Category: Communication

Do you enjoy answering the same questions from owners every day? Do you find that making regular trips to the bank helps you relax? Or, maybe you simply aren’t worried about reducing expenses, even though the cost of everything has gone up.

Okay, we know that cutting down on inefficiencies and expenses is a big priority for your HOA – which is exactly why you need a website.

Whether you are a resourceful self-managed community, or a property manager who makes client satisfaction a priority, we’ve got 6 compelling arguments supporting the need for an HOA website in 2025.

Table of contents

1. Owners want this

2. Owners have a right to see HOA documents

3. Communities can cut costs associated with print and mailing fees

4. Cleaner operations for management or the board

5. Reduced workload for the board or management

6. Centralize information

1. Owners want this

People do almost everything online. From looking up basic information to booking an overseas vacation, there’s almost nothing you can’t accomplish with internet connection and a phone or computer.

Most (though we recognize, not all) owners want to be able to find notifications, rules, directories and monthly financials online. They want to confirm member meeting dates or submit service requests from the comfort of their homes, when it is convenient for them. They do not want to rush home from work only to stand in a line and wait to speak to someone about something they could have done on their own.

Owners feel more informed and valued when they can access forms and information through an HOA website, which leads to increased satisfaction and trust in the community.

If some of your members express concerns about privacy, you can assure them that developers who work with HOAs know how to create a secure password-protected section that only members can access. This balance supports both transparency and privacy.

And if you aren’t convinced owners will use an HOA website, give it a try first. Even older members can comfortably navigate the web on a tablet or mobile phone. You might be surprised by how quickly the website generates traffic.

2. Owners have a right to see HOA documents

HOAs are non-profits that rely almost exclusively on owner dues to fund operations. As such, they have a right to know how their money is being spent. Furthermore, some states have legislation governing record availability in HOAs.  

Owners can ask to see most records, with a few exceptions. Unfortunately, some communities have experienced a lot of difficulty obtaining them. It has been so problematic that states like Florida have passed legislation requiring associations to post records on a password-protected website so that owners can see them when they need them.

Even where not required by law, a website is often the simplest way to fulfill legal obligations for communication and document access.

3. Communities can cut costs associated with print and mailing fees

Static information like CC&Rs, budgets, phone numbers, and meeting minutes is easy to post to an HOA website. They can be updated as needed, but for the most part, little effort is required to make these important documents accessible to the entire community. Plus, having digital records reduces the need to print out sheets of paper.

But, the cost savings really add up when “dynamic” information is shared digitally. Things like announcements, seasonal reminders, meeting notices, and maintenance instructions can be posted on an HOA website.

Even if half your community is happy to get that information online, you could be reducing print and mailing expenses by thousands of dollars each year.

To ensure preferred communication methods are acknowledged, ask owners to opt in to receiving communications electronically. You can send emails to those owners as well as post on the website to ensure they don’t miss anything important. Those who still prefer paper notices won’t be impacted.  

  

4. Cleaner operations for management or the board

Instead of getting architectural change requests submitted through personal email, over the phone, and informal conversations, or chasing down check payments every month, HOAs can bring all the moving parts together and clean up messy operations.  

Websites are excellent for improving communication within a community, but many, like the ones created by HOA Sites, have additional functionalities.

Online payments, bulk invoicing, and reconciliation can all be completed using the website. You may even start receiving more early payments if owners have more flexibility with choosing payment options.

Build polls or surveys to collect honest feedback and give owners an opportunity to share their ideas or sentiments.

Create digital architectural change request or committee forms and keep paper forms out of the equation. By centralizing documents, payments and requests, management and the board can enjoy more streamlined processes and complete work in less time.  

5. Reduced workload for the board or management

While a website can’t do all of the work on your behalf, many administrative tasks, such as collecting dues, submitting maintenance requests, or distributing documents, can be handled online through the website.

This simple automation reduces work for everyone. Self-serve tools help owners find answers to FAQs on their own, minimizing repetitive inquiries and manual paperwork for the board or management. As a bonus, digital records of transactions and requests help to improve accountability.

With more free time, you can focus on those bigger tasks that you’ve been wanting to address all year long.

