Documents, requests, approvals, meetings, and members — organized in one secure place. Built for boards of every kind: HOAs, nonprofits, churches, clubs, and associations.
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Maple Grove HOA
142 members · HOA
12
Open Requests
4
Approvals
87
Documents
Pending requests
Pool gate repair
Unit 204 · Mike R.
ARC: fence modification
Unit 312 · Priya P.
Noise complaint — Bldg C
Unit 118 · James M.
CommunityVault is a records, communication, and governance platform. It does not process dues payments or handle accounting.
One platform, end to end
From AI document intelligence to resident onboarding and automated communication — everything your community runs on, in one place.
Upload hundreds of HOA documents and instantly organize, categorize, and search them with AI.
Get instant answers from bylaws, rules, meeting minutes, and policies — with source-backed document snippets.
Import resident spreadsheets in seconds and automatically invite homeowners to join your community portal.
Track requests from submission to approval with automated status updates, notifications, and audit history.
Send announcements, invitations, approvals, and updates through one centralized communication hub.
Perfect for HOAs, condo associations, boards, nonprofits, churches, clubs, and community organizations — CommunityVault scales from a single building to a multi-property portfolio.
Explore the tools boards, HOAs, nonprofits, churches, clubs, and associations use to stay organized.
Maple Grove HOA
Dashboard overview
Members
Open Requests
Pending Votes
Documents
Recent Activity
Clubhouse request approved
2hPool closure notice posted
5hFence policy pending vote
1dNew vendor added: Apex Roofing
2dRequests by status
View members, open requests, approvals, and recent activity from one central dashboard.
AI Search
Ask anything about your records
What is our pet policy?
✨ AIAI found 2 relevant snippets
“Residents may keep up to two domestic petsper unit. Dogs must be registered...”
📄 Bylaws_2024.pdf · page 12
“Pet waste stations are located at three pointsacross the property...”
📄 Community_Rules.pdf · page 4
AI extracts useful snippets from large files so board members and residents can find answers faster.
Resident Requests
12 total · 4 need attention
Broken gate at north entrance
Maintenance · High priority
Request to paint front door
Architectural · Low priority
Pothole on Maple Drive
Maintenance · Med priority
Clubhouse booking — June 14
Facility · Low priority
Residents submit requests and the board can review, assign, approve, or resolve them with full status tracking.
Board Approvals
2 awaiting your vote
Pending
Approved
Rejected
Roof repair — Building C
Apex Roofing · Quote #1042
$4,200
Approve repairs, vendor quotes, reimbursements, policy changes, and resident requests in one place.
Document Vault
318 files · 4.2 GB of 5 GB
Search documents...
Bylaws_2024.pdf
PolicyQ1_Financials.xlsx
FinanceBoard_Minutes_May.pdf
MinutesApex_Contract.pdf
Vendor84% of storage used
Store bylaws, policies, minutes, notices, and vendor files in a searchable document directory.
Board Meeting
May 28, 2026 · Recorded
Agenda
Approve April minutes
✓Review pool maintenance bids
✓Vote on fence policy
Action: Treasurer to send revised budget by Jun 5
Capture agendas, minutes, decisions, and action items without relying on scattered emails.
Announcements
Posted to 142 members
Water shut-off Tuesday 9am–12pm
Buildings A & B affected.
Summer community BBQ — July 4
RSVP at the clubhouse desk.
Landscaping crew on-site Fridays
Post community updates, urgent notices, maintenance alerts, and board announcements.
Member Directory
142 members · 5 board roles
Jane Doe
Active
Mark Klein
Active
Rosa Lee
Active
Tom Singh
Inactive
Manage members, board roles, contact details, and organization records in one secure place.
Vendor Contacts
24 trusted vendors
GreenScape Lawn
Apex Roofing
Hartley & Co.
ClearFlow Plumbing
Keep landscapers, plumbers, attorneys, accountants, and other vendors organized with notes and contact info.
Tasks & Action Items
Tracked from meetings & requests
Send AGM notice to members
Due May 20
Collect 3 landscaping bids
Due May 25
Renew pool permit
Due Jun 2
Draft revised fence policy
Due Jun 10
Assign follow-ups, set due dates, and track board work from meetings, decisions, and resident requests.
Swipe to explore features
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Popular Community Tools
Manage documents, approvals, resident requests, meetings, notices, members, vendors, and tasks without scattered email threads.
Keep board documents, requests, and approvals organized
Review, vote, approve, reject, or request more details
Download meeting minutes, decisions, and board resolutions
Residents submit requests without confusing email threads
Works smoothly on phone, tablet, and desktop
When a president, secretary, or treasurer leaves, years of decisions, emails, and documents often leave with them.
Nobody knows whether Rules_Final_v2.pdf or Rules_Final_v7_UPDATED.pdf is the current document.
Requests arrive through email, text messages, Facebook groups, phone calls, and hallway conversations.
Board members spend evenings chasing documents, responding to complaints, and trying to remember old decisions.
Can you find the vendor quote, approval, and meeting record from three years ago in under 60 seconds?
Residents think nothing is happening because updates, decisions, and meeting records are scattered everywhere.
CommunityVault automatically maintains your institutional memory. The Board Handoff Pack bundles open requests, pending approvals, key documents, vendor contacts, and recent decisions into a single packet for incoming board members.
How it works
Nothing gets lost in email.
From a shared link or the portal, residents submit structured requests — maintenance, ARC modifications, complaints, facility bookings, and more.
Board members review, respond, assign tasks, send to a board vote, or approve directly. Every action is logged with timestamps.
Approved decisions, meeting minutes, and policy changes are stored in the Document Vault — searchable and exportable at any time.
See CommunityVault from both sides: how boards manage the community, and how residents submit requests, follow updates, and stay informed.
Manage requests, documents, approvals, meetings, vendors, tasks, announcements, and board records from one secure dashboard.
Open Board Demo →Submit requests, track status updates, view announcements, browse shared documents, and suggest trusted vendors.
Open Resident Demo →Built for
Homeowners & condo associations
501(c)(3) boards and charities
Deacon boards, councils, committees
Civic clubs and member organizations
Trade groups and professional orgs
Getting started
No IT department needed. No painful setup. Real humans available to help.
Send us your existing documents and member list. We'll help you migrate everything — bylaws, minutes, policies, and contacts — so you start with a full vault, not an empty one.
Email us or use the contact form — we're a small team and respond personally to every question. No ticket queues, no chatbot runarounds.
Contact us →14-day free trial, no credit card required. No annual contract — cancel month-to-month. Export all your data any time, in standard formats you can keep.
Your community's documents are stored in a per-community isolated environment. We never sell your data, share it with other communities, or use it to train AI models. You can request deletion at any time. See our full security overview for details.
Read security overview →No signup required — open the interactive board demo to see how documents, requests, approvals, and meetings all fit together before you commit to anything.
Open board demo →Security & Trust
Admins, board members, residents, and viewers each see only what they're allowed to.
Every action is logged — who did what, when.
Export tamper-evident summaries of every approval, meeting, and decision.
Documents are stored with visibility controls. Sensitive files stay board-only.
Institutional memory survives every election cycle. Nothing leaves with the outgoing board.
Download everything. Your data is yours — always exportable in standard formats.
Pricing
14-day free trial on all plans. No credit card required.
Starter
Perfect for small clubs and groups just getting started.
Community
The most popular plan for HOAs and active nonprofits.
Pro
For larger associations and multi-property boards.
Stop losing decisions in email. Start your 14-day free trial — no credit card required.
14-day free trial · No credit card · Cancel anytime