Sprinkler by the driveway sprays the sidewalk
Maintenance · sent Oct 13 · Example Ridge. Latest from the office, Oct 15: A tech is scheduled for Friday morning.
- Received
- Scheduled
- Done
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Features
Violations, Requests, Votes, and Reservations, Handled
The parts of community life that make letters and meetings. A violation climbs a ladder you set and the letters write themselves. A request arrives on the right form and runs in one thread. A vote is weighted the way your documents say and counted once. A reservation checks its own rules. All of it dated, on the record, and visible to the owner in the portal.
Violations
Every open case on its ladder: the step it is on, the cure date, and what happens next if nothing changes.
OpenThe ladder pauses on an appeal or a hearing
CaseUnitCure byStage
#12 · Trash cans in view of the streetCC&R 7.3 · observed Oct 8 · notice of violation Oct 14Unit 9Oct 24Notice sent · replied
#11 · Unapproved fence colorCC&R 9.1 · observed Oct 1 · final notice Oct 16Unit 27Oct 20Final notice · fine next
#10 · Boat parked in the drivewayRules 4.2 · observed Sep 22 · hearing requestedUnit 41PausedHearing · Oct 28
#9 · Lawn not maintainedCC&R 7.1 · observed Sep 15 · courtesy notice Sep 16Unit 3Sep 30Resolved · Sep 27
#8 · Holiday lights past the deadlineRules 6.4 · observed Feb 2 · courtesy notice Feb 3Unit 12Feb 17Resolved · Feb 9
Violations on a Ladder You Set Once
Each violation type carries its rule, its cure period, its fine, and its letters: courtesy notice, notice of violation, final notice, notice of fine, hearing. The letters render from the case and go out by mail and the portal, the owner sees the photo and the letters as sent and can reply, and a reply or a resolved photo pauses the ladder for the office to look.
- Letters that write themselves from the case, mailed and in the portal
- Cure dates, fines, and hearings on the ladder, paused on an appeal
- The owner replies from the portal, with a photo
Violation #12
Trash cans in view · Unit 9
Courtesy notice
Sent Oct 10Email and portal
Notice of violation
Sent Oct 14Mailed and portal
Final notice
Oct 25 if unresolvedCertified mail
Notice of fine
Oct 30$50 under CC&R 7.3
Hearing
Board meetingIf the owner appeals
From the owner · portal · Oct 15
Sorry, we were away. The cans are back behind the fence as of today. Photo attached.
Each letter renders from the case, the owner sees the photo and the letters as sent, and a reply or a resolved photo pauses the ladder for the office to look.
Requests on the Right Form, in One Thread
An owner says what they need and gets the form the community set up for it: an architectural application with its questions and approvers, a repair with a photo, a billing question, a parking permit. Each request runs in one thread from both sides, with a tracker that says whose move it is, and the approvers sign off in order.
- Thirteen standard forms, plus the ones you build
- Approvers and conditions per form, in order
- One thread per request, the office's reply and the owner's, with photos
Replace the front door
Architectural · sent Oct 7 · Example Ridge. Latest from the office, Oct 9: The committee reviews it at the Oct 21 meeting.
- Received
- In review
- Decision
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Recently closedSee All
Parking permit for a second carAccess and parking · approved Sep 30Approved
Votes Weighted Your Way, Counted Once
A vote is weighted by allocated interest or one per unit, the way your documents require. Owners vote in the portal from a one-time link, by a paper ballot with its own code, or by proxy, and every ballot counts once. The tally runs as ballots land, quorum is tracked against the number you set, and the ballots stay sealed until the vote closes.
- Weighted by allocated interest or one per unit
- Portal, paper, and proxy ballots in one count
- Sealed until close, a receipt for every ballot, quorum tracked
Voting
2027 board election · two seats
Voted
129 of 212
Weight cast
62.4%
Quorum 50%
Met
Maria Chen44%
Tom Alvarez38%
Priya Natarajan18%
Oct 26 · closed · sealed ballots opened
Reservations That Check Their Own Rules
Set each amenity's hours, days, longest booking, how far ahead, caps per unit, capacity, fee, and deposit once. Owners reserve from the portal and see what is taken, the request is checked against every rule before it reaches the office, the fee and deposit land on the owner's account, and the booking shows on the calendar the owners see.
