Are you in Compliance?

New Condo and HOA Law have passed, impacting Florida Condo and HOA Communities.   Here’s what you need to know about HB1203 and HB1021.

Florida condo and HOA residents and board members remember when Chapter 17 went into effect in January 2019.  At that time, it required that all condominium communities managing more than 150 provide a website. New legislation (HB1203) has passed in the Senate that states all HOA communities with 100 or more parcels must provide a digital copy of specified documents by January 1, 2025.  HB1021 requires Condos with 25 or more units to have a website by January 1, 2026.    There’s more than enough time for your community to prepare, but we recommend you do your research now and avoid scrambling at the last minute!

What are the requirements in regards to sharing official community documents (HB1203)?

• HB1203 states that associations with 100 or more HOAs, effective January 1, 2026 maintain a digital copy of certain official records for download on the association’s website or through an app on a mobile device.
• Make a copy of records or the records available that are subpoenaed by a law enforcement agency within five days of receiving the subpoena.
• Maintain official records for at least seven years, unless the association’s governing documents require a longer period of time.
• This law also requires that rules and covenants, and updates to those documents must be made available to residents.

What are the new requirements for HB1021?

HB1021 will also require digital access to documents beginning January 1, 2026.   

• Condominium associations with 25 units or more will be required to maintain specified records available for download on the association’s website or by a program on a mobile device.  
• Requires associations to maintain additional accounting records (such as, invoices and other documentation that shows any receipt or expenditure).  A condominium association may satisfy a request for access to records by making the records available for download on the association website.  
• Includes criminal penalties if an association refuses to release or if it destroys official documents. 

How to stay ahead of HB1203 and HB1021. 

Identify the needs of your community website.

1. Define Goals and Objectives: Start by clearly defining the purpose of the website. Determine what you want to achieve with the new website.  In addition to providing the platform for sharing required documents (HB1203 and HB1021), think about how else you want to improve communication.

2. Gather Requirements:   Get input from HOA board members, property managers, residents, and any other relevant parties. Identify the features, functionalities, and content that the website should include to meet the needs of the community.

3. Select a Website Platform:  Research your options for community websites and portals.   Many vendors today offer complete CRM and portals with secure login access. In addition to providing access to documents, you can also manage your rule violations, maintenance requests and automated communications. 

4. Ongoing Maintenance and Updates: Establish a plan for ongoing maintenance, updates, and improvements to keep the website current and relevant. Assign responsibilities for website management and uploading and communicating when required documents are available.

Now you know your general requirements. How do you decide if you want a community website, or a resident portal?  What are the differences?

Community websites and resident portals serve similar purposes in providing information and facilitating communication within a community.  However, there are key differences between the two that may influence your decision on which option to choose:

1. Scope and Functionality:

• Community Website – A community website typically serves as a public-facing platform that provides general information about the community. Information includes history, amenities, events, news updates, governing documents, and contact information. It may also include features such as photo galleries, community forums, and directories.

• Resident Portal – A resident portal is a secure online platform that is accessible only to residents of the community. It focuses more on providing personalized services and features that cater to the needs of residents. Features like online payment processing, maintenance requests, event registrations, community directories, document management (e.g., accessing HOA documents), and communication tools (e.g., message boards, email notifications).

2. Audience and Access Control:

• Community Website – A community website is typically accessible to the public, including residents, prospective homebuyers, and external stakeholders. It serves as a marketing tool to promote the community and provide information to a broader audience.
• Resident Portal – A resident portal is accessible only to registered residents of the community who have login credentials. It provides a secure environment for residents to access personalized services and interact with community-specific information and resources.  Providers such as Pilera offer password-protected websites that allow boards and residents to securely access important documents.

3. Integration with Management Systems:

• Community Website – A community website may integrate with management systems used by the community to update content, manage events, and disseminate information. However, it may not offer the same level of integration with resident-specific services and functionalities.
• Resident Portal – A resident portal is often integrated with management systems to provide seamless access to resident-specific services, such as online payments, maintenance requests, and amenity reservations. This integration streamlines administrative processes and enhances the user experience for residents.

