HOA Management Software Just in Time for Summer

You know it’s summer when you see packs of kids roving around the neighborhood, riding their new hoverboards, fat-tire bikes, and whatever is the latest trend in childhood transportation. You also know it’s summer when you start asking if your HOA software can help you stay on top of all the planning.

Summer is the best time to live in an HOA. It’s a time for cookouts, neighborhood pool parties, garage sales, and all-day capture-the-flag games at the neighborhood park. It’s also the time of year when most homeowners are spending more time at home and realizing how annoying their otherwise wonderful neighbors can be. 

The neighborhood group message is full of questions about the pool. Some members are complaining about kids playing in their yard on NextDoor. A new neighbor is trying to book the clubhouse through the Facebook Page. Your board can’t seem to send the latest newsletter about the cookout (and dues) to the most recent email list. 

Summertime is a great opportunity for connection, but connection at the neighborhood level requires more organization and transparency than a group message can offer. That’s where good HOA management software comes in. 

HOA software services like PayHOA give neighborhoods the HOA management software they need to communicate in one organized place. 

The software includes: 

• Mass Communications Tools to schedule, send, and monitor mass messages, calls, and emails from one dashboard
• Message Boards for community members to communicate while creating a knowledge base to help answer future questions
• A Mailroom for sending official and custom-branded vendor checks, bulk communications, or violation notices
• A Website builder to give your community a central online location that integrates with your back-office HOA management software

Organize Mass Communications in One Place

Your board will send a communication to your entire community—or at least attempt to—at some point in the next two months. You may have to close the office while staff is on vacation, communicate a new pool schedule, or update neighbors on road closures or summer maintenance.

PayHOA offers mass communication tools to make sure your whole community has the information they need, whether it’s for their safety, or simply so they don’t miss out on community fun. 

• Broadcast messages are unlimited.
  • All broadcast messages (email, phone calls, and SMS) are free and unlimited through our HOA management software.
• Communications can be scheduled.
  • Prepare and schedule your messages ahead of time so you can get ahead.
• Log community communications.
  • Keep a paper trail to improve service, track homeowners’ feedback, and protect all parties in the event of disputes. 
• The calendar manages itself.
  • The interactive calendar is great for giving your neighbors insight into the community, growing engagement, and managing shared resources and spaces. 
• Automated phone calls save your board time.
  • Just because most of us live in the digital age doesn’t mean all your neighbors do. Either way, they get enough emails and texts that it’s easy to overlook one of your communications. Automated phone calls can increase accessibility, successful communication rate, and engagement. 

Build and Organize Communities on Message Boards

The burden of communication doesn’t have to rest on your shoulders alone. Good HOA management software gives homeowners the tools they need to organize their own sub-groups, answer each other’s questions, and maintain an open community. 

A central message board can reduce messy listservs, reply-all drama, and the common problem of multiple email threads and group texts. 

PayHOA gives its HOA communities robust message boards, including:

• Bulletin boards for one-way communication
  • One place to announce HOA meetings, neighborhood events, pool and clubhouse hours, reservation policy changes, and everything else that’s likely to come up this summer. 
  • These one-way message boards help you block out some of the noise by eliminating unnecessary comments. 
• Group communications let neighbors in clubs and subgroups share interest-specific ideas.
  • The pickleball club will be happy when you give them a dedicated channel. 
  • The rest of the neighborhood will be happy to no longer get notifications when Dan and Brenda fight about the differences between faults in tennis and pickleball. 
• Open forums are a digital townsquare.
  • Your neighbors can communicate openly and transparently without taking to Facebook or Nextdoor to passive-aggressively post about dog poop or boat parking.
  • As an added benefit, these spaces serve as open spaces and archives that provide answers and solicit group input for persistent questions.

A Mailroom Inside Your HOA Management Software

A digital dashboard for managing snail mail. A digital mailroom sounds like an oxymoron, but imagine mailing all of your vendor checks, invoices, and violation letters with the click of a button.

Templatize and automate the sending of community newsletters, welcome packets, or any other print document. 

The best part is that it’s all on-brand, professional, and sent through the PayHOA platform. 

PayHOA users commonly use our HOA management software for:

• On-brand mailers.
  • Maintaining a professional appearance is important for a governing board. Having access to first-class printing and mailing services puts professionalism on automatic. 
• Send first-class invoices.
  • Send invoices straight to your members’ mailboxes with the click of a button. All invoices are sent through trackable first-class USPS Mail and include payment slips and return envelopes. 
• Make violation notices easier.
  • Deliver violation letters quickly and professionally to avoid escalation in disputes. 
• Pay vendors instantly.
  • PayHOA prints and mails vendor checks straight from your HOA management software dashboard. 
• Send custom documents that still look professional.
  • The mailroom goes beyond automated invoices vendor checks. PayHOA’s mailroom lets you print and send your own custom documents, whether it’s a flyer for a neighborhood project or a reminder for your homeowners to stick to their fridge. 

Let Our Website Builder Do the Heavy Lifting

When the next generation of homeowners have a question or a problem, they don’t pick up the phone. They search for an answer online first. 

PayHOA comes with a Weebly-integrated website builder, so you can give your HOA a professional online presence. 

Make sure that your community is operating off the same set of information, and give your private community a public access point online. Promote your community to prospective residents and help your current residents find everything they need and easily navigate to their member portal. 

• Drag-and-drop tools make designing and updating accessible.
  • The PayHOA platform’s HOA-specific custom templates make using the provided tools even easier.
• Weebly-Powered functionality integrated into PayHOA.
  • Weebly keeps its websites up-to-date with the latest tools, functionality, and security. When technology and trends change or your software needs to be updated, they handle it for you. They also make it easier than ever to build a website. 
• Branded login pages build trust.
  • Handing over personal information is scary on the internet. Financial information is even scarier to part with. Your members want to feel confident and secure they are in the right place online, and a branded website and login portal can reassure them. 

With the evolution in mobile communications and the transition of homeownership toward younger populations, HOAs are expected to adapt and modernize their practices. Modernizing doesn’t have to be a chore. It can take away roadblocks to better communication, financial transparency, and HOA management so you and your board can focus on building stronger communities. 

Consider updating your HOA management software to capitalize on community before summer is in full swing.