Features
Drop in the Pile. Get Back a Library Owners Can Use.
Upload the transition box as it is: scans, photos, Word files, spreadsheets, meeting recordings, zips. Havn reads each one, names it the way the office would, files it by folder and year, keeps versions, and transcribes the recordings. Search finds the sentence inside the file, folder access decides who sees what, and every resale order pulls its exhibits from the same shelf.
All Documents
Every file read on arrival, named the way the office names things, and filed by folder and year.
Filed this week
Minutes & Resolutions · 2026
Needs a look
Read, Named, and Filed on Arrival
A photo of the insurance certificate, a Word draft of the minutes, the recording of the meeting, a scan nobody labeled: each one is read on the way in, given the name the office would have given it, and filed by folder and year. Anything that is not a PDF gets a PDF shadow with the original kept, recordings are transcribed, and a replaced document keeps its history as a version. A file Havn is not sure about waits for a person instead of guessing.
- PDF, Word, Excel, images, recordings, video, and zips, dropped as they are
- Named and dated the way the office names things, with the original kept
- Sure files file themselves; the rest wait for a person
Intake
4 files dropped in · 3 filed, 1 waiting
Search the Sentence, Not Just the File
Every page is read and every recording is transcribed, so a search for one word finds the line in the reserve study, the motion in the minutes, the moment in the meeting recording, and the row in the budget spreadsheet, and opens each one on its page or its minute. The transition box becomes something you can ask a question of.
- Names first, then inside every page and every transcript
- Each match opens on the page or the minute it came from
- Recordings and videos searchable by what was said
Search
Every page is read on the way in and every recording is transcribed, so a search finds the sentence, not just the file, and opens there.
Folder Access the Office and the Board Control
Each folder has a level: the office, the board, the architectural committee, owners, or renters. Set it once for the whole company and override it per community. Records owners are entitled to inspect never go narrower than owners, legal files stay with the office, and a unit's own deed, approvals, and letters show to that owner alone. The portal and the board's sign-in read the same rules.
- Five levels per folder, company default, community override
- Statutory floors so owner records stay open, locks so legal files stay closed
- A unit's own records shown to that owner alone
Folder access
The dots fill office, board, ARC, owners, renters: a folder open to owners is open to the board and the office too. Set once for the company, overridden per community. Records the law lets owners inspect never go narrower than owners, and a unit's own records show to that owner alone.
The Same Library Fills Every Document
The budget, the insurance certificate, the reserve study, and the minutes are the exhibits a resale certificate or a lender questionnaire asks for. Because they are filed, each order attaches the current ones on its own and every answer cites the file and the page it came from. Owners find the same documents in their portal, and the whole library exports in your own folders at any time.
- Exhibits attach themselves to document orders, current ones first
- Every answer cites its source file and page
- Owners find the same documents in the portal; the library exports in full
Attached to the order
R-4182 · Resale Certificate
An answer and its source
Reserve balance · $412,880.00
From the balance sheet as of Sep 30, 2026 · Financials · page 1
Because the library is filed, the order knows which budget is current, which certificate is in force, and which minutes fall in the last year. Owners find the same files in their portal.
Frequently Asked Questions
What file types can we upload?
PDF, Word, Excel, PowerPoint, images, video, audio, and zip files. Everything that is not a PDF gets a PDF shadow on the way in with the original kept, and recordings are transcribed so they can be searched.
What happens when Havn is not sure where a file goes?
It waits. A file Havn can name and file with confidence files itself; one it is less sure about sits in Needs a Look with its best guess, and a person confirms or corrects it in one click.
Who decides what owners can see?
The office sets a level per folder, for the whole company or per community. Records owners are entitled to inspect by law cannot be narrowed below owners.
Can we export everything?
Yes. The library exports in full, in your own folder structure, at any time.
Do owners see documents about their own home?
Yes, and only their own: the deed, architectural approvals, letters addressed to them, and resale certificates for their unit.
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.
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 Board Member Duties, by RoleEvery director owes the association the same two duties.
- 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 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 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
- Governing documentsThe set of documents that govern a community, in rank order: state law, the recorded declaration or CC&Rs, the articles of incorporation, the bylaws, and the board's rules.
- CC&RsThe recorded declaration that creates the association and binds every home in it: what owners may do with their property, what they owe, and how the community is governed.
- BylawsThe association's operating rules as a corporation: how the board is elected, how meetings are called, what counts as a quorum, and who may do what.
- Rules and regulationsDay-to-day rules the board adopts under the authority of the declaration: pool hours, parking, trash cans, holiday lights.
- Reserve studyA report that inventories the community's major components, estimates when each will need replacing and what it will cost, and recommends how much to set aside each year.
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.
Upload the transition box and see it filed.
HOA management software with a homeowner portal owners actually use. Resale documents are included; the requester pays for each one.