Clubs, HOAs & community associations
Fewer emails to the board, and a clear record of what was decided.
Volunteer boards spend their evenings answering the same questions about dues, the clubhouse and paint colors. We give members one place to pay, reserve and ask, and give the board an organized record of requests, notices, meetings and documents.
What we set up
One place for members
Dues and assessment balances, the document library, meeting notices, amenity and clubhouse reservations, and requests for repairs or architectural review, all behind a member login. An AI assistant answers routine questions from your own documents and points to the right page. It never interprets your governing documents as legal advice and never enforces a rule.
Billing and reminders you set
Dues and assessments are billed on the schedule you choose, with late-fee rules you define and reminders before and after due dates. Payments go through your association's own compliant payment processor, and we never hold or move funds. The treasurer sees who has paid and who has not, and the board decides what happens next.
Board and committee workflows
Agendas, meeting notices, minutes, committee tasks, vendor contacts and violation notices are drafted and tracked, and the board reviews and sends them. Elections and voting are handed off to the method your documents require, with the record kept in one place. Member directory details are limited by each member's privacy choices.
Where this business gets hard
Volunteer boards burn out
A handful of neighbors handle money, mail, repairs and complaints in their free time. Routine questions answered from your documents, and tasks assigned in one place, take pressure off the same few people.
Collecting dues and assessments
Late payments strain the budget and the relationships. Clear reminders, a payment plan option when the board approves one, and late-fee rules applied the way your documents say keep it consistent and fair. The treasurer decides what happens to unpaid accounts.
Notices, fines and fairness
Violation notices and fines can become disputes if they are inconsistent or poorly documented. We help draft notices from your templates and keep dates and photos on file, and the board decides, signs and sends them.
Records get lost
Minutes, approvals, vendor contracts and insurance certificates end up in private inboxes, and then a new board takes over with nothing. A single document library with the right access makes the handoff easy.
Set up for the way you work
Not every clubs, hoas & community associations business runs the same way. We adjust the setup to fit yours.
- HOA
- Covenants, an architectural committee, assessments and violation notices. The workflow centers on requests, billing and consistent notices, all under your state's rules and your own documents.
- Condo association
- Shared buildings, reserves, unit access, move-in and move-out scheduling and insurance records. Maintenance and common-area requests matter as much as dues.
- Social club
- Memberships, events, guests and dues, often with a small paid staff or all volunteers. Renewals, event sign-ups and a members-only directory are the heart of the setup.
- Service club (Rotary-style)
- Weekly meetings, attendance, committee projects, fundraisers and community service hours. Meeting RSVPs, dues by quarter and project sign-ups come first.
- Co-op
- Member-owners with shared decisions, work shares or patronage, and a board or votes on major items. Member records, meeting notices and voting handoff need extra care.
Busy seasons and slow ones
Associations run on the fiscal year. Dues or assessment notices, the annual meeting, board elections and budget approval cluster together, often at year-end or in spring. Summer brings pool and clubhouse reservations, landscaping and exterior requests, while fall is for winterizing and budget season. We can prepare notice templates, reminder schedules and a calendar of key dates well before each deadline.
What your customers ask before they book
Your AI assistant and website are set up to answer these before anyone has to call.
- How much do I owe, and how do I pay online?
- Is the clubhouse or pool available on a certain day?
- Do I need approval to change my fence, door or roof?
- When is the next board meeting, and where are the minutes?
- Who do I call about a repair in the common area?
- Who can see my name and contact details in the directory?
Common mistakes we help you avoid
- Applying late fees by hand and getting different amounts for different people.
- Sending violation notices from a personal email with no copy kept on file.
- Posting minutes or lists that include members' private details.
- Letting the AI or a volunteer answer a rules question the board has not decided.
Governing documents and state law come first
HOAs, condo associations, co-ops and clubs are governed by state law and by their own bylaws, covenants and rules, and these differ a great deal. We build the workflow around what your documents say and do not give legal advice. The board stays responsible for notices, fines, hearings, votes and elections, and for collecting dues and assessments properly. Payments go through your own compliant processor. We never hold or move funds. Member information stays limited to what is needed, and directory details are shared only according to each member's choices.
See it working
Click through a sample clubs, hoas & community associations website, then see the owner dashboard behind it.
How it works
- Step 1
Tell us about your business
A short call or the free AI check-up. No jargon.
- Step 2
We set it up
Your site, customer system and assistant, with your branding and your data.
- Step 3
You go live
We train you and your team, then keep everything running.
Under the hood
Pricing
One price: $349/month plus a one-time $750 setup. It includes your website, customer system, AI receptionist, hosting and support. Non-profits save 35%.
See where AI fits your business
Five minutes, free, and written in plain English.
Start the AI check-up