The time where board members had to spend hours doing all their tasks manually is over. Thanks to technology, they can now focus on what really matters and delegate day-to-day operations to HOA software. The right software can save you time, money and improve communication. More than that, it helps you connect and engage with residents in a time where we most need it. Choosing the right software for your community can be an overwhelming process. If you don’t know where to start, then this article will help you understand better the benefits of HOA software and how to choose the one that fits your community’s needs.

1. What’s HOA Software and why is it essential to run communities

HOA Software is here to make boards’ lives easier. It’s basically an online platform that helps you manage daily tasks in one centralized place. Its main purpose is to make you save time. In fact, it allows you to stay in touch with residents anytime, anywhere through your mobile app or tablet.

Most software also helps you improve communication by centralizing different HOA communication tools into one portal. A few providers also offer the possibility to set up your own HOA websites without the need for technical knowledge. 

In general, residents have access to the portal too. That certainly fosters residents’ engagement and creates a sense of community.

One of the board’s main duties is to enforce governing documents and make sure rules are followed and complaints are dealt with. HOA software allows you to send information through different communication channels such as emails, text messages, notices, and more. This is a perfect way to remind your residents about by-laws but also to share important notices. 

HOA Software may also let you upload your governing documents on the portal where residents can log in and easily find them. This is a time-saver as you won’t have to worry about sending them to residents each time they ask for it. Some solutions also provide violation features. Those are features that allow you to add rule violations, track them, send reminders, and even fines. All in one place. 

Other than that, residents’ satisfaction is usually higher in HOAs that use software. It fosters trust and credibility among owners.

2. How to choose HOA Software that fits your community’s needs

Once you realize that HOA software is essential and that your community needs it, you need to start prospecting for one. Some board members start feeling overwhelmed at this stage and decide to give up. It’s not easy to pick a program when you’re not familiar with this technology. 

There are so many aspects to take into account such as the price/budget, the features, the implementation, and so on. Besides, the market is full of different providers and people may have a hard time deciding which one is best suited for them. 

Here’s why we’ve prepared this five steps procedure to help you go through this process.

1. The first step is to define your needs and priorities

When defining your needs, you should take into consideration some aspects of your HOA. For example, the number of units, the number of amenities, if your residents are seniors or young families, etc. This will help you choose and prioritize what features can’t be missing. Here below we’ve listed some functionalities or benefits that we believe are vital.

Improve communication

We consider this one to be a priority for all HOAs. Great communication is at the heart of a board member’s role. Being able to communicate through different channels and reach all residents with your message is crucial. In fact, fluid and efficient communication are key to avoid misunderstandings or conflicts. So make sure that the platform that you choose enables different ways to communicate with residents, board members, and property managers.

Automate routine tasks

HOA Software saves you time because it automates most of your manual and time-consuming tasks. As a board member, you’re probably using several forms, spreadsheets, and paper documents. Using a community portal allows you to reduce the number of tools you use since everything is centralized in one place. You can route maintenance requests or get notified instantly when there is an incident and route it to the correct administrator.

Create and manage a website

If you don’t have a community website yet then this feature is crucial for you. Nowadays, having an online presence is necessary to increase transparency and to build trust. A custom website built by developers comes with a high price and requires a lot of effort. Some HOA Software companies provide HOA website templates, which are ready-made website layouts that your community can use and customize.

Reserve amenities

If your HOA has amenities then having functionality that allows reservation and tracking are very helpful. Especially now that we are in a pandemic. Reopening amenities has become a headache for many board members. With software, you can easily control how many people use an amenity and identify which residents use it. This helps you comply with COVID recommendations.

Easily access residents information

If your residents’ information is on a spreadsheet or a written document, then you are wasting your valuable time. Having an online residents database enables you to instantly view and edit unit information. To reduce your workload, you can ask residents to enter their information themselves. This also allows you to track parking and pets’ information. You can also easily find residents’ emergency contacts. This can be useful during hurricane season. 

Benefit from customer support

You shouldn’t worry about switching from a manual process into a digital one because you don’t think you’re tech-savvy. Most companies invest heavily in excellent customer support. These professionals are willing to go the extra mile to make your company use their solution and have a great experience with it.

2. Define the budget you’re willing to invest to meet the needs listed above

After defining your needs and priorities, the board should establish how much you are willing to invest in a solution that would tackle all of the issues you encounter. Keep in mind that this will be an estimate since you’re not yet aware of the market prices.

3. Make a list of HOA software companies

Once you know more or less how much you can invest, then the time has come to look for HOA Software providers. The easiest way is to look on the internet. You can also ask for referrals from friends, colleagues, or even residents. Take the time to look at the providers’ websites, blogs to learn more about their solutions and their values as a company. 

Besides, if your HOA is run by a property management company, you can check with them to see if they have an existing HOA management system. If they do, the one they use may be the right fit for you. If not, you can maybe even suggest one to them.

4. Compare prices, features, and reviews

Once you’ve made a list of a few providers, the time has come to start the comparison. There are so many things that can be compared that you can easily get lost in the process. This is why we recommend you focus on 4 aspects:

• Price

Compare which solution is the most affordable and fits into your budget

• Features 

Map out which features are available and which are important for you

• Reviews

Check reviews online to see what clients say about these solutions.
SourceForge and Capterra are two sites where you can find HOA software reviews

• Customer success

Check which software provides customer support and compare the channels they use to communicate with clients. For example, some only provide help via phone while others use different channels such as chat, email, phone calls, and tutorial videos.

5. Select your two preferred options and start a free trial or request a demo

After finishing the comparison, you can now select your two preferred options and continue a more in-depth analysis. We recommend requesting a free demo to understand the platform better and to get a first feeling of the company. Having a demo allows you to ask as many questions as you want which is not possible with a free trial. If a demo is not available then you should go for the free trial.

After this last step, you’ll be easily able to choose which platform better suit your requirements.

To sum up

Managing an HOA without software is a difficult challenge. A challenge that is not worth it anymore. These days, many solutions exist to make processes straightforward at a very affordable price. HOA Software makes board member roles more enjoyable and at the same time guarantees residents satisfaction. You can now cut down on forms and paperwork and have everything stored in one place. Changing processes and going paperless may sound scary. Choosing the right software may be overwhelming but with our five-step process, it’s a no-brainer.

Is Vinteum Software the right match for your HOA?

Our award-winning HOA software provides all the tools you need to improve communication and manage your community efficiently. We have over 97% satisfaction among residents and community managers. Our platform is easy to use and has features that allow amenities reservation, website building, and even virtual meetings. You can request a free demo to learn more by clicking on the banner below.