In the world of community associations, condo management software is one of the most important solutions that have emerged over the last few years. 

Managing a condominium is full of repetitive tasks that can consume your whole day. That is especially exhausting for volunteer board members who can end up being overwhelmed and disengaged.  

Without software, poor management is all too common. For that reason, many condos are now using a platform that automates tedious tasks and improves communication. By making that small change,  boards can massively boost residents’ satisfaction and retention. 

Whether you’re looking for a solution to improve your condo or you have never heard of condo management software, you’re in the right place. This step-by-step guide covers everything you need to know.

1. Understand what software for condominiums can do for communities 

What is Condo Management Software?

Condo management software is a digital platform designed for condominium associations. It streamlines and automates the day-to-day responsibilities of condo managers and board members. Using condo software helps save time. It also improves communication within the community which contributes to residents’ satisfaction and retention.

How does a management system for condos work?

A management system for condos is an online, cloud-based portal. This means you don’t need to install anything onto your devices, you can access the portal with a web link and log in anytime, anywhere. In other words, it provides a complete solution full of different features and tools all in one place.

Does my condo need software?

If you regularly do any of these things, then you should seriously consider getting condo management software:

• You’re posting important information on your noticeboard
• You use email to communicate with owners
• You have a text chain to talk to owners
• Community members have a social media group to talk about the condo
• Amenity reservations & maintenance requests are done with pen and paper
• Documents are stored in boxes
• Owners have to reach out to review the governing documents
• You struggle to reach quorum at meetings
• The board struggles with finances & violations

2. Discover stunning features that condominium software can offer

In this section, we look at key benefits that software should provide you with. Any condo, small or large, needs to have these essential tools to satisfy residents and make the board’s role easier.

Easily create and manage condo websites

A condo website allows your community to have an online presence and boosts its credibility and increases trust. It’s the perfect place to share information with residents but it’s also the ideal tool to attract prospective unit owners.

Improve your community’s communication

Condo communication tools are features within the system that allows boards and residents to share information through different channels. Poor communication is the most common issue condo associations face. That’s why having tools that facilitate it is essential. In fact, according to our report, 86.7% of condos and HOAs across North America agree that communication is an issue.

Some providers offer to send information via text messages, chat messages, email, and a message board, all centralized in one platform. Others even offer the possibility to run virtual meetings. Having the option to join board meetings online is a great way to boost quorum and encourage people to participate.

Automate the board’s daily tasks

Board members can end up wasting a lot of time using different tools and documents. Condo software enables you to reduce paperwork as many tasks can be automated. For example, you can track all packages that arrive in the condo, and send reminders to residents to pick them up from the mailroom. You can also manage maintenance requests simply by getting notifications and routing them to different stakeholders. 

Access and manage your condominium’s resident database

Using a spreadsheet to store residents’ information can get complicated. Firstly, it takes time to fill it in, and second, it is very hard to keep it well-updated. And if it is, someone has had to spend a lot of time keeping up with everyone moving in and out. 

With software, you can easily track units, owners, snowbird residents, renters, vehicles, and pets with just a few clicks. Even better, you can delegate this responsibility to residents and ask them to add and regularly update their information. This tool can be very helpful in case of a bad event and you urgently need to find a resident emergency contact.

Supervise amenities reservations and usage

This feature is an essential one for any condo even if it has only one amenity or two. Residents can book amenities on the go, and receive automatic emails and texts about their reservations. The board can manage and approve reservations with ease. This tool has helped our clients to reopen their key condo amenities during the pandemic. You can easily control how many people use an amenity and identify which residents use it.

Get support from a customer success team

Technology can be intimidating. The good news is that most condo software providers know that their audience may not be tech-savvy. This is why they make sure to offer easy-to-use platforms. Most importantly, they provide continuous client support. A customer success team is a part of the company that will help you with the onboarding process and helps you get the information in the system. Their role is to make sure to assist you with any issue or doubt you may encounter.

Use a condo app while on the go

A condo management app allows you to access the portal on your phone or tablet. It’s the perfect way to stay in touch with residents and manage requests anywhere you want. For some, using an app instead of a computer may be much more convenient.

An app also allows residents to keep up with their community wherever they are.

3. How to choose the best condo management software in 5 steps

Now, you may ask yourself, if using software is necessary, how easy is it to implement one and benefit from these benefits? Check out our five-step guide to find out!

