Features
One Record for Every Home and Every Person
Import the roster once and it becomes the record everything else reads: the portal, the ledger, every letter, and every resale document. Each home carries its owners, co-owners, renters, account number, allocated interest, and legal record. Each person has one login across every home they own. Board seats carry terms, tags carry meaning, and six checks run every night so the record stays clean without anyone auditing it.
All Units
212 homes · 231 owners · 18 renters · one record each, with the account number every document and letter uses.
Import the Roster Once
The spreadsheet from the last system becomes units, owners, co-owners, renters, and account numbers in one pass. Havn maps the columns, joins co-owners onto their home, keeps a separate mailing address where there is one, flags shared addresses and duplicates before anything is written, and assigns an account number to each ownership that every document and letter uses from then on. Invites go out when you say so.
- Columns mapped, co-owners joined, duplicates flagged before import
- An account number per ownership, unique across Havn
- Release Invites once, by email, text, and a mailed letter with a code
Import units
212 homes · 231 owners · 18 renters
Every Home on One Record
A unit carries its owners and residents, the account and autopay, the legal record with the deed and the allocated interest, the renters, vehicles, pets, emergency contacts, and its own documents. When the home sells, the sale closes the old ownership on its date and opens the new one: the old owner keeps their history, the buyer gets a new account number and an invite, and the property tags carry over.
- Owners, residents, account, legal record, vehicles, pets, and documents on one page
- A sale handoff that keeps the history and starts the new owner clean
- Allocated interests that drive the votes and the resale documents
Unit record
Unit 3 · 8330 276th Pl NW
- Account
- ER-1000744
- Allocated interest
- 0.47%
- Owned since
- Mar 2021 · warranty deed
- Occupancy
- Owner occupied
- Mailing address
- Same as the home
- Parcel
- 31052300100300
On the home
When the home sells
The sale closes this ownership on its date and opens the next. Jane and John keep their history, the buyer gets a new account number and an invite, and the property tags carry over.
The portal, the ledger, every letter, and every resale document read this record. Change one detail in one place and all of them follow.
One Login per Person, Seats With Terms, Tags With Meaning
A person has one record and one login across every home they own, in any community Havn runs, with their consent for texts and calls, their conversations, and their requests on it. Board seats and committees carry terms and open seats, and show in the owner directory. Tags carry one of five tones that already mean something in Havn, never a free color, and filter every list.
- One person, one login, every home they own
- Board and committee seats with terms, open seats, and the directory
- Five tag tones: neutral, info, good, caution, problem
People
Board and committees
Tags, five tones
One record per person across every home they own. Seats carry terms and show in the owner directory. A tag carries a tone that means something, never a free color, and filters every list.
Kept Clean Every Night
Six checks run every night and tag the homes that need something: a missing email or phone, no mailing address, a bounced email, returned mail, a portal never opened. People, Data Quality turns them into a worklist with the fix beside each one, from resending a portal link to mailing the owners who have no email. Addresses are verified when they arrive and again when a piece of mail comes back.
- Six nightly checks, kept through edits, never set by hand
- A worklist with the fix inline: resend, mail, verify
- Addresses verified on arrival and after returned mail
Data quality
Refreshed last night
Portal opened
185
of 231 owners
Email delivered
98%
last 90 days
On autopay
148
of 212 homes
Six tags Havn keeps current every night, a worklist with the fix beside each one, and addresses verified when they arrive and again when mail comes back.
Frequently Asked Questions
How do we get our roster in?
Upload the spreadsheet from your last system. Havn maps the columns, flags shared addresses and duplicates, and assigns account numbers.
Can an owner own more than one home?
Yes. One person, one login, every home they own, in one portal, including homes in different communities.
What happens when a home sells?
The sale closes the old ownership on its date and opens the new one. The old owner keeps their history; the new owner gets their own account and invite.
Where do custom fields go?
On units, people, and vendors, company-wide or per community, and owners can see the ones you mark for them in their portal.
What are the tags for?
Finding and filtering. Havn keeps six data-quality tags current on its own every night. Yours mark whatever the office needs to find later, each with a tone that means something: neutral, info, good, caution, or problem.
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.
Community
Violations, owner requests, voting, reservations, and the calendar.
Document Management
Every file read, filed, searchable, and shown to the right people.
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 Board Member Duties, by RoleEvery director owes the association the same two duties.
- How to Change HOA Management CompaniesSwitching managers is a records transfer disguised as a contract change.
Templates
- HOA Meeting Minutes TemplateA free HOA board meeting minutes template: who attended, whether quorum was met, each motion with who moved it and the vote, and what was decided.
- HOA Welcome Letter TemplateA free HOA welcome letter template for new owners: who runs the community, how dues work and how to pay, the rules that matter most, and how to reach the board or the office.
Terms to Know
- Board of directorsThe owners elected to run the association: adopt the budget, levy assessments, maintain the common areas, enforce the rules, and hire the manager.
- Condo questionnaireThe form a buyer's lender sends the association to decide whether the condominium qualifies for a conventional loan: ownership mix, delinquencies, reserves, insurance, litigation, and more.
- Capital contributionA one-time payment a buyer makes to the association at closing, where the declaration provides for it, often equal to a few months of assessments.
- Rental capA limit in the governing documents on how many homes in a community may be rented at once, or for how short a term.
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.
Import your roster and see the record fill.
HOA management software with a homeowner portal owners actually use. Resale documents are included; the requester pays for each one.