4. Communication and Engagement:

• Community Website – A community website may serve as a platform for one-way communication, such as posting announcements, newsletters, and community updates. While it may offer features for community engagement, such as forums or comment sections, the level of interaction may be limited.
• Resident Portal – A resident portal fosters two-way communication and engagement between residents and community management. It provides tools for residents to communicate with each other, participate in discussions, and collaborate on community initiatives. It also enables community managers to communicate directly with residents and gather feedback in real-time.

When deciding between a community website or portal, consider factors such as the specific needs and preferences of your community, the desired level of access security, and the available budget and resources. In some cases, a combination of both may be the most effective solution to meet your community’s needs.

What are the benefits to having a website or portal for my community?

Offering a community portal or website can bring numerous benefits to both the community management and its residents. Here are some of the key advantages:

1. Improved Communication – A community portal or website serves as a centralized platform for disseminating information, announcements, newsletters, and updates to residents. It allows for efficient communication between management and residents, reducing the reliance on traditional methods such as printed newsletters or bulletin boards.

2. Enhanced Accessibility – A digital platform makes information easily accessible to residents anytime, anywhere, using their computers, smartphones, or tablets. Residents can access important documents, event calendars and community news without the need to visit an office or attend meetings.

3. Increased Transparency – Portals or websites promote transparency by providing residents with access to important community documents. Documents such as governing documents, meeting minutes, financial reports, and maintenance records. This transparency builds trust and confidence among residents and fosters a sense of accountability within the community.

4. Streamlined Processes – Online portals can streamline administrative processes for both residents and community management. Residents can submit maintenance requests, reserve amenities, make payments, and access important forms and documents online, reducing the need for paper-based transactions and manual processing by staff.

5. Enhanced Community Engagement – Portals or websites facilitate engagement among residents with features like discussion forums, message boards, calendars, and surveys. Residents can connect with their neighbors, participate in community events and initiatives, and contribute to discussions on community matters.

6. Cost Savings – Transitioning communication and administrative tasks to digital, can offer cost savings associated with printing, postage, and staff time. Online portals can also help reduce errors and inefficiencies in manual processes, which leads to overall cost savings for the community.

7. Improved Satisfaction and Retention – Providing residents with convenient access to information and services through a portal or website can lead to higher satisfaction levels and increased resident retention. Residents appreciate the convenience and transparency offered by digital platforms, leading to a positive perception of the community management.

8. Data Analytics and Insights – Online portals can provide valuable data and insights into resident preferences, behavior, and engagement patterns. Community management can use this data to tailor communication strategies, identify areas for improvement, and make data-driven decisions to better serve the needs of the community.

About Pilera:

At Pilera, we offer a one-stop solution tailored to assist communities in seamlessly complying with these new laws and regulations. With singular dedication to serving HOA and condo communities, we provide a full suite of services designed to manage all aspects of community operations.   From secure, password protected access to websites and portals, the ability to post documents that can be restricted by role for added security, as well as additional solutions that help communities not only comply but build better relationships with residents.  Pilera offers a complete solution to address the evolving needs of modern communities. With our expertise and specialized focus, we empower communities to navigate regulatory changes with confidence.

Can your community website make a lasting impression on residents in 10 seconds or less? Web design studies say that\’s all the time you have to impress a user before they leave your site.

Creating a professional community website can be challenging due to hard-to-use content management systems, privacy concerns, and time limitations. But if residents can\’t find what they need quickly, it can create frustration and increase incoming calls.

With websites being one of the most effective ways to keep HOA residents informed, it’s important to make website design a priority.  A well-designed website makes it easier for residents to find the community on search engines and quickly find the information they need.   In this article, you’ll learn about why it’s important to have a good website design & 10 elements every HOA website needs.