6. Centralize information

Instead of answering the same questions over and over again, you can start directing owners to the HOA website. They will return to the site on their own if it is easy to use and provides the information they need. The HOA website ensures that everyone has access to the same, up-to-date information, effectively reducing misunderstandings and confusion.   

Many communities go beyond posting basic information like pool hours and the next member meeting. Consider sharing local news, links to local services or vendors, instructions on how to obtain permits from the city, etc.

A good HOA website caters to the unique needs of the people who live in the community, and a little customization can go a long way.

Conclusion

An HOA website serves as a single, authoritative source of information for community members. Owners can access announcements, meeting notices, governing documents, forms, directories, and more without needing to contact the board or management directly. 

A website keeps owners connected, informed and engaged. Self-serve tools allow them to do more for themselves, which frees up time for the board or management.

Your community can achieve more if it works together. Make your HOA a happier place to live by introducing a website. If you’re not sure where to get started, or want to learn more about setup, pricing or maintenance, get in touch with us!

In a self-managed HOA, every task, decision, and responsibility falls onto the community members. Owners must step up and share the burden of managing a community, but only those who can keep up will succeed without help from a professional management company.

In most cases, small to mid-sized HOAs agree to forgo help in order to save money. While this strategy can be effective, it can also end up being more expensive to self-manage a community if miscommunication, budget issues and conflict are common.

Table of contents

• Top challenges of a self-managed HOA
• How can a simple website create better experiences and less work?
• What can an HOA website do for owners?
• What can an HOA website do for board members?

A board member will typically volunteer anywhere from 2 to 6 hours of their time each week. But if they are spending more than 10 hours on HOA work, they risk board burnout.  

A good HOA website can help resolve many common issues experienced by self-managed HOAs, including creating better experiences for owners and less work for those who are on the board. Curious to learn more? Great, let’s get into it.  

Top challenges of a self-managed HOA

These are some of the most common challenges that plague HOA boards and interfere with owner satisfaction.

Lack of communication

This first challenge impacts all types of community associations, not just self-managed communities, so don’t feel bad if your board currently struggles with communication.  

Whether owners simply aren’t getting notices in time, are ignoring paper letters, or the board can’t respond to every inquiry, poor communication impacts everything from rule compliance to voter turnout.  

When owners are disengaged or apathetic, it’s harder to get them to vote, which in turn slows down initiatives and projects since quorum can’t be reached.

Conversely, owners might become agitated when they can’t get the answers they need from the board. As a result, they might do something like install an inground pool or get a pet chicken because they couldn’t get consent.

A lack of communication can also occur between board members. If someone is away, or collaborative work doesn’t occur often, the association can easily become chaotic.

Managing finances

Finance management presents multiple challenges for boards that have never worked with million-dollar budgets before (and let’s be honest, that is most of us). Self-managed boards struggle with this because it requires experience or a relevant educational background, not just good intentions.

Collecting and processing dues also presents problems if owners are paying with checks. This is inconvenient and inefficient, and it can slow cash flow.  

Even if communities are self-managed, some may hire a part-time accountant to assist with financial management.  

Completing repair projects

Preventive maintenance is key to prolonging the life of components and minimizing expensive emergency repairs. However, board members must have a convenient system for tracking and documenting maintenance in order to stay on top of it.

When systems break unexpectedly, it costs owners money and creates disruptions too.

Complying with CC&Rs and laws 

Rule enforcement is tricky, especially in a small community. No one wants to be the bad guy, particularly if you like your neighbor.  

It’s not just community rules that need to be enforced. When new legislation is passed, boards must make sure they are complying in time.

Non-compliance can lead to disputes between individual members and the HOA, and in rare cases, an owner may file a lawsuit.

Lack of transparency

Even if the board is doing its best to make documents available to owners, transparency can be an issue. Board members simply don’t have time to share everything that they should with owners.

This is frustrating for them because they have a right to know how their money is being spent.  

Burnout

Last but not least, board members are at a higher risk of burnout when they manage a community on their own (this is true for committee members too).

People come in ready, willing, and motivated to get work done. But with endless to-do lists and owners constantly criticizing their work, board members just get tired of doing a thankless job.

How can a simple website create better experiences and less work?

