HOA meeting notice requirements, checked automatically
48-hour posted notice for regular meetings, 14-day mailed notice for budget and assessment meetings, with a warning if you're inside the window.
Meetings that are legally bulletproof
HOA board meeting software that gets the notice right.
Schedule a meeting and your HOA meeting notice requirements are checked automatically. Build the agenda, track who turned up and whether quorum was met, and publish minutes that lock as the official record and archive themselves. No one has to remember the deadlines.
Notice checks built in
Notice windows and election timelines enforced automatically.
48-hour notice enforced
Minutes archived on publish
What you can actually do
Every meeting, run the way your bylaws actually require.
From the notice going out to the minutes landing in the vault, this board meeting minutes software follows your notice and recordkeeping rules at every step.
HOA agenda builder
Build the agenda for any scheduled meeting in the HOA agenda builder, marking each item as a discussion, a report, or a decision the board will take.
Attendance, recorded as you go
Mark each board member present as the meeting opens, and quorum is confirmed before the board acts. HOA board meeting software should make that check automatic.
Board meeting minutes software that files itself
Draft, then publish. Minutes lock as official and auto-archive to the Document Vault, visible to homeowners.
Board & quorum tracking
Add board members and let the system calculate quorum automatically from your bylaws' majority rule.
Condo board elections, timed to the day
First notice, self-nomination deadline, and ballot mailing dates calculated automatically from the election date. That is condo board elections handled on a calendar.
Meeting visibility control
Open to all homeowners (Sunshine) by default, or board-only closed for litigation or personnel matters.
Export everything
Meetings, agendas, and minutes exportable to Excel or CSV for the permanent record. Every agenda from the HOA agenda builder exports with them.
Automatic notifications
Meeting notices emailed to all homeowners instantly, and board members reminded 24 hours before by email and SMS.
Every screen, in full
This is the actual module, tab by tab.
Not a highlight reel. Here's every tab your board will actually click on, and exactly what's in it.
Tab 1
Meetings, scheduled inside the legal window automatically
Regular, budget and special-assessment meetings, each with its own notice period checked against your HOA meeting notice requirements.
- 48-hour notice for regular board meetings by default, adjustable in settings.
- 14-day mailed notice for budget-adoption and special-assessment meetings.
- In-window warnings you're alerted immediately if a meeting is scheduled too close to its date.
- One click to schedule set the date, type, and let the notice rules handle themselves.
Notice rules
Regular meeting48 hours
Budget / assessment14 days
Association typeHOA, condo or co-op
Next meetingOct 14
Tab 2
HOA agenda builder, the meeting's actual roadmap
Build the agenda for any upcoming meeting in the HOA agenda builder, item by item.
- Add agenda items in the order the board will actually discuss them.
- Mark the decisions flag which items the board will decide, so the agenda and the minutes line up.
- Export the agenda for posting or mailing ahead of the meeting, satisfying notice requirements.
- Reusable structure start from a prior meeting's agenda instead of building from scratch.
This meeting
DateOct 14, 2025
TypeRegular
Agenda items6
Decision items2
Tab 3
Board meeting minutes software, published once, official forever
Draft during the meeting, then publish to lock the official record.
- Draft minutes capture discussion and decisions as the meeting happens.
- Publish to lock once published, minutes become the official, unchangeable record.
- Auto-archive to the Vault published minutes land in the Document Vault automatically, visible to all homeowners.
- Homeowner records access published minutes are visible to every homeowner the moment you publish them.
Minutes status
Published this year9
Auto-archived toDocument Vault
Visible toAll homeowners
Editable after publishNo, locked
Tab 4
Board & quorum, who's on the board and what it takes to act
Manage board membership and let quorum calculate itself.
- Add or remove board members keep the roster current as terms change.
- Quorum calculated automatically a majority of the board, for 5 members that's 3, set from your bylaws.
- Configurable in Settings adjust if your governing documents require a different threshold.
- Applied to every meeting attendance is checked against quorum before the board acts.
