Ask Yourself What Makes Your HOA Community Unique

How do you attract top talent to your HOA? Your community’s mission statement, vision, and culture are some of the most important factors determining whether it attracts top talent or repels prospective residents. To get a step ahead of the game, it’s important to consider what makes your community unique. Is it in a desirable location? Is it in a city that’s known for its art scene? A university town? If you’re putting together an ad for potential candidates, ask the following questions to make sure you’re appealing to who you want to be:

• What is your community’s mission statement and vision?
• What is the reputation of your community and how has it been established in your market?
• What are the values that define your community (e.g., caring about family members, environmentalism, etc.)?
• What is the culture of your community (e.g., we’re a low-key place where people take care of their neighbors)?
• Who are the current residents and what draws them to live there?

Offer Competitive Benefits to HOA Employees

It can be hard to stand out as an employer and entice qualified candidates in a competitive hiring market. Fortunately, you have a secret weapon: benefits. By offering certain kinds of benefits, you can make your HOA community an attractive place for potential employees to work.

Benefits are something that employees and job seekers value highly in their careers, so offering good benefits is a great way to attract top candidates. As you’re building your list of benefits for HOA employees, include both tangible and intangible options so that there’s something for everyone.

Tangible perks might include paid time off (PTO), paid sick leave, free parking or other transportation reimbursement options, help with continuing education and training expenses, or discounts at local businesses that your employees frequent. Intangible perks might include flexible scheduling options, unlimited vacation days, or a casual dress code. Offering these kinds of benefits may also help you attract younger talent—millennials are especially attracted to workplaces with a flexible culture.

Create Clear Job Descriptions

To attract top talent to your HOA community, you must make sure to have a clear job description posted. Your job description should provide a list of responsibilities and what you expect out of an employee.

Here are some elements to include:

• Job title
• Company name
• Full description of the job
• Requirements and qualifications needed

Make The Interview Process Smooth, Efficient, and Enjoyable

Now that you have a pipeline of candidates to interview, it’s important to make your interview process as smooth and efficient as possible. Nobody likes interviewing for a job. But with the right approach, your company can make the interview process enjoyable for everyone involved.

Before an interview is scheduled, be sure you’re clear about what the next steps will look like and when they’ll happen—for example if you’ll be doing onsite interviews or phone screens before making a final hiring decision, let candidates know that in advance so they don’t get their hopes up unnecessarily (or worse yet, cancel another potentially better opportunity).

Then, once that candidate has an offer in hand, follow up with them as soon as possible—especially if they’re also interviewing at other places. You want to make sure they have all the information they need to decide while it’s still fresh in their minds.

After an offer is accepted:

• Be very clear and upfront about when the new person will start working at your company. If there’s a delay in starting due to visa issues or some other external factor (like Covid-19), keep them informed of any changes to this timeline so there aren’t any surprises along the way. If possible send them regular updates on what’s happening until their first day does arrive; this will help build trust between both parties before work even begins!

Consider Working With an Employment Recruiter

• Consider working with an employment recruiter. An experienced recruiter can help you connect with the best candidates for your HOA’s open positions. They will act as a liaison between you and the highly qualified people who may not be actively looking for a job but would jump at the chance to work for your community association. The recruiter will save you time, as they are able to source potential employees quickly, and money, as they are able to define exactly what qualities in a candidate make them right for your HOA community.

Ready For Your Next Great Employee

Attracting excellent talent to your HOA community can seem challenging, but if you know how to market effectively and build the right team of people, the results are worth it.

To attract top talent to your HOA community, you need to build a strong team. This is not an easy or quick feat, and it will take time and resources, but it’s an important step in building the foundation of your company.

To build this team, you will need to network! Your team should be made up of people who have different skills and experience. Networking helps you find talent that isn’t limited to what’s available on the market right now.

We hope you find your next great employee and that these tips help you do just that. Once you’ve hired the right person, make sure they have the right tools! Smartwebs helps HOA community managers do their job with ease. Schedule a demo with our team today to see what Smartwebs can do for you. 

