How it works
Your website, resident portal and board console share the same records
Anything entered in one place shows up in the others, so nobody on the board has to copy information from one system to another.
An ordinary week
What a week on the board looks like
Here are five typical tasks. Each one is done once, and the rest of the board can see what was done.
-
Mon
A neighbor reports a new fence.
You record the violation and send a courtesy notice. The case status changes to "warning sent" automatically.
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Tue
A dues check arrives.
Click Paid and enter the check number. The owner's portal balance and the Collections screen update at the same time.
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Wed
A resident asks to book the clubhouse.
Check the calendar and approve the booking. The fee and deposit are added to the household's account.
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Thu
The water will be shut off tomorrow.
Post one announcement. It appears on the website and in the portal, and it is emailed to residents who signed up for email.
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Fri
A title company needs a closing letter.
The title company has already paid for it, so you issue the letter from the request queue.
Roles
Each person sees only what their role allows
Access is tied to the position a person holds, such as owner or treasurer. When someone leaves that position, their access ends with it.
Homeowner
- Sees their own balance, notices, requests, bookings and ballots
- Cannot see a neighbor's account
Renter
- Can use bookings, the forum, lost-pet alerts and requests
- Cannot see the owner's balance or cast the owner's vote
Treasurer or director
- Has full access to the board console
- Cannot see who filed a complaint when the board has set that to "President only"
President
- Sees everything, including who filed a complaint
- Controls site settings and feature switches, and reads the audit log
Committee member
- Sees a portal page showing what the committee may decide
- Has no access to the board console
Collections
When an owner stops paying
Before the board acts, it has to show that each step was handled properly. Each step is recorded as it happens, and the Collections screen lists anything that is missing.
- 1
Charge recorded.
Each charge names the board vote that approved it. The time limit for collecting it runs from its own due date.
- 2
Notice sent.
Each notice is numbered, and the delivery method, address and outcome are recorded.
- 3
Warning, then privileges paused.
If you choose, amenity use and voting pause once a balance passes your limit and a warning has gone out.
Optional - 4
Payment plan offered.
The owner can request a payment plan from the portal.
- 5
Lien readiness check.
The account is marked "Provable" once every required record is on file. Otherwise it lists what is missing.
Getting started
From "let's try it" to residents signed in
Most of the setup is entering information you already have. You can do it yourselves with the setup guide, or have us do it for you.
Open the demo.
Nothing to install and nothing to sign.
Talk to us.
We confirm your plan and create your community at yourname.hoainabox.com.
Set it up.
Work through the setup guide, which is designed as an afternoon's work: your name, logo, contact details, feature switches and homes.
Invite residents.
Invitations go out by email. Anyone who requests an account waits until the board matches them to a home.
Add your own domain.
Point your domain at us whenever you are ready. Nothing has to be rebuilt.
FAQ