Current board
Members5
Quorum3 (majority)
ConfigurableYes, in Settings
Applies toEvery meeting
Tab 5
Condo board elections, scheduled backwards from the vote
Condo board elections deadlines, scheduled to the day from the election date.
- First notice at least 60 days before the election date.
- Self-nominations close 40 days before the election.
- Second notice + ballot mailed at least 14 days before the election.
- Secret ballot required signed outer envelope, sealed inner envelope, every time.
Election timeline
First notice60 days before
Nominations close40 days before
Ballot mailed14 days before
Ballot formatSigned + sealed
Tab 6
Run by our voting partner
When the owners vote, a specialist runs the ballot.
- Asked for in the portal one short form, and we pass it on.
- For member votes elections, amendments, annual meetings.
- Independent of the board run on the partner's own system.
- Your record stays here decisions, quorum and minutes.
How it works
Ballots run byOur voting partner
Requested fromInside the portal
Typical usesElections, amendments
Meeting recordStays in your portal
Tab 7
Settings, the rules behind every meeting
Notice rules, quorum requirements, and default visibility, configured once.
- Notice rules set hours and days per meeting type, matched to your association type.
- Association type HOA, condominium or cooperative.
- Default meeting visibility open (Sunshine) or board-only (closed) as your starting default.
- Notifications auto-email meeting notices to homeowners, and remind board members 24 hours ahead.
Notification defaults
Homeowner noticeSent on scheduling
Board reminder24h before, email + SMS
Minutes auto-archiveOn publish
Visibility defaultOpen (Sunshine)
Built for volunteer boards, not parliamentarians
You shouldn't need to memorize the rules to run a proper meeting.
Notice periods, quorum and records access are exactly the kind of rules a volunteer board member forgets under pressure. This HOA board meeting software makes forgetting them structurally difficult.
✓
You are warned before you break a notice rule. The HOA meeting notice requirements clock starts when you schedule, not when a homeowner points it out.
✓
Minutes publish straight to the record. The board meeting minutes software files them where homeowners can find them, with no separate step.
✓
Quorum checks itself. No one has to count heads and do math mid-meeting.
✓
Elections run on a calendar, not on memory. Every condo board elections deadline is calculated automatically from the election date.
Questions boards actually ask
HOA board meeting software, the fine print
Straight answers before you get your board on a call.
How does the software know my HOA meeting notice requirements?+
The defaults are 48 hours posted notice for regular board meetings and 14 days mailed notice for budget-adoption and special-assessment meetings, and your HOA meeting notice requirements are checked every time you schedule. You're warned if a meeting is scheduled inside the notice window.
What does the HOA agenda builder do?+
The HOA agenda builder lets you build the agenda for any scheduled meeting item by item, mark each item as a discussion, a report or a decision, and export it for posting or mailing ahead of the notice deadline.
What counts as quorum?+
A majority of the board must be present before the board can act, for a 5-member board, that's 3. It's set from your bylaws and fully configurable in Settings.
Does the board cast its votes in the portal?+
Board votes are taken at the meeting, the way your bylaws require, and the portal records what was decided, who was present and whether quorum was met. When the owners themselves need to vote, at an annual meeting, an election or on an amendment, the ballot is run by our voting partner and requested from inside the portal.
Do minutes really become public automatically?+
When you publish minutes, the board meeting minutes software locks them as the official record and auto-archives them to the Document Vault, visible to all homeowners. Homeowners can read them without asking anyone.
Does it handle condo board elections?+
Yes. The portal builds the condo board elections timeline from your election date: first notice, self-nominations closing, second notice and ballot, with a signed outer envelope and a sealed inner envelope on every ballot for secrecy. Every deadline is calculated automatically.
Can we keep some meetings private?+
Yes, default meeting visibility can be set to open to all homeowners (Sunshine) or board-only (closed) for litigation or personnel matters, per meeting.
Eleven more modules
Board Meetings & Agendas is one part of the portal.
Ready when your board is
See HOA board meeting software schedule your next meeting inside the legal window.
We'll set up your HOA meeting notice requirements, quorum and board roster together. About 20 minutes, no commitment. We'll also show you the board meeting minutes software working on a real set of minutes.