Why Good HOA Website Design Matters

Bring more prospective buyers/renters to the community

As residents are considering buying a home in an HOA, your website needs to be listed on search engines so they can learn more about the community.  A mobile-friendly website design, coupled with fresh content, can give a boost to your website’s search engine rankings (SEO).  

Increase resident satisfaction & reduce inbound calls to the office

It’s important that your HOA website be flexible enough so you can continue updating it with new information.  When residents are able to find what they’re looking for, they’re more likely to return to the site for the community’s latest updates. 

10 HOA Website Design Elements

Now that you have an understanding of how web design elements impact how your website performs and how your residents perceive the community, let\’s dive into the exact elements you need!

1. Mobile Responsive Design
2. Branding
3. Navigation
4. Private vs Public pages
5. Page Layout
6. Content
7. Photos
8. Videos
9. Calls-to-Action
10. Advanced Customization

1) Mobile Responsive Design

Websites with mobile-responsive design adjust text, pictures, and videos so that it fits the size of the device it’s being viewed on.  A responsive web design is a must in today\’s mobile-first world because it helps users find information quickly and encourages them to stay on your website longer. 

Pilera’s HOA website solution provides several mobile-responsive templates to improve user experience and discoverability on search. Take a look at some of Pilera\’s mobile-responsive design templates!

2) Branding

Every HOA website needs to incorporate the community’s branding in its design.  The community’s branding should reflect its culture, how residents perceive it, and what makes it different from other communities.  You can successfully convey your community\’s culture by implementing these three branding elements:

Banner

A banner image stretches horizontally across the top of your website.  It\’s important that the banner for your community presents a positive and professional outlook of the community.  The banner should give a warm feeling to your residents when they visit your website and first see the banner.  Your banner should also be authentic.  Many communities use an actual image of their community.  Your residents are more likely to connect with an image that is real and authentic than a stock image.

Community Logo

Your community logo is an image with text and images that reflect what your community is all about.  Having a logo for your community is important because it establishes a positive connection with your residents and makes it memorable in their minds.  A good community logo is simple, memorable, and identifiable.  

Color Scheme

A color scheme is a combination of colors used for a website’s primary and secondary backgrounds and text.  Having a color scheme for your community website improves brand recognition and conveys feelings. Different colors can produce different emotions or feelings in individuals. Warm colors such as red, orange, and yellow depict optimism, excitement, and happiness. Cooler colors, such as blue and green, depict serenity and peace.

3) Navigation/Menu

Navigation is one of the most important elements of your website.  Good navigation makes it easy for residents to find what they are looking for, whereas poorly designed navigation can frustrate and turn users away.  Your community website\’s navigation should be structured with residents in mind. How would they search for information on a website?  Where would a resident expect to find information about community activities?  Where would a board member expect to find information on community budgets? Be sure to clearly title each navigation item.  

Examples of navigation items that are common among many HOA websites include Community, Owners, Board Members, and Contact Us.  If you have a lot of information to convey to your community, you may consider creating secondary navigation, as seen in the example below. 

In Pilera, you can create primary and secondary navigations to organize pages to make it easy for residents to find what they need. 

Watch Video: Easily add a logo and banner with Pilera\’s Community Websites

4) Create private vs. public pages

HOAs often deal with sensitive information, and board members and managers must prioritize data security and privacy when creating a website. With Pilera\’s community website, you can create private pages that are password-protected to keep your association\’s information safe. These pages are only visible when managers, board members, and residents log into the website. For example, many communities will create a private page with documents, surveys, or marketplace items restricted to board members or residents. You can create public pages for information that prospective homeowners may be interested in, such as amenities.

5) Page Layout/Formatting

Layout refers to how you structure your web pages and format your content within them.  Overall, a good page layout will enable residents to find information quickly.  When residents find information quickly, they will keep coming back to the website as they now consider it a reliable source for the latest community information.   

Each page on your website can have a unique layout to make it easy to organize and find information.  In the example below, if your home page consists of a two-column layout, the center can include an introductory message, and the sidebar can include local weather, upcoming events, or quick links.  When you create a page in Pilera, you can choose up to 3 columns to display your content in.

