Admin Dashboard
Admin Dashboard
Social Committee
Treasury
Board Operations
Communications
Compliance
ACC & Violations
Settings
Community Calendar
Add a Calendar Event
Add events to the Community Calendar. Events are visible to anyone on the calendar page.
Board Operations
Board Set Up
Configure your association's core settings, onboard new board members, and manage voting authorization. These values are used throughout the site and in meeting minutes templates.
Quorum Configuration
Set how many board members must be present to hold a valid vote. Enter the number your bylaws require. The system does not interpret your bylaws.
With 5 board seats and Majority rule: quorum requires 3 members present
Electronic Voting Authorization
Electronic voting is permitted under the Georgia Nonprofit Corporation Code (O.C.G.A. § 14-3-707) only when authorized by the association's bylaws. You must confirm your bylaws allow electronic voting before this feature can be enabled.
If unchecked, the Elections & Voting section and all resident voting features will be disabled site-wide. Residents will see a notice directing them to vote in person at a meeting.
How to Authorize Electronic Voting
Before You Start
Electronic voting lets your members vote on association business (elections, bylaw changes and special assessments) without attending a meeting in person. It does not replace in-person voting. It adds a second option.
Before your association can use electronic voting, your bylaws must authorize it. Most older bylaws only mention "in person" or "by proxy." If yours are silent on electronic voting, you need an amendment.
Part 1: Authorize Member Electronic Voting
This lets homeowners vote electronically on matters that come before the membership, such as board elections, bylaw amendments, special assessments and any other item requiring a member vote.
Step 1: Check your current bylaws.
Look at the sections on member voting, proxies, and elections. If they say "in person," "written ballot," or "by proxy" without mentioning electronic means, you need an amendment. If they already say "by any means approved by the board" or similar, you may not need one. Check with your attorney.
Step 2: Draft the amendment.
Use the downloadable template below as a starting point. It adds electronic voting as an option alongside in-person and proxy voting, without removing either. Customize the blanks for your association. Have your attorney review the final draft before scheduling a vote.
Step 3: Give proper notice.
Your bylaws specify how much notice members must receive before a meeting that includes a bylaw amendment vote. Typically this is 10 to 30 days. The notice must include the full text of the proposed amendment. Check your bylaws for the exact requirement.
Step 4: Hold the vote.
The amendment vote itself must follow your current rules: in person, at a meeting, with proxies accepted if your bylaws allow them. You cannot use electronic voting to pass the amendment that authorizes electronic voting.
Step 5: Record the amendment.
Once passed, file the amendment with the county through the GSCCCA eFile portal (Georgia Superior Court Clerks' Cooperative Authority) at gsccca.org. Your declaration and any amendments should be recorded with the county where the property is located. Keep a signed copy in your association's records.
Step 6: Enable e-voting in your portal.
Once the amendment is recorded, check the "Electronic voting authorized" box above. This unlocks the electronic voting tools.
Part 2: Authorize Board E-Voting (Optional)
This is separate from member voting. This lets the board of directors take action (such as approving a budget) by electronic written consent instead of holding a meeting.
What Georgia law says: Under O.C.G.A. § 14-3-821, directors can act without a meeting if all directors consent in writing. Most bylaws mirror this requirement. That means board e-voting works only when every board member agrees. If one director dissents or does not respond, the matter goes to a meeting.
If you want majority consent (not unanimous): Your bylaws can be amended to allow board action without a meeting by a simple majority of directors, instead of requiring unanimous consent. This makes e-voting practical for routine decisions. The downloadable template includes an optional clause for this.
Amendment process: Same as Part 1: draft, give notice, hold the member vote and record with the county.
If your bylaws allow proxy voting, prepare a proxy form for members who cannot attend the amendment vote. Your attorney can advise on the required format.
Electronic Notice Authorization
Under Georgia nonprofit corporation law, notices are generally delivered by mail unless the governing documents authorize electronic delivery and the individual owner has consented in writing. Check with your attorney.
