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Overview
HOALife operates around the concept of Properties and their current Owners. A Property can be a single family home, townhouse, condo, or apartment, so the property has a unique street address (including a Unit or Apartment number).
A Property in HOALife is the cornerstone for Violations Enforcement, Architectural Requests, Communications, and Owner Portal access. Adding all of your community's Properties is usually a prerequisite of using most features of HOALife. Access all-things Properties from the drop-down menu.
Any given Property can have only one Property Owner. Additional contacts associated with a Property can be created as Supplemental Mailing Addresses.
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Overview
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Move Owners Portal
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Owners Portal
HOALife provides a web based Owner Portal for current Owners. Owners can use the Owner Portal to:
- Edit their Contact Information
- View and respond to Violation Notices
- View their Account Balance and Pay Invoices*
- View shared Documents
- Report Rules Violations for other Properties
- Report Asset Deficiencies
- Communicate with the Management
Owners access to the Owner Portal without the need to manage passwords or usernames. Instead, HOALife idenifies Owners by their Property's address and verifies their identity via telephone, email, SMS Text Messaging, unique QR codes, or a unique Property Pin.
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* requires use of our QuickBooks Online Integration
Owners Portal
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Move Ownership Changes
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Ownership Changes
As time passes, Properties within your community will undoutably change ownership. HOALife makes it easy to transition a Property's ownership to a new Owner while retaining historical information tied to the property but archiving owner-specific data.
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Ownership Changes
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Move Overview
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Overview
HOALife offers the ability to streamline and consolidate your owner communications. Select from custom templates or create a new message on the fly. You can send email or postal mail to all or some of your residents with just a few clicks.
HOALife supports promoting a violation into an escalated state once the repeat violation has been recorded a specified number of times.
You can even generate mailing labels and owner rosters for annual meeting sign-in sheets.
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Overview
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Move Letters
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Letters
Property Letters are free-form letters used to communicate in a one-off fashion with property owners. Use cases include welcome or thank you letters. Property Letters should not be confused with Violation Notices or Escalation Letters. Utilize a Property Letter Template as a starting point or start with a blank canvas.
HOALife supports promoting a violation into an escalated state once the repeat violation has been recorded a specified number of times.
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Letters
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Move Email
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Email
Property Conversations are two-way email communications within the HOALife dashboard sent on your behalf. These conversations are a way to handle out-of-cycle, non-violation-related email contact with a property owner which may not fit into an existing process.
These emails are sent from the HOALife system with a special email address that directs replies back to HOALife where they will be displayed on the individual Property Page.
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Email
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Move Bulk Letters and Email
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Bulk Letters and Email
HOALife enables the ability to send out Bulk Emails and Bulk Letters. Bulk communications are used to communicate in a one-off fashion with many property owners at once. Uses cases might include sending out community newsletters, welcome letters, or official updates/ballots/meeting minutes. Bulk communications can be used to communicate with your entire community or a subsection of property owners.
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Bulk Letters and Email
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Move Overview
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Overview
HOALife has a Document Repository feature that allows you to store and share files for your association. Accessing files can be done via the HOALife Dashboard, the property owner Portal, or on your association website via our Website Widget Embed.
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Overview
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Website Embed
Use our website widget embed to automatically publish folders and documents with the Anyone permission to your association website. This small Javascript script will automatically create and display a folder structure on your website. The Website Widget Embed is always up-to-date.
You can customize the look and feel of your Embeded Widget using CSS.
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Website Embed
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Overview
The days of labor-intensive community rules enforcement are over. Record violations and send notices in minutes, not hours. Keep your board members completely informed with our Inspection Summaries. You have full control over your violation types, violation notices, and enforcement criteria.
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Overview
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Move Violation Types
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Violation Types
Your HOALife account is initially configured with a default set of rules that you can utilize as-is or (more likely) edit to match your HOA’s governing documents and applicable rules. You can configure the Violation types, descriptions, cure deadlines, and more exactly as your requirements dictate.
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Violation Types
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Move Inspections
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Inspections
The HOALife Mobile Inspector app is utilized while inspecting an association in its entirety. Completing an inspection on the app triggers the violations enforcement process through the creation of the Violation Notices and Inspection Summary Reports.
When Inspecting, the HOALife Mobile Inspector app works regardless of cellular network coverage. Poor cellular network coverage in your association? No problem.
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Inspections
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Move Delivering Violation Notices
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Delivering Violation Notices
HOALife provides a few facilities to help you keep track of which Violation Notices have been sent to the property owners. This opt-in feature supports the following methods of Violation Notice Delivery:
- Manual - You print and mail the Violation Notices yourself.
- No Touch Mail - Our 3rd party provider prints and mails the Violation Notices for you. Certified Delivery is optional.
- Email - Violation Notices are emailed through the HOALife system.