- Rules set once per amenity, checked on every request
- Fee and refundable deposit on the owner's account
- One calendar for meetings, deadlines, reservations, and work
Amenities
Clubhouse · Wednesday, Oct 22
12 PMOpen
2 PMChen
4 PMChen
6 PMAlvarez
8 PMOpen
Requested from the portalChen · Unit 12 · 2 to 6 PM · birthday party
Within the rules4 hour limit · 14 days ahead · 1 active per unit · capacity 40
Fee and deposit on the account$75.00 fee · $200.00 deposit, returned after
On the calendarOwners see the clubhouse as taken
Hours, days, longest booking, how far ahead, caps per unit, capacity, and whether the office approves: set once per amenity. Owners reserve from the portal and see what is taken.
Frequently Asked Questions
Can we use our own violation letters?
The ladder, the cure periods, the fines, and the wording are set per violation type, per community. Statutory steps for your state stay in.
Do owners see violations in the portal?
Yes, their own: the photo, the deadline, the letters as sent, and a reply box. They never see another owner's notice.
How do paper ballots work?
Each paper ballot carries a code. The office enters it, and it counts once alongside the portal votes.
Does the calendar reach owners?
Events show on the owner's Home and Calendar pages, and a meeting notice can go out as an announcement by email, text, and letter.
Can owners reserve the clubhouse themselves?
Yes, from the portal, against the rules you set for each amenity. A reservation that needs the office waits for approval; one that fits the rules can book on its own. The fee and deposit post to the owner's account, and the deposit comes back after.
More of the Platform
Order Portal
A branded order page; documents drafted from the record, paid by the requester.
Homeowner Portal
Dues, autopay, documents, notices, requests, and votes, from one sign-in.
Payments
Dues, autopay, receipts, statements, and fees that follow the law.
Communications
Email, texts, calls, and letters from one inbox, kept on the record.
Document Management
Every file read, filed, searchable, and shown to the right people.
People and Property
Units, owners, board seats, tags, and the details every document uses.
Accounting
Fund accounting, budgets, bank feeds, payables, and owner statements.
Self-Managed HOAs
Everything a volunteer board needs, for a dollar a home a month.
Management Companies
Portfolios, company defaults, one inbox, your brand on every touch.
Condo Associations
Allocated interests, reserves, co-owners, and lender questionnaires done right.
Resale Certificates
The document itself, state by state, with every fee cap and deadline.
Keep Reading
Guides
- HOA Voting Rules, ExplainedWho gets a vote, how much it counts, how many owners have to show up, and what a proxy actually does.
- The HOA Violation Process, Step by StepA violation that ends in a fine the owner pays went through the same steps every time: a dated record, a notice that cites the rule, a chance to fix it, a hearing, and a fine the schedule already set.
- How to Run an HOA MeetingA board meeting that ends on time and an annual meeting that makes quorum are mostly the same discipline: a notice sent on the right day, an agenda that puts decisions first, and minutes written before anyone leaves.
Templates
- HOA Violation Notice TemplateA free HOA violation letter template: the rule cited, what was observed and when, the photo, the cure date, what happens next, and how the owner can respond or request a hearing.
- HOA Election Ballot TemplateA free HOA ballot template for director elections and owner votes: candidates with write-ins, yes or no measures, instructions, and the two-envelope method for a secret ballot.
- HOA Proxy Form TemplateA free HOA proxy form template: the owner, the home, the proxy holder, the meeting, directed instructions on each item, the expiration, and the signature.
- HOA Petition TemplateA free HOA petition template owners can use to call a special meeting, recall a director, or propose an amendment: the request, its basis in the bylaws, and a signature table.
Terms to Know
- Violation noticeThe letter telling an owner that something about their home breaks a rule, what to fix, and by when.
- FineA monetary penalty the association charges an owner for breaking a rule, after the notice and hearing the governing documents and state law require.
- Architectural review committeeThe committee that reviews an owner's request to change the outside of a home: paint, fences, additions, solar panels, landscaping.
- Proxy voteA written authorization letting another person vote for an owner at a meeting.
- QuorumThe minimum number of owners, or share of the votes, that must be present or represented for a meeting to act.
- Amenity feeA charge for using a community facility beyond what regular assessments cover: a clubhouse rental, a pool key, a reserved parking space.
Laws and Documents
- HOA laws by stateEvery state's association statutes and resale rules on one map.
- HOA letter templatesFree notices, ballots, and letters a board can copy and send.
Run the next board cycle from one place.
HOA management software with a homeowner portal owners actually use. Resale documents are included; the requester pays for each one.