How to authorize electronic notice
Step 1: Review your bylaws. Check whether your governing documents already authorize electronic notice. If they're silent or require mailed notice only, you'll need a bylaw amendment.
Step 2: Draft the amendment. The amendment should authorize the board to deliver notices electronically to owners who consent in writing. Georgia law (O.C.G.A. § 14-3-141) permits electronic transmission of notices when allowed by the governing documents and the recipient consents.
Step 3: Have your attorney review it. The amendment should comply with your existing bylaws, Georgia HOA law, and SB-406 requirements.
Step 4: Vote on the amendment. Follow your bylaws' amendment procedure. The vote itself must follow current rules (in person, at a meeting, with proxies if allowed).
Step 5: Record the amendment. File the approved amendment with your county's Clerk of Superior Court (through GSCCCA eFile). Keep a copy in Board Documents.
Step 6: Enable electronic notice. Once the amendment is recorded, check the "Electronic notice authorized" box above. Enter the approval date and recording reference. This unlocks the owner consent checkbox in the resident portal.
Important: Even after authorization, each owner must individually consent to electronic delivery. Owners who do not consent continue to receive mailed notices. Certified-mail notices (lien/foreclosure) always go by mail regardless of consent.
Board Member Onboarding Kit
A digital checklist and resource pack for new board members. Share this with anyone joining the board to get them up to speed quickly.
New Board Member Checklist
Quick Reference
This checklist is saved per board member. Progress is tracked locally and does not reset unless cleared.
Keeping Our Records Safe
The portal keeps a protected history of every change. There is nothing to do day to day.
Who Handles What
Each job here is tied to the To-Do list. When something needs doing, it lands on the To-Do of whoever holds that job, so nothing gets forgotten. If no one is picked, it goes to the default shown.
Loading...
Meeting Minutes
Create structured meeting minutes using the built-in template. Minutes are automatically formatted and can be exported as PDF for the Resident Portal.
Existing Meeting Minutes
Loading minutes...
Schedule a Meeting
Create an upcoming meeting so it appears on the calendar and can receive agenda items (like a budget approval).
Record Meeting Minutes
Select a scheduled meeting to load its details and agenda, or start fresh.
0 of 7 steps complete
1 Meeting Details
Basic info about this meeting. Fill in before calling to order.
Auto-filled from the board Secretary. Change if someone else is taking minutes.
2 Attendance & Quorum
Board members are auto-populated from your board roster. Check who is present.
Loading board roster...
Optional: note any non-board attendees.
0 of 5 seats filled. Quorum requires 3 members
3 Carry-Forward Action Items
Open action items from the previous meeting. Mark closed if completed.
Action items will load from the previous meeting's minutes.
Items marked closed are archived. Items still open carry forward to the next meeting.
4 Agenda & Discussion
Treasurer Report Snapshot
Treasurer figures will be captured when you save the minutes.
Snapshot captured on save. Frozen once approved.
Add discussion topics. Motion and vote fields are available when quorum is met.
5 New Action Items
Track tasks that come out of this meeting. These will carry forward to the next meeting.
5b Executive Session
Use for private board business: legal advice from the Association's attorney, personnel matters, delinquent accounts, or violations involving a specific owner. These notes stay board-only and are not published. The public minutes will record that the board met in executive session and the general topic (e.g., "legal matters" or "a covenant violation"), but not the details.
6 Adjournment
7 Export & Publish
Review your minutes, then export or post directly to the Resident Portal.
When checked, any motions voted on during this meeting will be automatically added to the Board Decision Log below.
Draft → Approved (by board vote) → Published (posted to Resident Portal).
Record a Decision
Log a board decision made outside of a formal meeting (e.g., email vote, emergency action). Decisions made during meetings are auto-logged when you check the box in Step 7.
Board Decision Log
Loading decisions...
Elections & Voting
Create and manage community votes. Each household gets one vote per address. Requires bylaws authorization (see Board Set Up → Electronic Voting Authorization).
Create a Vote
Votes are tracked per household address. One vote per property. Results are auditable.