Introduction

Welcome to our comprehensive guide on writing HOA violation letter templates. In this article, we will provide you with expert tips and insights to help you effectively communicate violations to homeowners. Whether you’re an HOA board member, property manager, or homeowner, understanding how to write an HOA violation letter template is essential for maintaining a harmonious living environment. We’ll cover everything from the structure of the letter to key elements you should include. Let’s dive in!

HOA Communities: 3 Tips for How to Write a Violation Letter Template

Tip 1: Start with a Clear and Professional Salutation

The first course of action in creating an effective violation letter template is to begin with a clear and professional salutation. Address the recipient by their name, such as “Dear Mr. Smith” or “Dear Mrs. Johnson.” Using a personalized salutation adds a touch of professionalism and shows respect for the homeowner.

Tip 2: Clearly State the Violation and Provide Supporting Evidence

When writing a violation letter template, it’s crucial to clearly state the violation at hand. Begin by describing the specific rule or regulation that has been violated. For example, if the violation involves unauthorized modifications to the property, mention the relevant section of the HOA guidelines that prohibits such modifications.

To strengthen your case, provide supporting evidence to substantiate the violation. This can include photographs, witness statements, or any other relevant documentation. Be sure to include these as attachments or references within the letter to ensure the recipient has a clear understanding of the violation.

Tip 3: Outline Consequences and Provide a Path to Resolution

In order to effectively convey the importance of addressing the violation, it’s essential to outline the consequences of non-compliance. This can range from warnings and fines to more severe actions, such as legal action or suspension of amenities.

After a homeowner has received a violation letter, they need to know what to do. Legally, every homeowner has the right to dispute a violation before being penalized. HOAs are legal entities, which means a homeowner has the right to file a lawsuit against an association if they disagree with their violation. Violations do not always lead to lawsuits though. The first step is a disciplinary hearing if you would like to dispute the violation. Detailing the next steps for homeowners in the letter will ensure your HOA community is communicating well.

However, it’s equally important to provide the recipient with a path to resolution. Offer guidance on how they can rectify the violation and bring their property into compliance with the HOA regulations. This can include specific actions they need to take, timelines for completion, and contact information for any necessary assistance.

Decide How to Record Violations

Your letter template should make filing and sorting violation cases simple and effective. Whether it is a code, organized by property, or kept in a spreadsheet, your violation template should assist your organizational efforts, not harm them. For this reason, many HOA communities will begin with a digital violation letter and work from software or a database. Many HOAs decide to invest in software for its organizational features.

Frequently Asked Questions (FAQs)

1. Q: Can I send a violation letter via email? A: Yes, sending a violation letter via email is an acceptable method of communication. However, ensure that you obtain confirmation of receipt or read-receipt to ensure it has been received.
2. Q: What should I do if the homeowner refuses to comply with the violation notice? A: If a homeowner refuses to comply with the violation notice, consult your HOA’s governing documents and bylaws for further guidance on the escalation process. This may involve additional notices, fines, or legal action if necessary.
3. Q: Is it necessary to consult legal counsel before sending a violation letter? A: While it is not mandatory to consult legal counsel before sending a violation letter, it can be beneficial, especially in complex cases or situations where legal implications may arise. Legal counsel can provide guidance on the wording and ensure compliance with local laws.
4. Q: Can a violation letter be sent anonymously? A: It is generally recommended to include the sender’s contact information in the violation letter for transparency and accountability. However, if there are specific circumstances where anonymity is necessary, consult with your HOA board or legal counsel for appropriate guidance.
5. Q: How soon should a violation letter be sent after observing the violation? A: It is advisable to send the violation letter promptly after observing the violation. Timely communication helps address the issue before it escalates and demonstrates the HOA’s commitment to enforcing the rules and maintaining community standards.
6. Q: Can a violation letter be personalized for each recipient? A: While violation letters can follow a template structure, personalizing the letter for each recipient can enhance its effectiveness. Tailor the opening and closing paragraphs to address the homeowner by name and reference the specific violation observed.

Conclusion

Writing a violation letter template for HOA communities requires careful consideration of the language used and the tone conveyed. By following the three tips outlined in this article, you can create a comprehensive violation letter template that clearly communicates the violation, outlines the consequences, and provides a path to resolution. Remember to maintain professionalism throughout the process and seek legal counsel if needed. Effective communication is key to maintaining a harmonious living environment within HOA communities.