Can a website really solve all of those challenges for self-managed HOAs? Not completely, but it can do a lot to transform bad experiences into good ones.

A website, like the ones built by HOA Sites, helps self-managed HOAs by providing owners and board members with a central hub for information and communication. However, it may also provide owners with invaluable self-serve tools like online payments and service requests.

With a high-functioning website available, owners can log on to the association’s website and immediately get everything they need from one place instead of having to ask the board for information or forms.

As a result, board members are less occupied by owner requests and can focus on more complex issues or projects without burning out.

What can an HOA website do for owners?

Access HOA information at any time

No human can be available for your community 24/7. But a website is up and running all day and night. Owners can log on through a computer or their smartphones to find upcoming events, check FAQs or review a pet policy.

Make payments

Instead of having to physically be somewhere to give a board member a check at an inconvenient time, owners can cover fees or other expenses the same way they pay for most things these days.  

Submit requests

If someone notices a leak or wants to make an architectural change to the exterior of their home, they can submit a form through the website and immediately connect with the board.

Book amenities

HOA Sites’ reservations feature is an efficient way for owners to book specific time slots for shared amenities. Separate rules can be set for individual amenities to control how they are reserved.

Connect with other owners

Message boards allow members to post thoughts and questions on the website for other owners to respond to.

Moderator privileges can be assigned to ensure posts are not offensive or inappropriate.  

What can an HOA website do for board members?

Share information quickly and securely

Board members can use a website to share essential documents, notices, and other information with owners in a secure and organized manner. Even if owners are on vacation or away from the community, they can still get the latest news and information.  

Documents can be posted in a member-only, password-protected section of the site so that sensitive materials are not available to the public.

Increase communication and transparency

Board members can share updates or forms with the entire community in a matter of seconds. While some people will still prefer to receive paper notices, many will appreciate receiving email notices instead.  

By providing owners with access to financial documents, meeting minutes, and other important information, websites enhance transparency and build trust. 

Document financial activities

Boards can create custom general ledger accounts, view summary charts or revenue and expenses, create invoices and make payments. After centralizing financial activities, it becomes easier to see the bigger picture and budget accordingly.  

Schedule preventive maintenance

In addition to receiving online service requests, boards can proactively schedule repairs so that they aren’t forgotten later on in the year.

Post CC&Rs

The best way to minimize violations is to educate owners. If they have easy access to the rules, they are less likely to break them.

Posting rules and state laws online can help erase confusion and uncertainty, and board members don’t have to issue so many violations.

Reduce administrative burden

An HOA website will automate many tasks and reduce workloads for board members. This frees up more valuable time for them.

Ready for your HOA website?

The next step is to find a website provider that can create a site that fits the community’s needs and budget.

We can build the perfect solution for your HOA, at a price you can afford.    

If you had to guess, how many records do you think your HOA produces and acquires in one month? Consider all of the invoices, minutes, and requests.

Many communities would easily hit 100 records in less than a week. That’s a lot of documents!

With so much information moving between people and the association, it becomes essential to organize records so that they can be retrieved later if they are needed again. But what is the best way to organize so many records?  

Read on to discover some helpful advice for effective HOA record maintenance.

Table of contents

• Why do HOAs need to keep records?
• Owners have a right to see records
• HOAs are required to retain certain documents
• Managing community records: Best practices

Why do HOAs need to keep records?

There are a few reasons why associations must keep records. For starters, there are legal requirements for keeping certain records. Owners also have a right to view most documents since they are funding operations.

Records also serve as proof. Whether it’s a tax return or maintenance record, association documents capture what actions occurred, and when. New board members need to review records to get up to speed, and a lawyer may need certain records if the association requires help with a legal matter.  

Does that mean the association must archive everything? No, but it does need to keep a lot of the records it produces or receives for an extended period of time.

Owners have a right to see records

Owners have a right to access records, excluding certain confidential items (see the next section for details).

They have this right because they invest money in the association in the form of dues or assessments. They are stakeholders, and therefore, should know how the community is performing.