6) Content

Having relevant and fresh content on your HOA website keeps your residents coming back to your website as a trusted source for the latest community information. When writing content, it’s important to take into consideration who your audience is and how they’re most likely to understand information.  Consider these tips:

1. What are residents contacting you about?  Group their questions into topics and create a page on your HOA website for each topic. 
2. Keep information short and to the point.
3. Avoid using industry jargon where possible and use words that are easy to understand.
4. Keep the tone consistent in your writing.    
5. Make sure to continue updating the content on your website.  Search engines rank websites that update their content regularly higher than those that do not.

7) Photos

As we discussed earlier, authentic and real images help establish a connection with your residents.  To showcase what your community has to offer to your residents, you can create photo galleries for events, amenities, and common areas that residents can enjoy.

8) Videos

Videos are another great way to showcase your community’s culture to current and future prospective residents.  Be creative in the videos you create.  Here are some ideas you can implement:

1. Talk about the community\’s goals and how board members and residents are working to achieve those goals together.
2. What residents like the most about the community.
3. Tutorial videos on how to navigate through the website or community portal.
4. How-to videos to keep residents engaged on topics such as home maintenance, gardening, tips to improve the value of their home, etc.  

9) Calls-To-Action (a.k.a. CTA’s)

Call-to-actions refer to important actions that you want residents to take on your website.  In general, each page should have one clear call to action to drive a certain action.  That action could be to submit a contact us form, a work order request form, signing into the resident portal, or making a payment.  Your call to action should:

1. Be clearly labeled – Your residents should know what to expect when they click on the CTA.
2. Be clickable.  Your CTA can either be a button or a link.  If it’s a button, make sure the text is visible.  If the CTA is a text link, make sure to bold and underline the text.  People will not know to click on the link if it is not underlined. 

10) Customizability (Advanced)

A significant part of web design is the ability to customize how it looks and feels.  Every HOA community is unique, and that\’s why it\’s important that your website truly captures and reflects the values of your community. That’s where advanced customization can be helpful.  If you have advanced HTML or CSS knowledge, you can customize background and text colors, header text and colors, button colors, and more. In Pilera’s Easysites, website administrators can customize the look and feel of the website with custom HTML and CSS if they want something more advanced.

Website Considerations

Now that you understand the essential elements for creating a robust website let\’s delve into another crucial aspect: cost. Several factors influence the expenses associated with building a website. Let\’s explore two key considerations:

1) Build Your Website In-House or Hire a Developer

Whether to develop your community\’s website in-house or hire a developer depends on time, experience, and budget. If there are community members with solid web design skills, delegating the task to them can be a cost-effective option. On the other hand, if your community lacks the necessary expertise or time, hiring a professional web designer becomes a viable alternative. Keep in mind that professional designers come with varying costs; simpler websites may cost $100-500, while highly customized ones can range upwards of $30,000. Factors influencing the cost include updating frequency, developer skills, customizations, and choosing between freelancers or web design agencies.

2) Type of Content Management System: HOA Specific or Generic

Selecting the right website provider for your HOA or condo association involves considering two primary categories: purpose-built software for community associations and generic mass-market CMS platforms.

Purpose-built HOA websites include many features tailored to community needs and seamlessly integrate with resident portals. Modules such as event management, document sharing, marketplace listings, and dues payments can be easily incorporated into these websites. This option proves more cost-effective compared to platforms like WordPress, where customization often requires hiring a developer.

While free website builders exist, they often suffer from drawbacks like slow loading times, intrusive advertisements, limited to no customer support, bandwidth restrictions, data ownership concerns, and limited customization capabilities. These shortcomings can frustrate residents, potentially leading to increased inquiries to the administrative office.

Additionally, evaluating the pros and cons of purpose-built HOA websites versus popular generic platforms like WordPress can provide insights into making an informed decision.

