Community management is evolving, and the tools associations rely on need to evolve right alongside it. Improving is not simply a goal at Vinteum, but a constant commitment. We are always looking to make our product, Neigbrs, a better experience for our clients. That is why our team is continuously refining the platform, based on real customer feedback and their day-to-day challenges and needs.
Every update, feature release, or improvement is guided by one simple purpose: facilitate every aspect of community life for Board Members, Property Managers and Residents.
We know that managing an HOA or condo association is not a small responsibility. Between maintenance coordination, elections, communication, and daily tasks, it is easy to feel overwhelmed. Industry organizations like the Community Associations Institute highlight how technology is reshaping modern HOA management and governance.
The right technology does not replace leadership; it amplifies it. In this article, we’ll walk through 3 key features we released in 2025, along with many important improvements made across the Neigbrs platform. We’ll also answer common questions and show how these updates will make operations smoother and communication much easier.
What We Will Cover Today
Board Elections Feature: Voting Made Simple and Secure
Board elections are one of the most important governance moments in any community. They determine who will represent residents and guide the association’s future. When elections are poorly organized or unclear, they can quickly lead to costly legal mistakes and disputes.
The Risks of Traditional Voting
Many boards still struggle with outdated paper-based systems and manual processes that are hard to track or audit. You’ve likely run into these common pitfalls:
- Lack of Transparency: When residents don’t understand how votes are counted, trust erodes, and they feel disconnected from the process.
- Low Participation: It is notoriously difficult to get people to mail back physical ballots or show up in person, often leading to a low voter turnout and failure to reach a quorum.
- Legal Vulnerability: States like Florida have tightened HOA governance rules (specifically, Florida Statute 720.317). If your process doesn’t meet these specific digital standards, you could face lawsuits.
What Is the Board Elections Feature?
Board Elections is a secure, digital voting tool designed to streamline the entire election cycle from notice to final audit. It allows communities to move away from messy spreadsheets and paper piles toward a centralized, legally compliant platform.
This feature supports different voting formats and helps ensure that elections are accessible, organized, and easy to follow for everyone involved. Simplifying the entire process while keeping transparency and fairness front and center.
How It Works
The system is built to be intuitive, mirroring the familiar design of our existing survey tools. With Neigbrs, Administrators can:
- Set up elections digitally: Choose between Open Vote (for maximum accountability) or Anonymous Vote (to protect voters’ privacy using random security tokens), and define voting periods clearly
- Customize Ballots: Create single-choice, multiple-choice, or open-ended questions tailored to your community’s bylaws.
- Automate Notifications: The system sends out reminders so you don’t have to chase residents for their votes.
- Audit with Ease: Once the window closes, you can generate a full audit report to verify the integrity of every vote and keep the election records organized in one place.
This format was chosen to reduce confusion for both board members and residents, while increasing voter participation.
How It Benefits Your Community
By using Neigbrs Board Elections Feature, you ensure fairness and integrity. Only one vote per unit is allowed, and the system automatically authenticates users, reducing the risk of fraud. It saves the board hours of manual counting and provides digital long-term record-keeping for compliance purposes.
Through this method, residents will feel more confident about participating, and the election process will be smoother, more inclusive, and far less stressful — which sets a positive tone for leadership moving forward.
Maintenance Management Feature: Master Community Upkeep
Maintenance is a recurrent and often exhausting responsibility of any HOA or condo association. Whether it’s a leaky pool pump or a cracked sidewalk, the upkeep of your association requires constant attention. Without a clear system, even small maintenance problems can spiral into bigger complaints.
Common Maintenance Hurdles
Without clear organization, communities often deal with many hurdles when it comes to maintenance:
- The “Inbox Black Hole”: Requests come in via text, email, and “hallway chats,” making it impossible to track what actually needs to be done.
- Reactive Chaos: Waiting for something to break before fixing it often leads to emergency repair premiums and, therefore, increased dues.
- Miscommunication Spirals: Residents are unaware of what is happening or when, which disrupts their routine and leaves them frustrated with the board.
What Is the Maintenance Management Feature?
Maintenance Management is a tool that centralizes all maintenance activities into one structured, easy-to-use space. Boards can oversee requests, updates, and progress from a single dashboard, rather than juggling emails and texts from residents.
This feature is a calendar-driven dashboard that was designed to reduce internal board guesswork and improve visibility in a more organized way.
How It Works
Think of this as the association’s digital command center. With Neigbrs, management can have:
- Visual Calendar: View tasks by month or year, with color-coded statuses (Blue for Scheduled, Orange for In Progress, Red for Canceled).
- Detailed Task Forms: When creating a task, you can add categories (Preventive, Corrective, Predictive), attach vendor quotes, and even upload photos of the issue.
- Cost Tracking: Log partial or full payments in real-time to maintain financial transparency.
- Priority Coding: Mark tasks as Low, Medium, or High so the team knows exactly what needs attention first.
- Organization: Store related documents and images, maintaining a clear record of past issues and resolutions.
This structure helps prevent tasks from slipping through the cracks while keeping everyone informed and aligned.
How It Benefits Your Community
By adopting Neigbrs Maintenance Management, you take a proactive approach that extends the lifespan of your assets and stabilizes your budget. It’s a win-win-win, because with a clear maintenance system in place, boards gain better oversight and organization, resident complaints go down, and property values stay high.
It also ensures that, even if board members change, the community’s operational history is preserved in a single secure location. Maintenance shifts from reactive chaos to organized, visible action, improving trust and satisfaction across the community.
Curious to see it in action? Schedule a free demo with our team today and see how easy everything can be!
