Manage Essential Community Information with HOA Database Software
Just about every aspect of a homeowners association administrator’s job as a volunteer member of community leadership deals with data. That’s why HOA database software is critical not only to the success of that important job, but to the overall continuity and coordination of the community itself. With the right HOA database software, you can organize, secure, and share information easily—and save large amounts of precious time through effective, streamlined organization.
HOA database software not only helps you collect, categorize, and maintain information about the residents of your community. It also helps you store documents and make them available for on-demand download, manage all the details of residents’ requests for architectural modifications, track the use of community assets, and—perhaps most importantly—make payments and payment data an easy, secure online convenience.
Stay well documented
Homeowners associations accumulate seemingly endless arrays of documents. Meeting minutes. Community rules. Covenants, Conditions, and Restrictions (CCRs). Articles of incorporation. Bids for renovations and repairs. Once upon a time, every single one of these important items existed only on paper. Long-established HOAs still have file drawers full of paper trails.
For two reasons, those documents need to transform into digital assets. First, although you need to preserve paper originals, virtually no one wants a photocopy of a CCR or a set of pool rules. The amount of effort and energy involved in making and transmitting copies represents time and resources that HOA database software can help you regain for better purposes.
Instead of dipping into a file cabinet every time you need to respond to a resident’s request for a community document, let HOA database software maintain and secure an online repository that you can sort and organize just like the files and folders on your computer. Better still, self managed HOA software enables you to designate exactly who qualifies to view and download each document, at the same time that it provides overall security to protect these assets.
Membership has its privileges
Member data represent a second category of community assets that require stringent protection to preserve personally identifiable details. HOA database software steps in to help you organize and maintain these vital data.
Instead of a haphazard collection of spreadsheets and handwritten notes about residents, HOA database software gives you a safe, centralized place to store and organize critical member data, including the basics—names, addresses, phone numbers, e-mail addresses—as well as the flexibility to add customizable fields. Now you can capture the information you need to identify and serve your community residents, and maintain it in a properly secure environment.
Just the tickets
Some homeowners associations pride themselves on creating a year-round slate of events and activities to engage their residents in neighborhood spirit. Some accept reservations for amenities that also serve as community activity centers, with hours and days reserved for everything from yoga instruction to quilting classes. If your HOA already does these things—or has considered expanding its slate of activities—you know that the biggest hassle involved in all these otherwise enjoyable, productive happenings is the signup process that instigates them.
Rely on HOA database software to manage your event registrations—even those that include purchased tickets and attendees from outside your membership. Now you can handle events through HOA database software, and publicize them seamlessly through your HOA website software. With integrated secure online ticket payments, the entire process takes only a fraction of the time it required back in the days of signup sheets and manual registrations.
HOA database software may not be able to clean the clubhouse after a children’s birthday party, restring the tennis-court nets, or skim the pool, but it can block off time periods in which you conduct routine maintenance or recurring activities so residents can’t make reservations during those offline periods. Likewise, you can set seasonal down time for amenities that you don’t use at specific times of the year.
Put it all together
With HOA database software on your side, you’re ready to track and maintain all the essential data that power your community relations. From member information and account registrations to amenity use and event planning, you can put all your data-oriented administrative functions together in one convenient, efficient set of integrated processes.
At HOA Start, we understand the value of your data, why you need to keep them safe, and how you can leverage them for the benefit of your community. You can count on us to provide the HOA database software you need for easy control of powerful functions.