1. Define your needs and priorities

The first and most important step is to write down what your current issues are and prioritize them. It will help you get a general idea of what you are exactly looking for in a solution. Once you are clear about your preferences, you can jump to the next step.

2. Define the budget you’re willing to invest

Whether you’re part of a small condo or a large one, your budget is important. It’s important to discuss with the rest of the board how much you could invest in software. There is a large price range in the market so make sure you settle on an approximate budget before you start doing demos.

3. Make a list of Condo Associations Software companies

Now, you can finally start looking for potential solution providers. Start by asking your network or other condos for recommendations. Another easy way is to search on the internet. Many websites provide comparative lists of condo software companies. While doing this, make sure to browse these providers’ websites and social media. These are great places to know more about the solution they offer.

4. Compare price, features, benefits, and reviews

When your list and budget are ready, you need to look at how much the software will cost. Some companies charge a lot and your condo may not be able to afford such an investment. Others offer free condo management software. You should be careful with free solutions as they come with a lot of hidden costs. You may not benefit from customer support, for example, which can be detrimental. You also need to compare features and benefits. 

Another way to find out if a solution is worth your time is to check what actual clients have to say. Sites such as Source Forge or Capterra allow you to check clients’ reviews very easily.

5. Select your favorites and start a free trial or demo 

Once you reviewed and compared several options, it’s time to select the two or three that stood out the most. Most software providers offer the possibility to live-test their solution by doing a free trial or a guided demo. We recommend requesting a free demo instead of a free trial. During a demo, you have the opportunity to ask all the questions you need. 

This last step will help you to be clear with your preferences and choose the proper software for your condo. 

4. Top 5 condo management software options

1 – Neigbrs by Vinteum

Neigbrs by Vinteum is a secure, easy-to-use HOA and condo management software that has been in the market for 10 years. It’s the only solution that focuses on communication, which is a difficulty in condo associations across the USA. The award-winning customer support is the cherry on top of the great features.

Features:

• Modern websites
• 5 communication channels: emails, texts, calls, social network, and push notifications
• Document storage
• Package notification
• Guest check-in
• Maintenance requests system
• Amenity reservations
• Manage residents’ and tenants’ information
• Cloud-based owner portal

Pricing:

Prices start from $35 per month, depending on which plan you choose, and the size of your condo association. The customer success team provides support through 3 channels and unlimited training sessions.

2 – AppFolio

AppFolio has been in the market since 2006 and was bought by MyCase in 2012. Their focus is on property management, and large community associations.

Features

• Rental applications
• Tenant screening
• Online owner portal
• Work order
• Accounting
• Manage staff

Pricing

AppFolio’s minimum monthly fee is $280, making it less affordable for smaller communities or management companies.

3 – Buildium

Buildium was founded in 2004 by 2 property managers. Like AppFolio they focus on property managers, but can be used by condominium associations. 

Features

• Work orders 
• Violation tracking
• Website
• Rental management
• Owner center

Pricing

Buildium’s prices start at $52 per month for their essentials plan and jump to over $160 for their next plan.

4 – Door Loop

Door Loop is a global company that focuses on empowering property managers, however, their product can easily be used as condo management software.

Features

• Document storage
• Compliance management
• Assign tasks
• Dues payment
• Architectural review

Pricing

Their lowest price is $49, however, they offer half price for the first 2 months, making it $24.50. For unlimited training,  the price increases to $99 after the first 2 months discount.

5 – Yardi

Yardi offers very wide solutions, for real estate as well as condominiums. They are a global company that has been in business since 1984 and offers many different products and services.

Features

• Vendor management
• Invoice processing
• Maintenance management
• Inspections
• Utility billing

Pricing

Yardi has a $200 monthly minimum price for its lowest tier plan, making it one of the more expensive solutions on the list.

Conclusion to Condo Management Software

Condo software management has changed for the better the way boards and management companies manage condominiums. It makes everything more efficient and community-oriented. With software to help, board members can focus on what matters most, making a difference in the community. 

If you volunteer in a small condo and wonder if it’s worth spending the money, the answer is yes. Software matters for all types and sizes of condos. If you’re intimidated by technology, believe it or not, you don’t need to be tech-savvy to use most condos software. The time has come for your community to start taking full advantage of this innovative solution. Our 5 top solutions can help you to choose what software would be best for your condo association. 

To learn more about how condo software management can fit into the reality of your community, book your free demo of Neigbrs by Vinteum today and find out how we can help you help your community!