Active & Recent Votes 0
Loading votes...
Manage Documents
Upload and manage all documents in one place. Owner-facing categories are shared in the resident portal. Board-only folders stay private.
Upload Document
Owners will see this in the resident portal.
All Documents
Loading documents...
Annual Letter Builder
Build the annual letter to all homeowners. Every section is editable. Prefilled values come from your settings and budget. Adjust anything before sending.
Drag sections to reorder, or use the ↑ ↓ arrows. Uncheck a section to exclude it from the letter.
Check the board decisions to include. Edit the wording in each row. Add custom items at the bottom.
Custom accomplishments
Each goal can have sub-bullets. Use the indent button to add detail lines.
Prefilled from your dues settings and adopted budget. Edit any field.
Each reminder becomes its own titled section in the letter (e.g. "County Dog Ordinances", "Tree Removal"). Add as many as needed.
Prefilled from message routing. Edit any row.
Board Inbox
Board Inbox 0
Loading…
Reply
Requests 0
Messages, document requests and neighbor concerns, all in one place. Click a row to reply.
Loading requests…
More Tools
Advanced screens for the Secretary, President and VP.
Open these from the Resident Management section. They have been moved under More Tools for officers who need the full detail view.
Content & Community
Manage Community Info
Edit the content that appears on the About page: amenities, schools, local services, and FAQs.
All Content
Loading community content...
News Posts
Add, edit, or archive news posts. Posts appear in the Resident Portal for logged-in residents.
Add a News Post
Edit a News Post
Loading posts...
To add a calendar event, go to Community Calendar → Add a Calendar Event.
Event RSVPs
See who's coming to community events. RSVPs are collected through the Resident Portal when "Ask for RSVPs" is enabled on a calendar event.
Loading events with RSVPs…
Help Needed
Create volunteer sign-ups so neighbors can pitch in. Residents see open slots in their portal and can sign up with one tap.
Create a Sign-up
All Sign-ups
Loading sign-ups…
Communications
Send Communications
Send notices and announcements to residents. Required delivery methods are set automatically based on notice type.
Courtesy copy. Fast and easy, but it doesn't replace a mailed notice.
Regular USPS mail. The standard way to mail a notice.
USPS with return receipt. Gives proof of delivery.
Delivered in person by a board member. Record who and when.
Communications are logged below and available in the Audit Log for Senate Bill 406 compliance.
Communication Log
Loading communications...
Resident Management
Resident Accounts
Manage all household accounts. Each property address gets one account with up to two contacts. The board maintains a record for each property.
Invite a Household
Send an invitation to a new household. Each property gets one account.
All Households
Loading households...
Board Role Assignment
Assign board roles to residents. Board members can access the admin portal using their resident login. No separate password needed. Only the President and Secretary can assign roles.
Current Board Roles
Loading…
Form Submissions
Review and respond to all resident-submitted requests: reservations, ACC applications, and other forms. Submissions are tracked per household.
Clubhouse Reservations 0
Loading…
ACC Requests 0
Loading…
Pool Access Requests
Loading pool access requests...
All Reservations
Loading reservations...
Violation Tracker
Log, track, and resolve covenant violations. Written notice and a chance to fix the problem are best practice, and required before suspending an owner's rights (the bylaws). Fines post to the household's ledger in Payments & Dues.
Log New Violation
A written notice will be generated citing the selected rule, with the required action and cure deadline per your governing documents. The resident can view this in their portal.
Active Violations
What Do the Statuses Mean?