Self-managed HOA communities rely on their elected board of directors to run their community. They are responsible for dealing directly with homeowners to answer questions, collect HOA fees, issue violations, and so forth. Having a very active and accountable board is crucial to the community’s success. So how should you decide if you should hire an HOA management company to run your community? Read these tips to determine what’s suitable for your association!

What does an HOA management company do?

An HOA management company’s essential duty is to manage the community’s daily operations, including communicating with homeowners, scheduling maintenance, and other administrative work. Your communities board will still be essential, as will the HOA management company. The HOA management company is there to act as your community’s advisor and help run your community smoothly. 

What are the benefits of hiring an HOA management company?

Easier Management

Your HOA board members usually aren’t community association professionals who have been in the industry for years which can make it difficult for them to handle everyday HOA tasks. With an HOA management company, you get experience and expertise in managing a successful community association and can relieve your board members from these duties. They will take over administrative duties such as communicating with homeowners, processing violations, handling arch requests, and property maintenance. 

A management company will also be helpful for your residents as they will have a clearer picture of who to communicate with. They will have a designated point of contact and someone who will respond quickly to their questions. 

Industry Knowledge

A management company will also help your community be less risky by following all the rules and regulations to comply with the law. Having this industry knowledge will be a tremendous benefit for your association!

Are there disadvantages to hiring an HOA management company?

There are always disadvantages to having someone take over your community’s management, but do the pros outweigh the cons?

Increase in Costs

Hiring a management company will increase your costs for your association as you’ll have to pay for this service. You can increase your HOA fees to cover this cost, but your residents might not be happy with this decision. 

Less Control

While your board is still in control of all the crucial decisions for your HOA, hiring a management company can decrease the board’s governance. If your board is very involved and worried about their duties reducing this could be a disadvantage. However, you can help mitigate this by ensuring the management company and the board are on the same page.

Self-Managed HOA vs. HOA Management Company: Which should I choose?

The answer is: it depends! If your community is small and operating efficiently, it might be unnecessary to have a management company. However, it could be a great option if your board members are struggling with the responsibilities and your community is large enough to cover the cost. If you’re looking at hiring a management company, read this article to guide you on doing this correctly!

Either way, remember that Smartwebs can help you or your management company. With our software, you’ll be able to easily manage your association’s violations, arch requests, work orders, and even accounting. Get a demo of our software to see how Smartwebs can help you!

Hiring the right property manager for your HOA community is crucial to your community’s success. These managers are the face of your HOA and are integral parts of the maintenance and care of the property and residents. Having a caring, proactive, organized, and responsive manager is key to making a great community. Follow these tips to help you hire the right property manager for your HOA association!

Determine Responsibilities

Before you can find the right individual, you need to understand what responsibilities they will have in the community. A common and, in most cases, most important task will be homeowner management. This includes answering questions homeowners might have, communicating with them about events, helping them submit architectural requests, and answering violation questions. Excellent communication is crucial, so you want to ensure you have the right tools in place. SmartCommunications allows you to send messages to homeowners in a few clicks! Tag residents into different groups to help send targeted messages out to your community and make communication that much easier.

Managing violations will be a large part of an HOA manager’s job. This will include creating violations, sending out violation letters, and communicating with homeowners. Managing violations can be extremely time-consuming, so having software like SmartViolations will significantly benefit a property manager. Managers will be able to map, submit, and report on violations making it simple to stay organized. 

Vendor management is another responsibility of an HOA manager as they will get bids, hire vendors, and follow up as needed. With software like SmartWorkorders, you can schedule maintenance with your preferred vendors, track the progress, and pay them directly. This helps everyone stay informed on what maintenance is being performed, and with the mobile app, vendors can directly track their progress. 

These are just a few duties of an HOA manager, and there are many more, so it’s important to understand what they will be doing so you can hire the right candidate. If you want a more comprehensive list of HOA manager duties, you can visit HOAmanagement.com!