Some states have detailed statutes about what records must be made available to owners and how quickly those documents must be provided. For example, in Florida, unless otherwise provided by law or the governing documents of the association, most records must be maintained for at least 7 years and be made available to owners for inspection or photocopying within 45 miles of the community, or within the county in which the association is located within 10 business days after a written request from an owner is received.

HOAs must ensure they follow legislative requirements and respect time limits in order to avoid legal issues.

Hosting certain documents on a password-protected HOA website or portal can minimize any issues pertaining to document access.    

HOAs are required to retain certain documents

State laws and governing documents may also detail the records that HOAs must keep, and for how long they must be preserved.  

If there are no rules or policies about this, then consider using a general guideline from Davis-Stirling.

Associations are also encouraged to work with an attorney and a certified public accountant to establish a working record retention policy.

Below is a short list of key documents that HOAs must hold on to. Keep in mind that this is just a guideline; different associations will have different requirements.

Permanent records

These documents need to be maintained by the association for as long as it is operating. There should be at least two copies of these documents – one hard copy and one digital copy.

• Governing Documents (CC&Rs, bylaws, articles of incorporation, parcel map)
• Minutes (board and membership meetings, committee meetings)
• Deeds to property owned by the association
• Architectural plans

Records that should be retained for 10 years or less

These records can be destroyed after a decade.

• *Maintenance records – kept for the first 10 years of an association’s existence. They may be needed in potential litigation against the developer. Thereafter, maintenance records older than 5 years can be safely destroyed

Records that should be retained for 7 years or less

Many financial records need to be maintained for 7 years. This includes:

• Budgets
• General ledgers, journals and charts of account
• Year-end financials
• Accounts payable
• Accounts receivable
• Canceled checks and bank statements
• Invoices from vendors
• Deposit slips
• Reconciliations
• Purchase orders

Property management and human resource records should also be saved for 7 years. Those items can include:

• Expired contracts
• Insurance records
• General correspondence
• Closed litigation files
• Newsletters
• Expired warranties
• Tax returns
• Owner architectural submissions

Owners cannot see these documents

Some records must not be released to owners. These include items that contain personal or private information:

• Any record protected by lawyer-client privilege
• Information obtained by an association in connection with the approval of the lease, sale, or other transfer of a parcel
• Information an association obtains in a gated community in connection with guests’ visits to owners or community residents
• Personnel records of association or management company employees, including, but not limited to, disciplinary, payroll, health, and insurance records
• Medical records of owners or community residents
• Social security numbers, driver’s license numbers, credit card numbers, electronic mailing addresses, telephone numbers, facsimile numbers, emergency contact information, any addresses for an owner other than as provided for association notice requirements, and other personal identifying information of any person, excluding the person’s name, parcel designation, mailing address, and property address
• Any electronic security measure that is used by the association to safeguard data, including passwords

Managing community records: Best practices

1. Keep digital records when possible

Digital records are easier to store, find and update. Most would agree that searching through a cloud-based database using a keyword is more effective than searching through files. Even the best-organized systems are prone to human error, and paper is susceptible to heat and moisture.

Plus, you have to be in the same room as the documents in order to see them. If files need to be updated, it’s a tedious process, and it could confuse others who come looking for certain records after changes are made.   

None of these issues come into play with a solution like HOA Sites’ digital file cabinet.  Create folders and subfolders for photos, events, minutes, forms and more.

The Folder Viewer allows admins to display file folders they have created. Files that have been added to those folders are displayed on the website and grouped by folder, making them very easy for owners to access.

Remote access capabilities not only empower owners to find information on their own, but they also support team collaboration.

Security considerations

Cloud storage is generally more secure than traditional storage because it uses encryption. However, cloud storage can face security risks such as unauthorized access and data breaches. Admins must be extra careful about where they upload documents, and who has access to files.

2. Assess your current document organization system

Meet with other staff and/or board members and discuss the strengths and weaknesses of your current organization processes. Identify what works well and what needs to be changed.

If it’s always hard to find documents, this is the perfect time to create an organization system that makes sense for the HOA.  Don’t forget to add subfolders based on the year to prevent one folder from getting too large. As an example, under the “Minutes” folder, add a subfolder for 2022, 2023, 2024 and 2025.