Board-facing status reference. Residents see a simplified version on their portal.
| Status | Label | Meaning |
|---|---|---|
open (logged) | Logged | A violation has been identified and recorded. Formal notice has not yet been sent to the homeowner. |
open (sent) | Notice Sent | A written notice has been generated and sent to the homeowner describing the alleged violation and the deadline to correct it. The cure deadline clock starts when notice is delivered. |
acknowledged | Acknowledged | The homeowner has confirmed receipt of the notice through the portal. This does not affect the cure deadline. |
cure_submitted | Cure Submitted | The homeowner has submitted evidence that the violation has been corrected. The board should review and either accept (resolve) or reject (with explanation). |
hearing_requested | Hearing Requested | The homeowner has requested a formal hearing before the board. Your governing documents and Georgia law may require a hearing before a fine is imposed. Schedule the hearing with advance written notice as required by your governing documents. |
extended | Deadline Extended | The board has granted additional time for the homeowner to correct the violation. A new deadline has been set. |
warning_issued | Written Warning Issued | A formal written warning has been placed on record. This is an escalation step. The homeowner has been put on notice that continued noncompliance may result in fines. |
hearing_scheduled | Hearing Scheduled | A formal hearing has been scheduled. The homeowner must receive written notice of the hearing date, time, and location with the advance notice required by your governing documents. Your governing documents may require a hearing before the board can impose a fine. |
fine_imposed | Fine Assessed | A fine has been assessed following a hearing and written board decision. The fine amount is per the fine schedule in your governing documents. The homeowner must receive a written decision stating the violation found and the fine amount. |
resolved | Resolved | The violation has been cured or otherwise closed by the board. No further action is needed. |
No active violations.
Resolved Violations
No resolved violations.
Rule Library
Rules from your governing documents that can be cited in violation notices. Board members can view rules here; officers edit rules under Rule Library Management.
Loading rules…
Compliance
SB-406 Readiness Checklist
A list of items Georgia Senate Bill 406 addresses. Your board and attorney decide what applies and what needs attention.
Checklist
- ☐Secretary of State registration active and displayed
- ☐Governing documents posted and current (Declaration, Bylaws, Community Rules)
- ☐Annual budget and financial statement available (past 12 months)
- ☐Reserve study posted
- ☐Insurance documents posted
- ☐Record requests responded to promptly
- ☐Violation notices include cure period and hearing rights
- ☐Payment application order published: dues first, then assessments, then fines
Report History
No reports generated yet.
Audit Log
Admin actions are logged here. Log entries are not editable from the portal.
Recent Activity
Loading audit log...
Secretary of State Registration Renewal
Track and update the Georgia Secretary of State annual registration that appears in the Resident Portal.
Registration Details
These values appear in the Secretary of State notice in the Resident Portal.
Compliance Reminders
Track Senate Bill 406 deadlines, annual requirements, and custom reminders. Some deadlines are prefilled; confirm them with your attorney and add your own.
Upcoming Deadlines
Loading deadlines...
Add Custom Deadline
Payments & Dues
Treasurer Quick Start ▸
Welcome, Treasurer. Here's what you need to do:
- Verify the bank balances: Enter the current balance from your most recent bank statements for each account (Operating, Reserve, Other)
- Review the dues settings: Confirm the annual assessment amount, due date, and accepted payment methods are correct
- Check the household ledger: Make sure all payments received so far this year are recorded
- Review the budget: Look at the Budget vs Actual table to see where the community stands
- Set a monthly reminder: Reconcile your bank statements with this portal every month
Questions? Contact the board.
Senate Bill 406 Compliance Reminder ▸
- SB-406 requires associations to keep financial records for at least 10 years. Confirm the details with your attorney.
- SB-406 sets a minimum balance and notice period before an association can file for foreclosure. Consult the statute and your attorney for exact thresholds.
- The Secretary of State may impose penalties on associations that do not comply with SB-406. Review the statute for specifics.
Dues & Assessment Setup
Configure assessments, view household balances, and record payments. Everything assessment-related in one place.
Dues Settings
Set by the approved budget and governing documents.
Assessments
Loading…
Treasurer Dashboard
Monthly Reconciliation
Each month, check your bank statements against what the portal expects. If the numbers don't match, note why. This is how the board confirms the Treasurer's figures are correct.
The date on your bank statement.
Bank statement ending balances:
| Account | Bank Statement | Expected | Difference |
|---|---|---|---|
| Operating | ... | ... | |
| Reserve | ... | ... | |
| Other / Savings | ... | ... |
Reconciliation History
No reconciliations recorded yet.