Task Management Feature: Streamline Your Work
A wise person once said, “Divide and Conquer,” and that is exactly what the Task Management feature is all about. Community management involves dozens of small tasks that keep everything running smoothly. Dividing these day-to-day activities is essential to ensure no one feels overwhelmed.
The Trouble with Disorganization
Without clear task delegation, communities often encounter many challenges:
- Duplicate Efforts: Two people unknowingly working on the same thing.
- Missed Deadlines: Important tasks “slipping through the cracks” because no one was officially responsible.
- Communication Breakdowns: Volunteers feel overwhelmed by unclear accountability and last-minute scrambling.
What Is the Task Management Feature?
Task Management is a tool that helps boards break down responsibilities into clear, manageable actions. It gives visibility into what needs to be done, who is responsible, and where things stand.
This feature allows you to create individual tasks and sub-tasks for Board Members, Staff, and Property Managers, making a clear “to-do” list that everyone can see and follow.
How It Works
This tool was designed to turn a “someone should handle this” into “this is being handled.” Through Neigbrs, boards can have:
- Flexible Viewing Options: Choose between a List view for a quick overview or a Column view where you can physically slide tasks from “To Do” to “Concluded”. You can also choose to see the tasks assigned in a specific month and year. As well as add filters, such as Status and Assignees.
- Assignment & Ownership: Set clear due dates and assign tasks to specific members to avoid duplicate efforts.
- Attachments & Comments: Keep all relevant PDFs or images directly in the task, so the assigned person has everything they need to succeed.
- Priority and Progress Tracking: Choose a priority level (Low, Medium, or High) and determine the specific status for the task and its individual sub-tasks (To Do, In Progress, In Review, On Hold, Concluded).
- Update Notifications: The system sends email notifications when an administrator updates a task status, keeping everyone in the loop without the need for endless “status check” emails.
How It Benefits Your Community
By using the Neigbrs Task Management Feature, administrators promote stronger collaboration across management, leading to more consistent and efficient operations. This tool reduces mental load by providing a structured environment with clear responsibilities. When everyone knows their role, the community runs like a well-oiled machine and leadership feels more sustainable.
Improvements Made To Neigbrs in 2025
New features are exciting, but ongoing improvements are what make a platform truly reliable. In 2025, Vinteum also focused heavily on refining existing tools and guaranteeing that everything else on the platform is working to its full potential. Here’s a quick look at the “glow-ups” we gave to Neigbrs this year:
Finance & QuickBooks
- QuickBooks Reports: We’ve added an Invoices Summary (with visual charts) and a Balance Sheet view so you can track assets and overdue payments at a glance.
- Mobile Access: Administrators can now view QuickBooks data directly from the Neigbrs mobile app.
Communication Hub
- Mobile Management: Administrators can now manage users and community features directly from their phones, and residents can edit their own directory privacy settings to choose which personal data is displayed.
- Contact Group: You can now create, edit, and delete contact groups through the Neigbrs mobile app.
- Text Messages: You can now filter messages by specific Contact Groups, making it easier to send targeted updates.
- Emails: An identification tag was added to the email subject line so that you can differentiate between Chat and Talk To messages.
- Smart Calls: You can now create Smart Calls via the mobile app for even faster community outreach.
- Notices: The option to create a notice as a draft was added.
- Chat: A recipient list was added for chats sent to individually selected groups of people (for residents).
Voting and Surveys
- Board Elections Feature: A listing of Voting Units and Non-Voting Units was implemented, making it easier to track votes through the system, without compromising the confidentiality of anonymous voting.
- Voting / Survey: The Board-Reviewed Vote option was added to the Voting/Survey form, allowing Administrator users to track in real time which units have voted, how they voted, and which units have not yet voted.
Daily Operations
- Service Requests: A new operator search function was implemented when creating a subject. In other new additions, we now have a “Closed” status and a Day Count feature that shows exactly how long a request has been open, ensuring better vendor accountability.
- Amenities: You can now mirror your amenity reservations (like the tennis court or clubhouse) directly onto the public or private Events Calendar.
- Documents: When accessing a document through notification emails, you are now redirected directly to the document or folder.
- Maintenance Management: The option to create recurring maintenance events was implemented, eliminating the need to manually create individual events for regularly performed tasks.
How These Improvements Help Communities
While each update may seem small on its own, together they create a noticeably better user experience. Together, these improvements help boards spend less time hunting for information and keep residents informed and engaged through streamlined communication.
Frequently Asked Questions (FAQ)
1. Are these features difficult for residents to use?
No. Neigbrs is designed with accessibility in mind. Residents do not need to be tech-savvy to participate in elections, submit requests, or stay informed.
2. Do these features replace professional management?
No. Neigbrs supports boards and managers — it does not replace them. The platform handles logistics so that leadership can focus on decision-making.
3. Can smaller communities benefit from these tools?
Absolutely. Many smaller associations benefit most because structure and clarity have a greater impact when resources are limited.
4. How do these updates improve transparency?
By centralizing information, tracking actions, and keeping communication visible, Neigbrs naturally promotes accountability and trust within the community.
5. Is Neigbrs constantly changing?
Yes. Improvements are rolled out thoughtfully, with the goal of long-term stability and usability for all users.
Wrapping Up
The 2025 updates to Neigbrs by Vinteum reflect our purpose as a company: facilitate every aspect of community life. From elections and maintenance to daily tasks and platform improvements, every update was designed to reduce stress, improve clarity, and strengthen community bonds.
If your board or management team is looking for tools that evolve with your needs, look no further than Neigbrs. We are here to support you every step of the way, so let’s build a stronger, more connected community together.
Ready to see what’s new? Schedule a free Neigbrs demo and explore how these features can support your community in the year ahead.