Licensing and Credentials 

Does your state require property managers to have some sort of license, certification, or other credentials? Make sure they have them! Even if your state doesn’t require them, it’s a great benefit to hiring someone with industry knowledge as it means they are invested in the industry. In your application, you can simply ask each candidate to input their specific licenses/certifications they have acquired. 

Speak with Their References

References can be a benefit to anyone searching for the perfect candidate. You only see what comes across on their resume or interviews, so speaking with individuals who have previously worked with the candidate can be insightful. Have each candidate give you one to two references for you to reach out to during the interview process, and make sure you look at the references to make sure they have previously worked together. 

Conflict Resolution Skills

Asking personality questions will help you see if the candidate is a good fit for your position. One of the most essential aptitudes for any property manager is conflict resolution skills. We know dealing with angry homeowners, tracking down vendors, and communicating with many different people can be challenging. You want to make sure this individual has excellent problem-solving and communication skills. Asking them to give examples of difficult situations they had to resolve or handling conversations in challenging scenarios will help you better understand your candidates. 

Hiring the right manager for your HOA community can take time, but it will be rewarding in the end! Property managers are a great asset to your community and can help the perception of the HOA in your resident’s eyes. Once you’ve got the right manager in place, make sure you have the right tools as well! Smartwebs’ all-in-one platform can help managers run their communities smoothly. Violations, Architecturals, Work Orders, Communications, Resident Portal, and Accounting management are all at your fingertips. 

Schedule a demo with our team and see how Smartwebs can help you manage your communities smarter. 

How to Explain Your HOA Community Fee Increase. It isn’t news most homeowners want to hear: that assessments might increase. But sometimes, a fee increase is the best way to keep an association in good financial health, and sometimes, increases are unavoidable. Here are some of the reactions homeowners typically have when they hear that their fees are about to increase, followed by the related rationales for an increase.

“I can’t afford the increase HOA Community Fee Increase.”

When you live in an association, you need to be willing to share the costs, as described in the governing documents you agreed upon in escrow. Keep in mind that if the association does not maintain its property, real-estate values can decline.

“I probably won’t be living here in 15 years when the streets need repaving. Why should I have to pay now?”

Senior citizens and young people living in condos they consider to be starter homes often pose this question. The problem with this “short-timer” logic is that these people are themselves benefiting from the use of the streets, pool, and other shared assets paid for by members who lived there before. Members should pay for the incremental use of these items each year they live there.

“Why don’t we just have a special assessment for a specific project?”

It can be difficult to collect money when you suddenly have a significant expense. It’s better to obtain it gradually, so the funds are there when you need them. Also, a special assessment unfairly penalizes homeowners who happen to live in the association at the time.

We hope this helps you combat some common questions when fee increases happen in your associations. With SmartCommunications, you can get ahead of these questions by sending out notifications via text, email, or voicemail to your community. Not currently using SmartCommunications? Schedule a demo at Smartwebs.com/demo.

Maintaining common areas is one of the board’s most basic responsibilities. To fulfill that responsibility, it’s a good idea to hire professional landscapers.

These fees may seem like an added or even unnecessary expense, but the additional cost will be less than the losses you would face without professional help in the long run.

Consider the advantages:

Professional Expertise

It takes more than a green thumb to maintain attractive and functional landscaping. A contractor employs experienced staff and trained labor crews. This expertise translates into a cost-effective and successful landscape maintenance program for your community.

Bulk Purchase Savings

A landscape contractor purchases plants and supplies in bulk quantities at reduced prices and can pass the savings along to your community.

No Equipment to Buy or Maintain

The association doesn’t have to purchase, store, insure, maintain, or buy fuel for equipment.

Improved Plant Survival

Trees, turf, shrubs, and other plantings are costly. Without proper care, they don’t survive, especially immediately after installation. A landscaper will guarantee newly planted shrubs and trees, so you don’t have to pay for replacing dead plants.

Reduced Liability

An association’s landscape contractor is appropriately insured and knowledgeable about and compliant with all local and federal environmental requirements and safety regulations. Your contract should shift the responsibility to the contractor and reduce the association’s liability.

