CV
CommunityVault
Start Free Trial

HOA document management

Never Lose an HOA Document Again

Bylaws buried in a shared drive? Meeting minutes scattered across emails? Vendor contracts on someone's laptop? Put every record in one secure vault your whole board can search.

See the Full DemoStart Free Trial

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

The document chaos problem

Bylaws in three places

Nobody is sure which copy of the governing documents is current, so every question turns into an email hunt.

Minutes lost in email

Approved minutes live in a past secretary's inbox and are hard to produce when a homeowner asks.

Contracts filed inconsistently

Vendor agreements and insurance certificates are saved wherever the person who received them happened to put them.

New board members start blind

Incoming officers have no map of what exists or where it lives, and the outgoing board has moved on.

Records requests take days

When a homeowner asks to inspect records, someone has to dig through folders, drives, and attachments to find them.

Everyone sees everything — or nothing

Shared drives make it hard to keep board-only material private while still sharing public documents with residents.

How CommunityVault helps

One central document vault

CommunityVault gives your HOA a single, organized home for its records, with the right access for each role.

Upload and organize

  • ✓Upload many files at once through the AI Migration Assistant
  • ✓AI suggests a category and summary; a board member reviews before publishing
  • ✓Categories built for associations: Bylaws, CC&Rs, Rules, Minutes, Budgets, Contracts, Insurance, and more
  • ✓Uploader and upload date are recorded for every document

Find answers fast

  • ✓Search documents by title and filter by category
  • ✓Ask the AI assistant a question and get an answer drawn only from your documents
  • ✓Every AI answer lists its source document and page
  • ✓Scanned PDFs and images are processed with OCR so their text is searchable

Control who sees what

  • ✓Set each document to resident-visible, board only, or private (admin)
  • ✓Residents see only resident-visible documents in their portal
  • ✓AI answers respect the same visibility rules
  • ✓Document uploads, views, and AI searches are logged

Keep records through turnover

  • ✓New board members get access to the full vault as soon as they're invited
  • ✓Print a document list report for annual meetings or handoffs
  • ✓Deleting a document also removes it from the AI index
  • ✓Free migration help to move your existing files in

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

How it works

From scattered files to a searchable vault

  1. 01

    Gather your files

    Collect bylaws, minutes, budgets, contracts, and policies from drives, inboxes, and laptops.

  2. 02

    Upload in bulk

    Drop them into the AI Migration Assistant. Text is extracted and a category is suggested for each.

  3. 03

    Review and publish

    Confirm titles, categories, and visibility, then publish to the vault.

  4. 04

    Search and share

    Board members and residents find what they need — each seeing only what they're allowed to.

FAQ

HOA document management FAQ

What kinds of HOA documents can we upload?
PDFs, images, plain text, CSV, and saved email (.eml) files have their text extracted — scanned PDFs and images via OCR — so the AI assistant can answer from them. Word and Excel files can also be uploaded; they are stored and flagged for board review.
How are documents organized?
When text can be extracted, each upload gets an AI-suggested category — for example Bylaws, CC&Rs, Meeting Minutes, Budgets, Contracts, Insurance, or Architectural Requests — plus a short summary. A board member reviews the title, category, and visibility before the document is published to the vault.
Can residents see every document?
No. Each document is set to resident-visible, board only, or private (admin). Residents only see resident-visible documents, and the AI assistant only answers from documents the person asking is allowed to see.
How does the AI document search work?
Ask a question in plain language, such as "What are the pool hours?" CommunityVault finds the most relevant passages in your indexed documents and answers only from them, listing the source document and page so you can check the original.
Is our data used to train AI models?
No. Text is sent to our AI provider (OpenAI) only to answer a question or process an upload, and per OpenAI's API policy it is not used to train their models. See our security overview for full details on hosting and data handling.

Related

HOA document management guideHOA board management softwareMeeting minutes softwareBoard handoff checklistSecurity overview

Give your HOA a complete document library

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

See the Full DemoStart Free Trial