Violation Notice Cover Letters are dynamic templates that are generated with each violation notice depending on the violation's occurrence count. This allows for escalating verbiage as a property receives repeated violation notices for the same non-compliance.
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Repeat Violations
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Move Escalations
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Escalations
Most associations impose consequences for repeated violations once a specified threshold has been reached. These consequences may include a board hearing, a fine, or other variable processes.
HOALife supports promoting a violation into an escalated state once the repeat violation has been recorded a specified number of times.
HOALife also supports customizing escalation thresholds for specific violation types. This allows you to escalate high-consequence violations after fewer repeat occurrences than violations of a low-consequence nature.
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Escalations
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Move Overview
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Overview
HOALife streamlines and simplifies homeowner modification requests and brings everything online for committee members and/or managers to quickly review, vote, and approve architectural requests.
Architectural Request Forms are fully customizable and allow for the replication of your existing forms.
Homeowners can generate requests through the Owner Portal and provide all necessary information and upload any required files. They can also track the status of their request.
Board Members, Architectural Committee Members and/or Managers can view the request, communicate with the homeowner, vote, and approve or deny from the Architectural Request’s page.
Everything is in one place, a thorough record of the request is creat
Overview
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Move Request Forms
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Request Forms
Architectural Request Forms are a way to define the information required by your association for a Property Owner to successfully submit an Architectural Request. HOALife allows for fully customizable creation of these forms.
You can name your form, add a description and any desired fields. The amount of detail and precision you require for your Architectural Requests is up to you. Attach your published architectural guidelines, color pallets, etc. directly to the request form to remove ambiguity for the property owner. Fields can be required or optional.
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Request Forms
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Move Owner Requests
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Owner Requests
An Owner can log into the Owner Portal to view their submitted requests or to create new requests.
A summary of the required information is displayed so the Owner knows exactly what is required to submit the request without the need to contact the Board or Manager.
The Owner provides the required information, forms, and eSignatures and then submits the Request for review.
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Owner Requests
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Move Voting, Approvals, and Denials
Open Voting, Approvals, and Denials
Voting, Approvals, and Denials
Once a property owner has submitted their Architectural Request, you may require additional information, clarification on data input by the property owner, or general comments.
Communicate with the property owner directly within the Architectural Request about the status of their request, the requirement for resubmittal, or clarification about some of the information they submitted.
Once the property owner has submitted enough information for your Architectural Request committee to approve or deny the request, record the verdict with any comments or conditions.
Follow up with the property owner with official approval/denial with an official letter if you so chose.
Deficiencies are issues that are noted about Assets during an inspection or from the HOALife Dashboard. What a Deficiency is to an Asset, a violation is to a property.
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Overview
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Move Work Orders
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Work Orders
When a Deficiency is created, HOALife can be used to document and manage the correction of the issue. Within an individual Deficiency, you can add notes, tags, generate Work Orders, edit, snooze, destroy, and mark as "resolved".
Work Orders can be shared with vendors and internal maintenance staff to ensure there are no misunderstandings.
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Work Orders
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Move QuickBooks Online
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QuickBooks Online
HOALife integrates with QuickBooks Online. Most other software in the HOA Management space is bespoke accounting software with HOA operations tools built on top. This means they do accounting in their own unique ways and often provide HOA operations tools as an afterthought.
HOALife has taken the opposite approach. HOA operations tools are first-class citizens without reinventing the accounting wheel; you can use whatever accounting system you or your accountant already know while focusing on your HOA operations.
QuickBooks Online is a great option for HOA accounting.
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QuickBooks Online
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Move Rent Manager
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Rent Manager
HOALife and Rent Manager have partnered to bring users a web-based violations enforcement solution that automates the entire violations process for HOAs and Manufactured Housing Communities and is fully integrated with your Rent Manager setup
Violations Enforcement just got easier. The days of labor-intensive community rules enforcement are over. Record violations and send notices in minutes, not hours. A thoughtful process optimized for efficiency and accuracy.
Learn More: https://www.rentmanager.com/integrations/hoalife
Rent Manager
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Move Zapier
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Zapier
Zapier lets you connect HOALife with thousands of the most popular apps, so you can automate your work and have more time for what matters most—no built on top. This means they do accounting in their own unique ways and often provide HOA operations tools as an afterthought.
The possible use cases are endless. Customize reporting, trigger emails and notifications, interact with thousands of systems, and more.
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Zapier
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Move Others
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Other Systems
HOALife also plays nice with many of the HOA accounting systems and facilitates the process of ownership updates and maintaining two systems in parallel.
We offer direct imports from other systems including:
- TOPS[ONE]
- TOPS Server
- AppFolio
- Buildium
- CondoManager
- Caliber
- Cinc
- and more...
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Others
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Public API
HOALife also offers a comprehensive API to integrate with your other systems. The API provides scoped Read, Write, Update, and Destroy actions for most resources. Webhooks are also an option.
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Public API
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