What is HOA board management software?

It is a shared workspace for the volunteer board. Instead of running the association through personal inboxes and shared drives, the board keeps documents, resident requests, votes, meeting minutes, vendors, and tasks in one place that every current and future board member can access.

Does CommunityVault collect HOA dues or handle accounting?

No. CommunityVault is a records, communication, and governance platform. It does not process dues payments, collect money, or replace your accounting tools. Keep using your existing bank, management company, or bookkeeping software for finances.

Can residents use it too?

Yes. You can invite residents individually or by importing a spreadsheet. Residents get their own portal where they can submit requests, follow status updates, read announcements, browse documents the board has made resident-visible, and suggest vendors for board review.

What happens when our board changes?

New board members are invited into the same workspace and see the documents, requests, and history the previous board left behind. The Board Handoff Pack report bundles board members, open requests, pending approvals, open tasks, and key vendors into one printable packet.

How much does it cost?

Plans start at $19 per month, and every plan includes a 14-day free trial with no credit card required. There is no annual contract — you can cancel month to month. See the pricing page for plan limits.

CommunityVault

HOA board management software

Stop Managing Your HOA Board in Email

Email chaos, lost documents, and scattered vendor info don't have to be normal. See how CommunityVault helps HOA boards take back hours every month by keeping requests, votes, documents, and vendors in one secure place.

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14-day free trial · No credit card required · Cancel anytime

The board management headaches you know

Documents everywhere

Bylaws in a shared drive, meeting minutes in email attachments, vendor contracts on someone's laptop. New board members have no idea where anything is.

Email chaos

Requests buried in reply-all threads. Important decisions made in subject lines. No clear record of who approved what.

Vendor information lost

Contractor numbers on sticky notes, insurance certificates nobody tracks, and recommendations scattered across text messages.

Residents left guessing

Requests disappear into the void. Residents don't know if their issue is being handled, so they call multiple board members for updates.

Board turnover

Every election, new board members start from scratch. Institutional knowledge walks out the door and past decisions are forgotten.

Volunteer time drain

Board members spend evenings chasing documents, emails, and requests instead of the work they volunteered for.

How CommunityVault helps

One workspace for every board responsibility

CommunityVault replaces the patchwork of inboxes, shared drives, and spreadsheets with one portal for the board and residents.

Central document vault

✓Store bylaws, CC&Rs, minutes, budgets, contracts, and policies in organized categories
✓AI suggests a category and summary for uploaded documents — the board reviews before it goes live
✓Ask plain-language questions and get answers drawn only from your documents, with sources cited
✓Set each document to resident-visible, board only, or private

Resident request tracking

✓Residents submit maintenance, architectural, parking, and other requests from their portal
✓The board sees every request in one queue with status, urgency, and assignment
✓Residents get email updates when status changes or more information is needed
✓Each request keeps a history of status changes

Board approvals

✓Send a request or proposal to a board vote: Approve, Reject, or Abstain
✓Votes are recorded with the member's name, date, and optional comment
✓Add a final decision note and link the approval to the request it came from
✓Export a timestamped PDF record of the vote

Vendor management

✓Board vendor directory with contacts, category, notes, and status
✓Record each vendor's insurance expiration date alongside their details
✓Residents can suggest vendors; the board reviews before anything is published
✓No more sticky notes or lost phone numbers

CommunityVault is a records, communication, and governance platform. It does not process dues payments or handle accounting.

How it works

From resident request to recorded decision

01
Resident submits a request
Residents use their portal to submit a structured request instead of emailing a board member.
02
Board reviews and acts
The board adds internal notes, asks for more info, assigns a follow-up, or sends it to a vote.
03
Vote and decide
Board members vote Approve, Reject, or Abstain. The resident is notified when the status changes.
04
Report and hand off
Print summaries for annual meetings and bundle open items into the Board Handoff Pack.

FAQ

HOA board management FAQ

What is HOA board management software?: It is a shared workspace for the volunteer board. Instead of running the association through personal inboxes and shared drives, the board keeps documents, resident requests, votes, meeting minutes, vendors, and tasks in one place that every current and future board member can access.
Does CommunityVault collect HOA dues or handle accounting?: No. CommunityVault is a records, communication, and governance platform. It does not process dues payments, collect money, or replace your accounting tools. Keep using your existing bank, management company, or bookkeeping software for finances.
Can residents use it too?: Yes. You can invite residents individually or by importing a spreadsheet. Residents get their own portal where they can submit requests, follow status updates, read announcements, browse documents the board has made resident-visible, and suggest vendors for board review.
What happens when our board changes?: New board members are invited into the same workspace and see the documents, requests, and history the previous board left behind. The Board Handoff Pack report bundles board members, open requests, pending approvals, open tasks, and key vendors into one printable packet.
How much does it cost?: Plans start at $19 per month, and every plan includes a 14-day free trial with no credit card required. There is no annual contract — you can cancel month to month. See the pricing page for plan limits.

HOA document management Resident request tracking Board approval software HOA vendor management Board handoff checklist Pricing

See HOA board management that actually works

Explore the interactive demo with sample data, or start your 14-day free trial — no credit card required.