About Pilera

Good HOA website design ensures that that the site is easily findable on search engines and that your residents will have a positive experience in finding information. When you incorporate these design elements together, the website is easy to use and will be one that your residents become proud of! Pilera\’s community websites make it easy for non-technical staff to build a beautiful community website. With drag-and-drop elements, customizable content, and integration with Pilera features, your community will improve operations & resident satisfaction. Contact [email protected] to learn more or book a personalized 1:1 demo!

Websites are an indispensable part of your HOA or Condo community operations.  It’s essentially your online real estate – a central place for your residents to get all the latest updates in the community.  It’s all the more reason to invest in a website product that fits your community’s needs.  A website product that enables smoother operations and more informed, connected, and happier residents are essential.   With many options available, choosing the one product that will benefit your community, in the long run, can be difficult. For HOAs and Condos, a community-specific website can bring that long-term value.  In this post, we highlight the differences between a community-specific website and a generic content management site.

A community-specific website is one that is built from the ground up for a residential community – HOA, Condo associations, and Co-Ops.  Generic content management sites (CMS) are website builders that can be created for businesses that span many industries.  Examples include the big names that you may already be aware of: Wix.com, WordPress, Square Space, etc.  Although many generic CMS offer mobile-friendly designs and customization of web pages, they aren’t built specifically for managing communities.

Why community-specific websites?

1) Residents can update their profile information themselves

A critical part of community management operations is effective communication with the homeowners.  The task of ensuring that each resident’s contact information is correct in the database can be overwhelming. What if you have a community website where residents can update their own information, and that information is synced back to your manager portal and accounting system?  That would undoubtedly offload the amount of time that it takes to manually update your resident’s information, as it changes, in two different places. The flow of data between the accounting system and the website, and back is perhaps one of the most valuable aspects of a community-specific website. In Pilera’s Easysite, a community website provider, residents can update their communication preferences, which will feed back to your accounting provider.   

2) Residents can check their financial balances & make payments online

A community-specific website that is specially designed for residents will enable them with the tools to stay on top of their association dues.  Residents will be able to keep track of the dues they are paying through a balance and ledger. They can also log in to pay their community dues on time.  In Pilera’s Easysite, residents will be able to pay their dues on the website through the bank of your choice.

3) Managers can create pages with permissions based on user role

With generic website builders, you can create private pages that only your residents and board members can access although they won’t be role-specific.  A community-specific website builder will allow you to create pages that restrict certain users from accessing the content. Pilera’s Easysites, a community-specific website builder, gives managers or website administrators the ability to restrict access of a specific page by board members or residents.  Managers can also restrict page access depending on whether the user is logged in or not. Restricting certain pages makes your website more secure, providing access to information only to the people who need it.

4) An easier flow of information from the management web portal to the website

One of the most vital goals of an HOA or Condo community website is to inform residents.  To that goal, a community website should provide information about who to contact for different inquiries, when the next board meeting or community gathering is, and what a resident’s responsibility is in maintaining their property.  This information may be more time-consuming to manage in a generic CMS. However, a community-specific website can easily bring in all this information from your management portal. Through Pilera’s management portal and Easysites, the need to manage data in two different places is reduced.  Content from the web portal that can be brought over easily to the website includes documents, events, marketplace items, and contact information.

Conclusion

A content management system that is built from the ground up for an HOA or Condo association is a prominent investment into your community’s future in so many ways.  You can offer a personalized community experience to your residents that makes association living more enjoyable and informative. When residents are adequately informed of community information, compliant with association rules (because they know where to find the CC&Rs), and pay on time, you’ll have better chances of reducing calls to the office or fielding repetitive emails.  What ensues is a more organized, efficient customer service operation for your community.

---

About Pilera

Pilera Software is the premier community and property management suite that has helped thousands of community managers and back-office personnel enhance communications, improve customer service, and manage compliance and operations. Additionally, we provide community and company websites that are mobile-friendly, have sleek designs, and can be customized for your residents. May we help your community achieve these success stories?