What is a Community Management Tool?

What is a Community Management Tool?

Residential communities are thriving hubs of social interaction and shared experiences. With the rise of digital communication and online platforms, community management software has become essential to creating and maintaining a strong residential community. 

Knowing how to access the right tools can make the difference between a stale, disconnected community sites and vibrant, engaging HOA websites.

A community management tool is a digital platform that provides a centralized space for all community members to connect, communicate, and collaborate. But how can you find the right one for your association or HOA – and what features should you look for? Let’s dive into the key elements of a community management tool and how it can benefit your residential community. 



What Are Community Management Tools?

Most modern HOAs utilize a variety of communication channels, such as email, social media, and physical notices to reach residents. However, these methods can quickly become cluttered and disorganized – and even the most tech-savvy board members struggle to keep track of all the different interactions and updates.

A community management tool is a software platform that allows for streamlined communication, organization, and collaboration within a residential community. It provides a centralized space for residents, board members, property managers, and other stakeholders to come together and stay connected. 

Think of it as a virtual town square where everyone can gather to share information, discuss important matters, and work towards common goals. With digital communication becoming the norm, access to a community management tool has become essential for any modern residential community.

The Importance of Community Management in HOAs

Here are just a few challenges that HOAs face – and why a community management tool can help:

  1. Communication can be challenging as communities grow larger and more diverse. With multiple residents, board members, and property managers, keeping everyone on the same page can be difficult. A community management tool allows for streamlined communication through announcements, forums, and messaging features.
  1. Organization is crucial for the smooth running of a residential community. Tasks such as maintenance requests, event planning, and financial management all require efficient organization. A community management tool makes it easy to keep track of important information and tasks in one central location.
  1. Collaboration is key when it comes to decision-making within an HOA. Having a platform where everyone can contribute their ideas, provide feedback, and work together towards common goals fosters a sense of unity within the community.

The good news? A robust community management tool that uses modern technology can provide all of the above and more. With features such as secure online payments, document storage, and customizable communication options, the right management system and community engagement tool can streamline processes and help HOAs flourish.

Key Features of Community Management Tools

So, what features should you look for in a community management tool solution? While the obvious ones, such as secure online payments and document storage, are a given, there are a few key features that can take your HOA’s management to the next level.

Customizable Communication Options

Communication is key in any successful community. With a customizable communication system, you can tailor messages and notifications to specific groups or individuals within your HOA. This allows for more targeted and effective communication, keeping everyone informed and engaged.

Document Storage

Gone are the days of physical paper documents cluttering up your office space. An online document storage feature can securely store all important community files and paperwork in one central location. This not only helps with the organization but also provides easy access for all members of the HOA.

Event Planning and Management

Hosting events is a great way to bring the community together and foster a sense of camaraderie. However, planning and managing these events can be time-consuming and overwhelming. With our platform, you can easily create event invitations, track RSVPs, and manage all aspects of event planning in one place.

Forums and Social Features

Communication is key in any successful community. Our platform offers forums and social features so members can easily connect, share ideas, and stay updated on important community news and events. This creates a sense of unity within the HOA and promotes a positive and engaged community.

Maintenance Requests

We understand that maintenance issues can arise at any time. That’s why our platform provides an easy way for residents to submit maintenance requests directly to the HOA board. This streamlines the process and ensures all requests are properly addressed in a timely manner.

Top Community Management Tools for HOAs

While several community management tools are available on the market for HOAs of all shapes and sizes, two primary types are more commonly used: online platforms and software solutions.

Online Platforms:

  1. HOA Website Builders – These platforms offer customizable templates and features specifically designed for HOAs. They often include a member directory, event calendar, document storage, and communication tools.
  1. Social Media Groups – Many HOAs use social media groups such as Facebook or Nextdoor to connect with residents and share information about community news and events.

Software Solutions:

  1. Accounting Software – This type of tool is essential for managing HOA finances, including budgeting, collecting fees, and generating financial reports. However, these may lack the community engagement features of other options.
  1. Community Management Software This all-in-one solution typically includes accounting, communication, and document management features. It can also handle tasks such as tracking maintenance requests and managing violations.
  1. Communication Tools – There are several software options that allow for easy communication between the board, residents, and vendors. This can include email marketing platforms or project management tools.
  1. Open source software – For smaller HOAs on a tight budget, open source software can be a great option. These programs are free to use and often offer similar features to paid options.

Measuring the Success of Your Community Management Tool

Investing in a community management tool is only the first step – you also have to ensure that you’ve made the right choice and that it’s delivering the results you want. Here are some key metrics to consider when measuring the success of your community management tool:

  1. Time Savings – One of the biggest benefits of using a community management tool is the time saved on administrative tasks. Measure how much time is being freed up for other important tasks, and you’ll soon see if your tool is making a positive impact.
  1. Engagement – A successful community management tool should increase engagement within your HOA. Look at metrics such as the number of active users, comments, and interactions to see if there’s been an increase since implementing the tool.
  1. Efficiency – The right tool should streamline your processes and make communication more efficient. Track how quickly issues are resolved and if there has been a decrease in duplicate requests or miscommunications.
  1. Cost Savings – For smaller HOAs on a tight budget, cost savings are crucial. Compare the cost of your community management tool with previous methods used for communication and administrative tasks to see if it’s worth the investment.
  1. Feedback from Users – Don’t forget to gather feedback from your community members. Ask for their thoughts on the tool and if they find it helpful or user-friendly. This will give you insight into how well the tool is being received and any areas for improvement.

Join The Future of Community Management Tools

The future of community management tools is here, and it’s time to join in on the benefits. With an all-in-one platform, your HOA can streamline communication, improve organization, increase efficiency, and save costs. Don’t get left behind with outdated methods; embrace the future of community management tools now to enjoy a thriving community that runs smoothly and efficiently.


What is a community management tool?

A community management tool is a digital platform that helps homeowners associations (HOAs) manage their communities more effectively. It includes communication tools, event planning, document storage, and financial management.

Why should my HOA use a community management tool?

There are numerous benefits to using a community management tool for your HOA. These include improved communication with residents, streamlined organization of information and documents, increased efficiency in managing tasks and events, and cost savings through automation of processes.

How does a community management tool improve communication?

Community management tools offer various communication features, such as email blasts, newsletters, and discussion forums. These tools allow efficient and effective communication with residents, informing them about important updates, events, and community news. They also provide a central platform for residents to ask questions and engage in discussions with board members and fellow community members.

How does a community management tool help organize information and documents?

Community management tools often include a centralized database where authorized users can store and access all important documents. This eliminates the need for physical storage of papers and files, reducing clutter and making it easier to find necessary information. These tools typically have features that allow for easy organization of tasks, events, and deadlines, helping to keep the HOA organized and running smoothly.

Are there free community management tools available?

Yes, some free community management tools are available, but they may have limited features and capabilities. It is important to carefully research and evaluate different options before selecting a tool for your HOA. Some paid tools may offer more comprehensive and customizable features that can better suit your community’s specific needs.

Register for our August 1st webinar on The Importance of an HOA Website.

Register for our August 1st webinar on The Importance of an HOA Website.

Register Today