Condo Association Software can help you become more efficient at managing the day-to-day tasks of your community. However, choosing a solution that doesn’t have the tools to tackle your main challenges can waste your time and money.
Our list of top 8 condo association software tools includes options that meet all your condo association’s needs. It explains how each feature works and benefits to board members, residents, and community association managers.
1. Multi-channel communication
Sadly, poor communication is a significant concern in community associations.Our recent survey showed that 90% of board members felt that communication was an issue in their communities.
It’s often the root of bigger issues such as conflicts, lack of engagement, and violations. To avoid these problems, implementing effective communication in your condominium is essential.
How does it work?
Condo association software allows you to communicate with various stakeholders via different channels in one single platform. You can, for example, send notices, text messages, emails, and automated phone calls in a few clicks. Some solutions even have built-in social networks and virtual meeting capabilities. The condo board and residents can access these tools via the web, apps, or online portals.
Benefits
Communicating well takes time and energy. Condo software cuts down on the number of tools you need. You don’t need to waste time logging in and out of different platforms. By using various channels, you make sure that all residents are informed. Senior residents who are used to checking text messages will get the message. And, younger ones who may prefer to use an app will get the information too. This type of solution helps to improve the frequency and quality of your interactions.
2. Website builder
A condo association’s website is an excellent platform to share information with residents. It’s also a great place to showcase the community’s lifestyle to attract prospective buyers. However, some associations are afraid to create a website because they think it is a difficult and costly project. A specific tool can make this process both easy and affordable.
How does it work?
Some condo management software have a website builder integrated into their platform. Board members can usually choose between different condo website templates. They are ready-made websites that you can pick and customize to a certain extent.
Benefits
Creating a website from scratch with coding takes a lot of time and is very expensive. You don’t have this issue with condo website templates. Anyone in the condo board can easily set up, publish and update the site. Having an online presence is essential nowadays to thrive as a community. Some states even have legislation around it. That’s the case in Florida, where their Condo Website law requires condominiums with 150 units or more to have a website.
3. Inspection tool
A condo inspection is an essential maintenance practice in community associations. It helps you identify potential issues and prevent hazards.
This process usually involves several stakeholders. Using a digital tool for inspections can facilitate collaboration between different individuals.
How does it work?
It helps you capture property conditions, issue instant reports, and store important files. You can easily track inspections, tasks, and assignments. It’s a great collaborative tool that board members, condo property managers, and home inspectors can use.
Benefits?
Regular condo inspections are essential to ensure residents’ safety and identify maintenance issues. It is also a form of preventive maintenance, which in the long run, helps you to save money. Using technology can streamline the whole process making it more manageable.
Also, condominium structure inspections are often mandatory by state laws. This tool can help you keep track of them and be compliant.
4. Document storage
Board members deal with many files to manage their community. So poor record-keeping can create many issues in condos. A good process is essential for everyone living and working in the condo to access and retrieve documents easily.
How does it work?
Condo association software allows you to store your files online and create your personalized filing system. You can create folders and decide who can access them. Transitioning from paper to digital isn’t easy, but with the right solution, it becomes more manageable.
Benefits?
Storing your condo association documents online makes board transitions’ easier, improves transparency, and makes residents more informed. When files are easy to locate, everyone saves time, and no one gets frustrated. By doing so, you also avoid the risk of losing or damaging important documents.
5. Visitor management system
Condo buildings receive a lot of visitors daily. Residents, guests, staff, and service providers go in and out at different times. It can be challenging for the front desk to manage all these comings and goings.
It gets even more complex if your staff does it manually or with an outdated solution. A good automated system to monitor visitors is essential to ensure everyone’s safety.
How does it work?
A visitor management tool allows you to check new arrivals into the system and check them out when they leave. You can easily notify residents when someone is here to see them. All information such as the guest’s name, entry, and exit time is saved on the platform. You can download reports anytime to review who has been and at what time.
Residents can often create lists of pre-authorized guests to make the process faster.
Some solutions also allow you to register pets and cars.
Benefits
Having such a tool in your condo association software allows you to improve the security of your community. Residents feel safer in their apartments, knowing strangers won’t easily come into the building.
It is also a great way to avoid crowded receptions and lengthy registration processes which take up unnecessary time and effort.
6. Package Tracking
Online shopping has increased over the past years, meaning people receive more packages than ever. Condominiums need to implement efficient processes if they don’t want packages to get lost or misplaced. With an increasing number of parcel deliveries, your condo staff can get overwhelmed. Using an online system can tackle all of these challenges.
How does it work?
A package tracking system automates the process of receiving, notifying, and tracking deliveries. Your condo’s staff can log in information and automatically send alerts to residents by email, notifications, and text messages with just a few clicks.
Benefits
This system allows your condo’s personnel to manage all incoming parcels easily. By automating the whole process, everyone saves a lot of time. You also reduce the risk of lost, delayed or misplaced packages.
7. Amenity reservation system
If your condo has amenities, you should consider using an amenity reservation tool to give unit owners an optimal experience. This will help ensure that everyone has equal access to your association’s facilities. Tracking usage can also hold users to account for their common areas.
How does it work?
It allows residents to book facilities online. They can, for example, check the availability of the clubhouse and book it at their convenience. For the board, an amenity reservation system allows them to manage reservations and establish usage rules. All residents can access a calendar to see availabilities and receive confirmation or cancellation notifications .
Benefits
It increases unit owners’ satisfaction by ensuring all of them can enjoy their amenities. It also promotes responsible use and saves condo board members time. Lastly, great common areas increase property value and attract prospective buyers.
8. Financial management tool
The condo board is in charge of preparing the annual budget and ensuring the community’s financial health. Many associations use spreadsheets to do this job. However, tracking your income and expenses with spreadsheets can quickly get messy. It is a lot of work to enter information manually, and you risk making mistakes. Automating your financial processes is the best way to avoid errors and save time.
How does it work?
Condo association software usually comes with some financial features that allow you to:
- Send and track invoices
- Issue balance sheets and financial statements instantaneously
- Notify residents about payments
- Pay condo fees online
- Store budget documents online
Benefits
The main benefit is improving accuracy, which is the foundation of good accounting practice. The second benefit is avoiding special assessments, which would make residents happy. Another benefit is the time the board would save. You avoid mistakes and spend less time fixing issues by reducing manual inputs.
What else to look for in condo association software?
When acquiring condo association software, you must consider the customer support you will receive. Condo associations often go for the cheapest options in the market and end up with no help. Getting used to new software can be challenging. You need someone’s help to learn about all features and make the best use of them. Too often, communities give up on a solution after a short time because they don’t receive adequate support. Or because the onboarding process is too complex.
Before choosing your condo association software, ask about the kind of support you will receive and if it includes onboarding. Great solutions have dedicated managers you can reach by phone, chat, email, and virtual meetings. The best ones offer white-glove onboarding. Watch the short video below to learn more about it.
Wrapping up on condo association software
Condo association software is a complete platform that helps you manage your community more efficiently. However, you will be limited if it doesn’t include the right tools. Take the time to map your current problems as a board. Then, choose a robust and secure solution to meet your needs.
Picking the right software will save your community time and worry.