Budget vs Actual
Compare what the board budgeted this year to what's actually come in and gone out. This helps the board decide whether to adjust spending or plan a special assessment.
Y-T-D
Year-to-date comparison of budgeted vs actual income and expenses. Based on expense log entries and payment records.
This dashboard shows what you enter. It does not verify receipt of funds.
| Category | Budget | Actual | Variance |
|---|---|---|---|
| Loading... | |||
Special Assessments (outside annual budget)
One-time charges outside the annual budget, such as a major repair. Check your bylaws for the vote a special assessment requires before it can be billed.
No special assessments.
Create / Edit Annual Budget
5 homes
$0.00
Income
Expenses
Expense categories auto-populated from expense log. Reserve Fund Contribution is shown as a visible line item.
Money In
All money the association has received: dues, interest on past-due balances, and other income. Each payment is tied to a household so the ledger stays current.
Collections Overview
Households that owe past-due amounts. Interest accrues at 6% per year after 30 days (the bylaws). The board should send written notice before pursuing collections.
Household Ledger
Every charge, payment, and credit for each household. This is the association's book of record, the source of truth for what every homeowner owes.
| Address | Lot | Dues | Paid | Balance | Status | |
|---|---|---|---|---|---|---|
| Loading... | ||||||
The board treasurer records all payments. This dashboard displays what the treasurer enters. It does not verify receipt of funds.
Delinquent Accounts 0
Accounts where the homeowner is significantly behind. The board should review these at least quarterly and decide next steps (notice, payment plan, or escalation to counsel).
Loading...
Resolved Accounts Archive 0
Accounts resolved via the "Resolve Account" button. Full history is kept. Check with your attorney on record-retention requirements.
No resolved accounts.
Money Out
Every dollar the association pays out: vendor invoices, contractor payments, and one-off expenses. Keeping receipts here makes the annual audit straightforward.
Vendors
Companies and individuals the association pays. Track contact info, insurance status, and whether a W-9 is on file for 1099 reporting.
Loading…
Contracts
Ongoing agreements with vendors (landscaping, pool maintenance, etc.). Link each contract to a vendor so invoices tie back to the agreement.
Invoices
Bills received and payments made to vendors. Record each invoice when it arrives and mark it paid when the check clears.
Loading…
Expenses
For one-off purchases with no invoice. Recurring vendor payments go through Contracts → Invoices.
Need a new category? Add it in Budget vs Actual → Create / Edit Annual Budget.
Categories come from your annual budget so every dollar lands in the right row.
Recent Expenses
Loading expenses...
Balance Adjustment / Credit
Correct a billing error, record a board-approved waiver, or write off a bad debt by board action. Adjustments post to the household or vendor ledger and show up in the audit trail.
Adjustment History
No adjustments recorded.
Reserve Fund Health
Shows whether the reserve fund is on track to cover future repairs and replacements. The reserve study sets the target; this tells you how close you are.
Loading reserve categories...
Categories sorted by next expense year. Update remaining life and costs as conditions change.
Payoff / Closing Letters 0
When someone is buying or selling a home, the closing attorney or title company may request a payoff letter showing what the household owes the Association. Requests arrive through the public form and appear here for you to review and send.
Loading requests…
Letters
Generate letters for all households: dues notices, meeting notices, budget summaries, and more. Each letter pulls current data from the portal and formats it for mailing or email.
Settings & Server
Server & Data
Your community's website runs on our hosting provider's infrastructure. Here is its status at a glance.
Hosting Status
Hosting, security, and SSL are managed by the hosting provider. Your board controls the DNS and data through your own the hosting provider account.
Backups
What's Stored
All data is stored in the hosting provider D1 and R2, within your community's own the hosting provider account. No payment card or bank account numbers are stored. The board records payments by method (check or the online payment site) only.
Access Log 0
No recent activity to show.
Every sign-in is logged here.
Message Routing
Choose which board roles receive messages for each topic. Only President, Vice-President, and Secretary can change routing.
Loading…