HOA Member Portal

Vote on proposals, view documents, reserve amenities, and pay dues

Accessing Your Portal

First Time Setup

1. Receive email invitation from your HOA board
2. Click activation link
3. Verify your property information
4. Set your password
5. Click "Activate Account"

Dashboard Overview

Your member dashboard displays:

• Next Assessment Due: Amount and due date
• Active Proposals: Items requiring your vote
• Upcoming Meetings: Board meetings and community events
• Amenity Reservations: Your upcoming bookings
• Community Announcements: Important updates from the board
• Violation Status: Any CC&R issues (if applicable)

Paying HOA Dues

Viewing Your Assessment

1. Click "Assessments" in the sidebar
2. View current and upcoming assessments:
   • Monthly/quarterly amount
   • Due date
   • Payment status
   • Late fees (if applicable)

Making a Payment

1. Click "Pay Now" on your assessment
2. Choose payment method:
   • ACH (Bank Transfer): 1% fee (max $6)
   • Credit/Debit Card: 3.5% fee
3. Enter payment details
4. Click "Pay Assessment"
5. Receive email confirmation

Setting Up Autopay

1. Go to Assessments → Payment Methods
2. Click "Add Payment Method"
3. Enter bank account or card details
4. Check "Enable Autopay"
5. Select payment date (e.g., 1st of each month)
6. Click "Save"

Prepaying Assessments

1. Click "Prepay"
2. Select number of months to prepay (up to 12)
3. Review total amount
4. Complete payment
5. Future assessments automatically marked paid

Voting on Proposals

Active Proposals

1. Click "Voting" in the sidebar
2. View all active proposals requiring member vote
3. Each proposal shows:
   • Title and description
   • Voting deadline
   • Current vote count
   • Your voting status

Casting Your Vote

1. Click on a proposal to view full details
2. Read the proposal description and supporting documents
3. Select your vote:
   • For: Support the proposal
   • Against: Oppose the proposal
   • Abstain: Choose not to vote
4. Add comments (optional)
5. Click "Submit Vote"
6. Vote is recorded anonymously

Viewing Results

1. After voting closes, results are published
2. View:
   • Total votes cast
   • Percentage for/against
   • Outcome (passed/failed)
   • Member comments

Reserving Amenities

Available Amenities

Common amenities you can reserve:

• Clubhouse
• Pool cabanas
• Tennis courts
• BBQ areas
• Guest parking spaces

Making a Reservation

1. Click "Amenities" in the sidebar
2. Select the amenity you want to reserve
3. View availability calendar
4. Click on available date/time slot
5. Fill in reservation details:
   • Number of guests (if applicable)
   • Purpose/event type
   • Contact information
6. Review amenity rules and policies
7. Accept terms
8. Submit reservation
9. Some amenities may require deposit or fee

Managing Reservations

1. Go to Amenities → My Reservations
2. View upcoming and past reservations
3. Cancel reservation (if allowed by policy)
4. View confirmation details

Accessing Documents

Document Library

1. Click "Documents" in the sidebar
2. Browse documents organized by category:
   • Governing Documents: CC&Rs, bylaws, articles of incorporation
   • Meeting Minutes: Board meeting minutes and agendas
   • Financial Reports: Budget, reserves, annual reports
   • Architectural Guidelines: Design standards and approval process
   • Forms: Architectural request forms, violation appeals
   • Community Info: Maps, vendor lists, emergency contacts

Downloading Documents

1. Navigate to document category
2. Click document name to preview
3. Click "Download PDF" to save
4. Documents are version-controlled with timestamps

Viewing Violations

Understanding Violations

If your property has a CC&R violation, you'll receive:

• Email notification
• Dashboard alert
• Description of violation
• Photos (if applicable)
• Deadline to resolve
• Potential fines

Accessing Violation Details

1. Click "Violations" in the sidebar (if you have any)
2. View violation information:
   • Violation type
   • Date reported
   • Description
   • Evidence photos
   • Cure deadline
   • Status

Resolving a Violation

1. Review the violation details and CC&R references
2. Take corrective action by the deadline
3. Upload proof of correction:
   • After photos
   • Receipts
   • Contractor invoices
4. Add explanation/comments
5. Click "Submit Resolution"
6. Board reviews and closes violation

Appealing a Violation

1. If you disagree with the violation, click "File Appeal"
2. Write your appeal explanation
3. Upload supporting evidence
4. Submit appeal
5. Board reviews and responds within policy timeframe

Architectural Requests

Submitting a Request

1. Go to Documents → Forms
2. Download Architectural Request Form
3. Complete form with project details
4. Attach:
   • Site plans or drawings
   • Material samples/colors
   • Contractor information
   • Photos of current state
5. Upload completed form and attachments
6. Click "Submit for Review"

Tracking Request Status

1. Go to My Requests
2. View status:
   • Submitted: Under board review
   • Additional Info Requested: Board needs clarification
   • Approved: You can proceed with project
   • Denied: Project not approved (with reason)

Managing Your Profile

Update Property Information

1. Click your name in the top right
2. Select "Profile"
3. Update:
   • Primary resident name
   • Email and phone
   • Emergency contact
   • Number of occupants
   • Vehicles (make, model, license plate)
   • Pets (if registration required)
4. Click "Save Changes"

Notification Preferences

1. Go to Profile → Notifications
2. Choose notification types:
   • Assessment due reminders
   • Voting deadlines
   • Community announcements
   • Meeting notifications
   • Violation alerts
3. Select delivery method (email, SMS, or both)

Common Questions

Can I have multiple users for my property?

Yes, you can add additional residents (spouses, adult children) with their own logins. Go to Profile → Additional Users to send invitations.

How do I know if my vote was counted?

You'll see "Vote Recorded" confirmation immediately. Your vote status shows on the proposal page. Votes are anonymized but participation is tracked.

Can I rent out amenities to non-members?

This depends on your HOA's policies. Most HOAs allow members to reserve amenities for guests, but check your CC&Rs and amenity rules.

What if I disagree with my assessment amount?

Contact your board through the portal's messaging system or attend the next board meeting. Assessment questions should be directed to the treasurer.

How do I report a community issue?

Use the "Report Issue" feature (similar to maintenance requests) to report common area problems, safety concerns, or CC&R violations you've observed.