3. Delete and archive old files and folders

If you have duplicate files or documents that are not serving a purpose, delete them. If you’re not sure whether you need to keep something, put it in a folder titled “Archive.” This way, the records aren’t gone, but aren’t taking up space in other folders.

Finally, delete records after the HOA is no longer required to keep them. Some may be tempted to hold on to everything, but that strategy ultimately creates more problems than solutions.      

4. Establish a system for version control

If the HOA updates certain records more than a few times each year, establish a clear way to indicate the change. For example, the team can agree to a specific file name ending (V2 or Revision1) so that it is clear this is a new version of the record. Discuss whether the old versions should be kept or replaced.

Conclusion

The best way for HOAs to keep good records is to establish and use an online database. While it is important to keep some physical records, digital items are much easier to find, share and update.  

Is an HOA website too risky?

This was a reasonable question to ask 15 years ago. But now, not having a community website could be considered risky, especially if your state requires you to have one.

Table of contents

• Does my HOA need a website?
• Why is this a requirement?
• What is the best way to stay compliant?
• What happens if the board ignores the website law?
• What should go on the public portion of the website?
• What shouldn’t be posted on the public portion of the website?
• Could we just use social media?
• Benefits of an HOA website

Does my HOA need a website?

With a few exceptions, if your HOA is located in Florida, Texas, Nevada or Wisconsin, then it is legally required to have a website.  

Florida

Florida has passed website laws for both HOAs and condominiums.

House Bill 1203 states that HOAs with 100 or more parcels shall post certain documents on its website, or make the documents available through an application that can be downloaded on a mobile device.

The documents include:

• Articles of incorporation
• Declaration of covenants
• Bylaws
• Rules
• Current contracts
• Annual budget
• Contracts
• Notice of scheduled meetings and agendas for the meetings

Amended documents must be uploaded to replace older versions.

The website or application must be accessible through the internet and must contain a subpage, web portal or other protected electronic location that cannot be accessed by the general public.  

HB 1237 created similar requirements for condominiums.

Texas

SB 1588 states that HOAs with at least 60 lots, or any association under contract with a management company, must make the most current version of the association’s “dedicatory instruments” relating to the association or subdivision, and filed in the county deed records, available on an internet website.

This information must be maintained by the HOA or management company working for the association, and it must be available to all association members.

Nevada

Common interest communities (HOAs and condominiums) with 150 units or more are required to have websites or electronic portals under Chapter 116 of Nevada’s Common-Interest Ownership legislature. The association shall make available on the website or within the electronic portal, any documents relating to the common-interest community or the association, including:

• Governing documents
• Annual budget
• Notices and agendas for scheduled meetings

Associations must also give owners the ability to make online payments through the site or portal. However, they must take certain actions, such as maintaining a policy of cybersecurity insurance, to ensure members can make payments safely.  

Wisconsin

Wisconsin’s Condominium Ownership Act, Chapter 703, requires condominiums with 100 units or more to have a website. The site may be operated by the association, or a 3^rd party provider.

It must be accessible through the internet and have a password-protected section that cannot be accessed by the general public.

Documents to be posted on the site include:

• Meeting minutes
• Articles of incorporation
• Declaration of covenants
• Bylaws
• Annual budgets
• Contracts

Why is this a requirement?

States have been motivated to pass website laws to increase transparency, communication, and access to important HOA information. Politicians recognize that some HOA communities have struggled to get the data or documents they need to make informed decisions.   

Even though all owners pay fees or dues to maintain the community, they aren’t always clear on where their money is going. That’s a problem.  

By giving them unrestricted access to budgets and contracts, and sharing meeting notices, members can see how funds are being used, and attend meetings to ask more questions.

What is the best way to stay compliant?

Many communities are already compliant! However, if you are legally required to maintain a website or portal, get familiar with the law that applies to your state. You may need to add a password-protected section to your site, or add more documents.

If a manager is not maintaining your website for the community, designate a person or group to perform regular updates when documents are amended or new events are on the horizon.

If you still need a website or portal but don’t know where to start, speak with a professional website development company like HOA Sites. We can help communities with compliance requirements, and much more. If you are looking for a user-friendly platform that residents will enjoy visiting, we have a perfect solution for you. Plus, our prices are very reasonable.

