralizes every request, tracks its progress in real time, and sends homeowners automatic updates at each step. Learn how to set this up in our HOA maintenance management guide. For communities with more than 20 homes, a service request system saves several hours each week and cuts missed requests close to zero.
Why do HOA residents ignore community announcements?
The root cause is almost always a channel mismatch. Boards tend to post through one channel while residents live across several platforms. Sending announcements through multiple channels simultaneously (email, SMS, and app push notifications) consistently raises open rates. Our post on HOA communication best practices covers exactly how to structure this. You can also explore our guide on top 5 ways to engage HOA residents for a broader strategy.
What tools do HOAs use to store documents and manage board portal access?
The root cause is almost always a channel mismatch. Boards tend to post through one channel while residents live across several platforms. Sending announcements through multiple channels simultaneously (email, SMS, and app push notifications) consistently raises open rates. Our post on HOA communication best practices covers exactly how to structure this. You can also explore our guide on top 5 ways to engage HOA residents for a broader strategy.
How can our HOA run secure electronic voting for board elections?
Review your state laws and governing documents first. In Florida, the board must pass a formal resolution before launching electronic voting under Florida Statute 720.317. Homeowners must opt in and can withdraw consent at any time. Read the full walkthrough in our electronic voting for board elections guide. You can also check the latest update on how Neigbrs simplified board elections for communities already using the platform.
What is the best software for self-managed condo associations to communicate with residents?
Self-managed condo boards need software that works without a property manager in the loop. The platform should handle mass messaging across email, SMS, and push notifications from a single dashboard. It should also include a resident directory, a community website, and a board notice board. See all features in our HOA self-management software overview. You can also explore specific tools on our self-managed communities page to match features to your community size.
How can our HOA automate amenity reservations and clubhouse bookings?
Use a dedicated HOA amenity reservation system. Residents log in, check real-time availability, and book a time slot from any device. The system sends automatic confirmation messages and reminders by email, SMS, or push notification, cutting no-shows significantly. Get the full breakdown in our HOA amenities reservation system guide. Board members can approve requests, set usage rules, block dates for maintenance, and pull usage reports. Book a free demo to see it live in your community.
