What kinds of requests can residents submit?

Maintenance, architectural or modification, complaints, document requests, event or facility bookings, parking, reimbursement, and general requests. Residents can mark a request as urgent so it stands out in the board's queue.

How do residents submit a request?

The board invites residents by email — one at a time or by importing a spreadsheet. Once they accept, residents use their portal to submit requests, see each request's status, and read the board's response.

Will residents be notified when something changes?

Yes. When email is configured for your community, residents get an email when the status of their request changes or when the board needs more information, and the board is emailed when a new request comes in.

Can board members keep notes residents don't see?

Yes. Each request has internal notes for the board and a separate public response that the resident sees. That keeps board discussion private while still giving residents a clear answer.

What if a request needs a board vote?

Send it to a board vote directly from the request. CommunityVault creates a linked board approval, the request status changes to Sent to Board Vote, and board members vote Approve, Reject, or Abstain.

CommunityVault

Resident request tracking

Every Resident Request, Tracked From Submitted to Done

Stop losing maintenance requests, architectural applications, and complaints in texts and inboxes. CommunityVault gives residents one place to ask and gives your board one queue to work from.

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Why resident requests fall through the cracks

Most volunteer boards don't have a request system — they have five of them.

Requests arrive everywhere

Email, text messages, phone calls, social media groups, and conversations at the mailbox. None of it lands in one place.

Nobody owns the follow-up

Three board members see the same email, each assumes someone else replied, and the resident hears nothing.

Residents chase for updates

Without a status to check, residents call or email again — and then contact another board member.

Missing details

An architectural request arrives without the paint color, dimensions, or contractor, and the back-and-forth starts over.

No record of what was decided

Months later, nobody can find out whether that fence was approved, who approved it, or why.

Urgent issues get buried

A broken gate or a water leak sits in the same inbox as a parking question.

How CommunityVault helps

One request queue for residents and the board

Residents get a simple portal. The board gets a structured queue with status, urgency, and history.

Structured submissions

✓Request types for maintenance, architectural changes, complaints, documents, facilities, parking, and more
✓Residents can flag a request as urgent
✓Each request captures the resident's name, unit, and a description
✓Residents can reply when the board asks for more information

A board queue that shows what needs attention

✓Filter by status: Submitted, Under Review, More Info Needed, Sent to Board Vote, Approved, Assigned, Completed, and more
✓See counts of open, urgent, and not-yet-answered requests
✓Assign a request to a board member
✓Keep internal notes separate from the public response

Residents stay informed

✓Residents see the current status of every request in their portal
✓Email updates when the status changes or more information is needed
✓The board's public response is shown right on the request
✓The board is emailed when a new request is submitted

A record that lasts

✓Every status change is saved to the request's history
✓Send a request to a board vote with one linked approval
✓Print a resident request summary report for meetings
✓Open requests are included in the Board Handoff Pack

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

How it works

How a request moves through CommunityVault

01
Resident submits
The resident picks a request type, describes the issue, and marks it urgent if needed.
02
Board reviews
A board member reviews, adds internal notes, asks for more info, or assigns it.
03
Decision or action
Approve, reject, or send it to a board vote. The resident is emailed when the status changes.
04
Closed and recorded
Mark it completed. The status history stays with the request for future boards.

FAQ

Resident request tracking FAQ

What kinds of requests can residents submit?: Maintenance, architectural or modification, complaints, document requests, event or facility bookings, parking, reimbursement, and general requests. Residents can mark a request as urgent so it stands out in the board's queue.
How do residents submit a request?: The board invites residents by email — one at a time or by importing a spreadsheet. Once they accept, residents use their portal to submit requests, see each request's status, and read the board's response.
Will residents be notified when something changes?: Yes. When email is configured for your community, residents get an email when the status of their request changes or when the board needs more information, and the board is emailed when a new request comes in.
Can board members keep notes residents don't see?: Yes. Each request has internal notes for the board and a separate public response that the resident sees. That keeps board discussion private while still giving residents a clear answer.
What if a request needs a board vote?: Send it to a board vote directly from the request. CommunityVault creates a linked board approval, the request status changes to Sent to Board Vote, and board members vote Approve, Reject, or Abstain.

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Give residents one place to ask

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