• We can tell you what you will need to launch your community website, and what’s involved with publishing and updating
• You will have one of our Personal Project Managers helping you from start to finish
• You don’t need any prior website knowledge to manage a site from HOA Sites
• We can ensure you have a password-protected section on your site

What happens if the board ignores the website law?

While there are no fines or penalties listed, a board could find itself in court if it knowingly ignores a website law. Owners could sue, though this would be a costly and time-consuming endeavor.

A more likely scenario involves owners becoming frustrated with the board. While there are no legal consequences to deal with, it’s far more challenging to get work done when the board does not have the support of its community.

What should go on the public portion of the website?

If a website law has been passed in your state, you will need to see what it says about requirements. But as a general rule of thumb, anything that an owner or resident would have authorization to review, or any common forms they ask for, should be on the website.

These forms and documents should be uploaded to the password-protected section of the site, although some things, such as policies, don’t need to be hidden from the public.

Any identifying information should be redacted. Associations must protect the privacy of individual members.

You can also include:

• Management’s contact information
• Office hours
• A list of current board members
• Units or homes for sale/lease
• Information about the community
• Community amenities
• Resources that don’t include sensitive information

What shouldn’t be posted on the public portion of the website?

Communities should keep business and financial information hidden from the public. Furthermore, we would not advise condos or HOAs to share:

• Meeting minutes
• Contracts
• Budgets
• Directories or phonebooks

Could we just use social media?

Social media platforms can seem like an attractive alternative to a dedicated website. These platforms are free, and many of your members already use them. 

However, few associations have successfully used social media to share communication and information.

You aren’t always in control

You may be able to create a group just for members, and even disable comments, but members may be inspired to create their own groups using the association’s name.

These groups can quickly become full of misinformation and rumors. Not only could they create unnecessary conflicts among members, but they can damage the credibility of the board/association.

Less security

Social media platforms can change their policies at any time. This can impact how you share and store important information. Your account could also get hacked, creating additional security challenges for you and your community.

Benefits of an HOA website

Even if your condo or HOA isn’t required to have a website, you should consider the benefits of maintaining a site for your members.

A website serves as a single, authoritative source for community information. From upcoming events to pool rules, everything members need is in one place.

More importantly, you’ll see improved communication efficiency. Instead of answering the same questions every week, your team can direct owners and residents to readily available information on the website, saving valuable time and resources. Instead of asking staff when the next meeting takes place, members will learn to check the website first to get that information.  

Finally, you may save the association some money by reducing the number of forms printed, or hours spent assisting members with requests.

Good websites don’t create more work for condo and HOA associations. Instead, they empower members to do more for themselves, and increase member satisfaction too.

What separates a website from a portal? And why does it matter?

If you belong to an HOA, especially one that is required to post HOA documents online, it’s important that you understand what makes these things different.

Table of contents

• HOA websites
• HOA portals
• Differences between websites and portals
• Is it better to have an HOA website or a portal?
• HOA Sites can do both

HOA websites

Many HOAs already have a website in place. They have chosen to maintain a community website to help owners find essential information, and perhaps to promote the association to prospective buyers.

Qualities of an HOA website

An HOA website isn’t all that different than a website for a restaurant, travel destination or news site. It is used as a tool for owners and the general public to find contact information, general information about the HOA, amenity offerings, and in some cases, homes that are for sale or lease.

HOA websites:

*Usually contain the HOA’s name in the url or the website address

*Can be accessed by anyone

*Hosts basic information for members

*May provide an email address for contacting the board or management company

*May have an event calendar

*May advertise homes within the community that are for sale or lease

*Can be used as a marketing or branding tool

*Help keep owners informed while decreasing the workload for staff and the board

*Can have a few pages or several pages

*Are customizable

*Should be mobile friendly

HOA portals

A portal is designed specifically for owners and residents. It is a password-protected web-based platform. Owners can do things such as pay dues, book amenities or submit service requests once they have logged in to the HOA portal.

Qualities of an HOA portal

Unlike a website, only people who have been granted access may enter an HOA portal. Owners can also use self-serve features once on the portal.