Landscaping is essential to a community’s quality of life, its image, and its value. However, maintaining it can be costly. Is it worth an association paying for these services? Yes! Failing to invest in professional landscape maintenance is a false economy because curb appeal makes a neighborhood desirable and contributes to the value of your homes.

Did you know with the release of SmartBooks, you can pay contractors directly? No more managing payments in different systems! One login, one platform. Schedule your demo today at Smartwebs.com/demo!

Winter is quickly approaching, which means falling temperatures and cold weather on the horizon, so it’s essential to protect your HOA communities. When you winterize your communities, you are helping to protect them and avoid expensive repairs in the future. Is your community ready for the upcoming season? Here are some tips to help get you prepared for winter!

Seal any cracks in your pavement

When cracks in your pavement are left unrepaired, ice will build up and expand the pavement making your crack even worse than before. This is a great time to check your sidewalks, playgrounds, pavilions, and more to see if any cracks need to be filled before winter begins.

Plan for snow removal and power outages

How prepared were you last time you had snow or power outages? If you live in an area that gets snow every year, you probably already know how to deal with it. But if you’re in an area that doesn’t get snow, it’s still essential to have a plan in place, as we saw with Texas communities last year. Make sure you can communicate with your community during these times and keep them updated on any news. Power outages during snowstorms are common so make sure you have generators ready for your communities to keep the heat on. Educating your residents on how to stay warm during a power outage is also a great idea!

Protect your pipes

Bursting pipes are a big issue when you endure cold weather, especially in areas where it’s not common. If the weather is forecasted to drop below freezing, make sure you turn your faucets on to drip and keep your sink cabinet doors open. You should also turn off and drain all of your outdoor faucets, a vital task! If you have any outdoor pipes, you can add insulation to them to keep them from freezing.

Know who to call in case of an emergency

We can all hope that nothing serious happens during a winter storm, but you truly never know. Having a file with your important contacts for repairs and even personal injuries is important to prepare for the future. This list will not only help you in times of need but also your homeowners as well! If you can provide a readily available list to them, it can go a long way in their happiness with your community.

Inspect your HVAC system

Having your HVAC system serviced twice a year is a good rule of thumb and right before winter starts is a good time to have a technician inspect it! An experienced technician will be able to not only tune-up your HVAC but also catch any issues that could be potential problems. This will be an important preventative item for you to take for your community.

Getting your community ready for the upcoming season is crucial for the future of your community. Homeowners will appreciate you for it and know they live in a place that takes care of its facilities. We hope this winter season is filled with a lot of fun and joy, so make sure you’re prepared for anything that could happen!

Our employees are our backbone, and we love getting together as a company! On Friday, November 5, Smartwebs employees met at Lake Creek Park in Round Rock, TX, for a team-building picnic. We were able to eat lunch together, share some laughs, and join in on some fun!

After lunch, we broke off into four teams to build bikes for the kids at Texas Baptist Children’s Home. Texas Baptist Children’s Home provides a safe home and a stable family environment where children, single mothers, and youth aging out of foster care can learn, grow, and ultimately experience a happy, healthy future. We loved getting to work together on a project that would directly impact children in our community! This activity also helped us get to know one another and different working styles to complete a common goal. 

Once we finished up building our bikes, we started our team-building activities. The first game we played was called Hole Tarp, yup you read that right; it’s called Hole Tarp. Why? You guessed it, because there is a tarp, and it has holes in it! This game took major communication skills and strategy as each team had to get their tennis ball to go through the correct spot. The tennis ball(s) were placed on the tarp, and each group was told which color hole it needed to go through. It was entertaining to see how each team interpreted these instructions and how to do it effectively. One group just dropped the tennis ball through the hole since there weren’t any rules against it. We had to be given more rules once our CEO, Shawn Feilding, realized we were all a sneaky bunch! This game helped us see who in our groups were natural at stepping up and giving directions, who was more systematic in their thinking, and how to interact with different personalities.

After this, we played a game called landmines, where each team had to direct their teammate through a series of obstacles to the other side without stepping on any of the items. Pictured above is our CEO, Shawn Feilding, trying to get through while others were putting more obstacles in his way! This activity was challenging as each team was allowed to distract the other once they had made it through, making it difficult to know who to listen to. In this game, we learned how it’s better when one person is directing and not the whole group, so the participant knows who to listen to. We also learned that sometimes louder isn’t better as other people were giving wrong directions to distract us. 

