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.