HOA portals:

*Will often contain the HOA’s name and the word “portal” or “login” in the url or the website address

*Can usually be accessed through the HOA’s website

*Can only be accessed by people who have a login name and password

*Host more detailed information along with governing documents, information about the owners, announcements from the HOA, etc.

*Are designed to keep owners informed and connected to the community

*May allow owners to make payments for dues, fines, amenities, etc.

*Help increase owner satisfaction while decreasing the workload for staff and the board

*Can have several features or pages within the portal

*Are customizable

*Should be mobile friendly

Differences between websites and portals

The key difference between a website and a portal is that only owners who have been provided access (usually a login name and password), can get onto a portal. Furthermore, portals allow owners to do things like pay fees, take surveys and submit requests, while websites allow for more passive interactions.

Websites tend to be more customizable in terms of colors, layouts and images; you can even do things like embed videos. Websites are usually more visually appealing since they are visible to the public. However, they can also be more expensive depending on who is designing and updating the site.

Resident portals are simpler and more straightforward. But, portals are less concerned about looks and more focused on functionality.

Is it better to have an HOA website or a portal?     

Your HOA’s needs will determine which solution is most appropriate, however, you may find that having both a website and a portal is the best option.

There are 3 core reasons why a website may be more effective than a portal:

1. Your state has mandated that HOAs must have a website
2. Your community is new and you are still trying to fill a lot of vacancies
3. Your community is very large

However, if your state has passed a website law, pay attention to the language used.

Legal requirements

Some states, including Florida, Texas, and Nevada, have passed laws that require HOAs to maintain websites. These laws are passed to promote greater transparency and awareness within associations.

Depending on where you live, your HOA may also be required to have a password-protected section on the site to keep more sensitive information hidden from the general public.

Texas Prop. Code Section 207.006 states that a property owners’ association that has 60 or more lots, or has “contracted with a management company” must make the current version of the association’s dedicatory instruments relating to the association or subdivision and filed in the county deed records available on an Internet website.

The website must be accessible to association members, and maintained by the association or management company.

Florida’s House Bill 1203 states that HOAs with 100 or more parcels must maintain a digital copy of specified official records for download on the association’s website or through an application that can be downloaded on a mobile device.

Several documents must be posted to the site, including the articles of incorporation, bylaws, rules, contracts and budgets. An updated version must be uploaded if the document is amended.

The association’s website or application must be accessible through the Internet, and must contain a subpage, web portal, or other protected electronic location that is inaccessible to the general public and accessible only to parcel owners and employees of the association.

Chapter 116 of Nevada’s Common-Interest Ownership legislature states that each association of a common-interest community that contains 150 or more units shall establish and maintain a secure Internet website or electronic portal.

Unit owners must be able to access the site. The governing documents, annual budget, proposed budgets, and the notices and agendas for any upcoming meetings of the association, must be posted to the site.

The Internet website or electronic portal must also provide units’ owners with the ability to pay assessments electronically.

New HOAs

A website is the easiest and most effective way for new HOAs to connect with prospective buyers.

Most people will search for a new home online, and if your HOA isn’t there, it’s going to get overlooked.

Large HOAs

Although most large HOAs are not required to have a website, many do prefer to keep their members connected by centralizing information and documents. If someone misses an email (which is bound to happen in a community of 1,000+ homes), they know they can go to the website to find the latest information.  

Since websites can be customized, large HOAs can ask for a platform that serves unique requirements.

HOA Sites can do both

If you’re not sure whether your HOA needs a website or a portal, ask HOA sites to create a custom solution for your community!

Not only does it specialize in attractive, functional HOA websites, but most of HOA Sites’ designs incorporate a secure portal for owners, too. There is no extra charge for password-protected pages.

HOA Sites has more than 60 features to choose from, including document storage, invoicing and payments, announcements, calendars, maintenance requests, and much more.     

Best of all, your board or staff won’t have any trouble keeping the website up to date. Not only is it extremely easy to build and manage your site (no coding knowledge required), but you will have a personal project manager to assist you with the technical aspects of designing and implementing your website.

If you have questions or need help, you will always have a real person available to assist you.

Whether you need an HOA website, HOA portal, or both, HOA Sites can provide your community with a beautiful solution that complies with laws and improves owner satisfaction.