All in all, it was a day filled with fun and good weather! We enjoyed getting together as a group, some of us meeting each other for the first time, and connecting as a company. We are excited to continue to do events like this together as our next company get-together is in December for our Holiday Christmas Party! If you ever want to host a community event for your neighborhood, having SmartCommunications is a great tool to have so you can send out mass communications to your community. Contact our team today for a demo!

Did you know that 25% to 27% of the U.S. population lives in private communities governed by homeowners associations, condominium associations, and housing associations? But for homeowners, it doesn’t matter how many HOAs there are—all that matters is finding the right community and the right HOA. And that’s where the right HOA management software can make a world of difference for your customer experience.

Here’s a look at what HOA management software is, why you need it, and what features to look for in the best software.

What is HOA Management Software?

HOA management software is your one-stop shop for everything related to property management. It used to be used by sophisticated property management companies with large and complex holdings, but these days, software evolution and pricing has made the same functionality available to even the smallest of HOAs.

Most managers use HOA management software for one of five reasons:

1. Accounting
2. Building management
3. Work order or maintenance management
4. Marketing tools
5. Tenant portal

The benefits for HOA managers are just as good, and in many respects, this software allows you to take charge of what’s going on in your community.

Of course, the real benefit isn’t just that you can break out a resident portal or simplify your accounting. The real benefit is that you no longer need to rely on an endless chain of people to handle small jobs. Instead, great software allows you to automate a lot of small tasks so that you can focus on the big ones.

In addition, good software provides an unbeatable customer experience. The reality is that no matter who lives in your community, today’s homeowners come with an implied degree of technical sophistication. They have certain expectations of professionalism, and those show through in your customer experience.

HOA management software allows you to meet (and exceed) those expectations every time.

What to Look for in the Best HOA Management Software

What separates good HOA management software from the best?

Start by looking for a few core features. For example, good software should include basic features like association management, owner communication, administrative functions, and accounting.

For HOAs, you’ll also want tools like online architectural request forms, a work order portal, and violation software.

The best software goes one step further. Not only are these features easy to use, but they’re integrated into a single powerful dashboard with all the functionality your community needs.

If you have to mix and match solutions, you’ll confuse and frustrate your members, and more importantly, you’ll constantly fight an uphill integration battle. Look for one system that does everything and does a wonderful job of it.

The one thing that great software is not? Free. Unfortunately, free HOA management software is often mutually exclusive from good software.

The Software You Need to Strengthen Your Community

Ready for HOA management software that goes the extra mile?

Here at SmartWebs, we know that property managers need a smarter way to do business. That’s why we offer a variety of software options tailored to your unique needs, like our SmartArchitecturals software that allows for easy architectural request submissions and 24/7 access throughout the process. It’s just one of the ways we’re improving the property management experience.

And best of all? We specialize in HOAs, which means you get software made for your unique needs.

Ready to give your HOA members an experience they’ll love? Schedule a demo today to learn more about how our software can help.

We understand that some communities are in areas that don’t have the best signal or no signal at all. This is why we developed our offline mobile app to help community managers still do their job without data. Process HOA Violations on Mobile. Smartwebs is one of the only property management software companies that are able to accommodate processing violations in the field without a signal. Keep reading to know why it’s important for you to have this feature as a part of your HOA management software. 

No data? No problem! 

Smartwebs was designed and developed to keep HOA inspections moving with no data needed. Quickly download your community or communities on an Apple or Android device and you’ll have access to a virtual map with the location of properties to process violations with speed. Once you’ve completed your drive/inspection(s), upload the information with one click and it will be processed seamlessly into the Smartwebs office site.

GPS Tracking

Did you know it’s still possible to use GPS tracking even without a signal? With our software, it is! The app is able to track you throughout the community so you know exactly what units you are viewing. Never lose sight of your community again! In the mobile offline app, you can see your current location, choose the unit you need, click the type of violation, snap a picture, and click submit. It’s as easy as 3 clicks and a pic! 

