Search across everything
Find any document by name, folder or tag, instantly, instead of guessing which folder someone filed it in. That is what HOA document management software should do.
Every document, found in seconds
HOA document management software where every file is found in seconds.
Governing documents, financials and records, organized, searchable and access-controlled by role, with HOA records inspection requests and the condo website posting requirement tracked automatically instead of discovered during an audit.
Records tracking built in
Records-inspection requests and website-posting requirements, tracked automatically.
Search across everything
Access tiered by role
What you can actually do
Every record your association owns, organized like it matters.
This HOA document vault is not a shared drive with folders nobody remembers. It is built around who is allowed to see what, and why.
Three-tier access control
Board sees everything, committees see their assigned documents plus public ones, homeowners see only what's shared with all.
HOA records inspection tracking
Members can ask to inspect official records. Every request is logged with its response clock running.
Condo website posting requirement checklist
Where a condo has to post documents on a website, the checklist shows which required documents are posted and what is missing. It turns the condo website posting requirement into a checklist.
Auto-archived minutes
Published board minutes land in the vault automatically, no separate upload step required.
Trash, not permanent deletion
Deleted files stay recoverable until trash is emptied, and governing docs can require two-step approval to delete at all.
Committee-level sharing
ARC, Landscaping, or any working group you define, granted access to exactly the documents they need.
Version history
Every re-upload keeps the prior version, so nothing is silently overwritten and lost.
Full export & backup
Download the entire vault as a ZIP, or just the governing docs as a PDF bundle.
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
HOA document vault, every file searchable instantly
Every document, filterable by access level, file type, or committee.
- Search by name, folder, or tag find anything in seconds, not by remembering a folder structure.
- Filter by access level all homeowners, board only, or committee, narrow instantly.
- Filter by file type PDF, Word, spreadsheet, or image.
- Recently added view newly uploaded files and freshly published minutes, newest first, automatically.
Vault snapshot
Total documents312
Folders18
Storage used2.4 GB of 10 GB
Added this month9
Tab 2
Shared & access, who sees what, and why
Access is tiered by design, not an afterthought.
- Board sees everything no restriction, always.
- Committees see their scope documents shared with them, plus anything public.
- Homeowners see the public tier only documents explicitly marked All homeowners.
- Change access from any document adjust the tier right from its row or detail panel, no re-upload needed.
Access tiers
Board onlyRestricted
Committee + boardScoped
All homeownersPublic tier
Tab 3
Trash, deleted doesn't mean gone
Recoverable until you say otherwise.
- Deleted documents stay recoverable restore anything removed by mistake.
- Empty trash to finalize permanent removal is a separate, deliberate action.
- Two-step delete for governing docs optional extra approval step before critical documents can be removed.
- Nothing disappears silently every deletion is visible and reversible until trash is emptied.
Trash behavior
Recoverable untilTrash emptied
Governing doc deleteOptional 2-step approval
Who can empty trashBoard
Tab 4
HOA records inspection, with the response clock tracked
Members' right to inspect official records, handled as a documented request.
- Log every request the moment a written request comes in, the 10-business-day clock starts.
- Track status per request see exactly how many days remain before your response deadline.
- Permanent request history every inspection request this association has ever received, on record.
- Protects the association a documented, timely response is what a records request calls for.
Inspection rule
CoversMember records requests
Response window10 business days
Clock startsAt submission
Currently open1 request
Tab 5
Condo website posting requirement, checked off
Some condos must keep an independent website with specific documents posted. Check the requirement for your association.
- Required postings checklist shows exactly what's on file and what's still missing.
- 30-day posting deadline tracked from the point a document becomes required.
- Applies to 150+ unit condos the checklist flags whether your association meets the threshold.
- One place to confirm compliance instead of manually cross-checking a website against a list.
Posting requirement
CoversCondo website postings
Applies toCondos, 150+ units
Posting deadline30 days
Tracked viaCompliance checklist
Tab 6
Settings, the defaults behind every upload
Configure access defaults, version behavior, and committee structure.
- Default access for new uploads board only, committee, or all homeowners, set once so nothing uploads too public by accident.
- Auto-archive published minutes send board minutes to the vault automatically the moment they publish.
- Keep version history save prior versions whenever a document is re-uploaded.
- Committees define working groups like ARC or Landscaping, and control exactly what they can see.
Vault defaults
New upload accessBoard only
Version historyOn
Auto-archive minutesOn
Notify on new shared docOn
Built for volunteer boards, not records clerks
The document nobody can find is the one that costs you later.
A missing governing document or a blown HOA records inspection deadline is a real legal exposure, not just an inconvenience. This HOA document management software exists so the board never discovers that the hard way.
✓
Search replaces remembering. The HOA document vault means no one needs to know which folder something lives in.
✓
The inspection clock runs itself. HOA records inspection requests are tracked from the moment they are submitted.
✓
Minutes file themselves. Published board minutes land in the vault with zero extra steps.
✓
Deletion has a safety net. Nothing important disappears without a second look.
Questions boards actually ask
HOA document vault, the fine print
Straight answers before you get your board on a call.
How much storage do we get?+
10 GB included in the HOA document management software, enough for years of governing documents, financials, meeting minutes and photos for a typical association, with usage tracked by category on the dashboard.
Who can see what?+
Access is tiered: the board sees everything, committees see what's shared with them plus anything public, and homeowners see only documents explicitly marked All homeowners.
Does this handle HOA records inspection requests?+
Yes. Members can ask to inspect official records, and every request is logged and tracked for HOA records inspection, with the response clock starting the moment it's submitted. Response windows differ by state, so check yours with your attorney.
What about the condo website posting requirement?+
Some condo associations must maintain an independent website with specific documents posted. A built-in checklist for the condo website posting requirement shows exactly what's on file and what's missing. Check which documents your association has to post.
What happens if we delete something by mistake?+
Deleted documents go to Trash and stay recoverable until it's emptied. You can also require two-step board approval before governing documents can be deleted at all.
Eleven more modules
Document Vault is one part of the portal.
Ready when your board is
See your HOA document vault organized and access-tiered, live.
We'll import your current records into the HOA document management software and set up committee access together. About 20 minutes, no commitment. We will also walk through your condo website posting requirement checklist.