Zero Touch Communications

Sending out violations letters has never been easier. After you have processed your violations with our offline app, they will be ready for Zero Touch Mailing once you get back. Zero Touch allows you to send off a pre-designed letter template straight to the resident by email and mail with a click of a button. No more printing, stuffing and mailing violation letters by hand, it’s already done for you. 

We built our software to meet your company’s needs and are constantly improving by listening to our customers. Excited about this feature? Schedule a demo so we can show you how your community can do things smarter. After all, Smart is in our name!

Processing HOA violations by hand should be a thing of the past! More than ever, it is vital to keep track of all violations in case you need to provide documentation about an owner’s past. Smartviolations has made processing violations quick and easy with our coined phrase, 3 clicks and a pic! With a violation software like ours, you can speed up productivity, keep residents informed, and keep a record of all current and past violations.

These are the top four reasons your HOA needs violation software:

#1 Keep Records of All HOA Violations

As new laws are passed for HOA communities, homeowners are wanting more access to data. It’s extremely important to have a record of all your violations. With Smartwebs HOA management software, you can take photos of the violation in real-time and since the photo is auto-stamped with the date and time there is no confusion on when the violation occurred. You can include up to four photos on a single violation letter helping you capture the extent of the violation or even multiple violations in one letter. 

#2 Make your life easier with Zero Touch Mailing

With SmartViolations you will be able to capture the violation out in the field and it’ll be ready to send when you’re back in the office! Our system will auto-generate a pre-designed letter template with the violation photo attached and send it to the resident by email and mail. With Zero Touch mailing, you no longer have to print and mail out violation letters, it’s all done for you in one simple click! 

#3 Automatically send out notices to residents

Once you have processed your violation you can use Zero Touch Mailing to send it to the resident. With Zero-touch mailing, you never have to print or mail another violation letter. The resident will immediately receive an emailed copy of the letter as well as a printed copy in the mail. With the addition of the Resident Portal, the resident can see all their past and present violations. Homeowners can use our portal to ask questions or notify their property managers that violations have been corrected.

#4 Easy offline mobile management

Are you working on an iPad that doesn’t have cellular service? Don’t worry Smartwebs has you covered! With our software, you can track your violations on the move even when there is no cell service. Simply create a new violation, take a photo, and click print when you’re back in the office. 3 clicks and a pic! 

Smartwebs’ technology is all about helping you manage your communities better and with SmartViolations we do just that. With our automated systems, you can cut down on the time spent creating violation letters. Interested to see SmartViolations in action? Schedule a demo with our team today at Smartwebs.com/demo!

Do you have residents thinking about remodeling their kitchen, building an addition, or embarking on some other construction project that will require the services of a contractor? With the help of SmartArchitecturals, we have made submitting arch requests fast and easy with our online portal!  

Once a resident has completed an arch request through our SmartArchitecturals software and, it’s approved, they are ready to break ground! Help them keep their project nailed down with five simple guidelines:

1. Reconcile your contractors’ objectives with your own. You want your project to be completed on time and within budget. Contractors want to maximize their compensation. Design a compensation plan that maximizes your contractors’ profits when they achieve your objectives at each stage of the project.
2. Nothing drives down prices like competition. Any price you obtain without competition will be higher than the price you receive with it.
3. Write down everything you expect. Effective competition requires a complete, accurate, and final definition of the goods and services involved in the project.
4. Use standard forms for your contracts. The American Institute of Architects offers a variety of sample documents at www.aia.org/docs_default. Just realize there’s no such thing as a standard project and customize your contracts accordingly.
5. There is no substitute for professionalism. An architect, contractor, or other participants in your project who has a track record of character and professionalism will likely demonstrate those qualities on your project. Conversely, a participant with the opposite track record will probably remain true to form.

Contractors can be tough to work with, so finding the right one is important. Ask your friends who they have used in the past and ask your contractor for references. But most importantly, have fun with your project and get ready for the big reveal! Ready to give SmartArchitecturals a try? Visit smartwebs.com/smartarchitecturals/ for a FREE 5-Minute demo.