Resident
Sees only their own requests.
- Pages
- Home, My requests, Notices, Documents, My home, Calendar
- Can start
- Send a request, New request, Upload a document
My requests
HOA management portal for boards & homeowners
An HOA management portal is where homeowners send requests to the board, the board works through them in the open, and the community manager keeps each home's dues status and violations on record. Residents read the association's notices in the same place instead of on the mailroom corkboard.
Pattern: RequestsDescribe it to Pory
“Our 120-home HOA needs a place where residents submit requests to the board, the board works through them, and our community manager tracks dues status and violations for each home.”
Viewing as
In plain English
How Pory sets it up
Pory gives every resident, board member and community manager a sign-in of their own. Each resident sees only their own requests. It covers dues status, requests and violations. Requests, homes, violations, dues and charges, documents, community calendar and board and management live in Pory's own database, so there's no spreadsheet to keep in sync.
What it does
Homeowners file fence plans and streetlight reports in one form
Requests reached the board as emails to whoever was treasurer that year, letters in the clubhouse box and complaints at the pool. A homeowner picks the type (an architectural change, a repair, a parking problem), describes it, adds photos and their address. They can see where each request they've made stands, so nobody waits for the next meeting to find out.
Forms to submit a recordDone by: Resident
The board moves each request from submitted to done on one board
Board members forwarded requests between personal inboxes and lost track of who was meant to reply. Every request is a card in its column (Submitted, Board review, Approved, Done, Declined) and a member drags it along as the board decides, with the reason written on the request. The monthly meeting starts from the board, not a stack of printouts.
Board by statusDone by: Board member
Violations are filed against the home, with photos and a status
Violation notes lived in the manager's notebook and a folder of phone photos, so a repeat trash-can offender looked like a first-timer. The manager files each violation on the home with the date, a photo, a fix-by date and where it stands: open, notice sent, resolved or dismissed. Opening 14 Linden Ct shows its violations together, which settles most "since when?" arguments.
Detail view with related itemsDone by: Community manager
The community manager sees every home's dues status in one list
Dues status lived in the treasurer's spreadsheet, and the manager had to email them before answering a homeowner. Each home carries its dues status (current, due, overdue or on a plan), the next dues date and any balance owed, kept up to date by the manager. Answering "am I up to date?" takes a search, not an email to the treasurer and a two-day wait.
Tables to manage recordsDone by: Community manager
Residents read pool hours, meeting dates and notices on one page
Notices went up on the mailroom corkboard and in an email half the community filtered as spam. The board posts notices on a page every resident sees when they sign in: the annual meeting, pool closures, trash days, how to send an architectural request. Nobody has to stand in the mailroom reading thumbtacked paper to learn the pool is closed.
Notices & content pagesDone by: Resident
Who sees what in an HOA management portal
Every person signs in to their own view. This is what each role in the demo gets.
Board member
Sees every request in the portal.
- Pages
- Home, Requests, Violations, Documents, Calendar
Community manager
Sees every request in the portal.
- Pages
- Home, Homes, Requests, Violations, Documents, Calendar
- Can start
- Record a violation, Ask a homeowner for a document
What’s in the HOA management portal template
The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.
Requests
- Request (text)
- Type (choice: Architectural change, Common-area repair, Noise or neighbor, Landscaping, Parking, Other)
- Details (long text)
- Photos (file)
- Home (text)
- Submitted (date)
- Resident (link)
- Status (choice: Submitted, Board review, Approved, Done, Declined)
- Board notes (long text)
Homes
- Address (text)
- Owner (link)
- Dues status (choice: Current, Due, Overdue, Payment plan)
- Next dues date (date)
- Balance owed ($) (number)
- Lot (text)
- Notes (long text)
Violations
- Violation (text)
- Home (link)
- Observed (date)
- Type (choice: Parking, Trash bins, Unapproved change, Noise, Yard upkeep, Exterior upkeep)
- Status (choice: Open, Notice sent, Resolved, Dismissed)
- Fix by (date)
- Photos (file)
- Owner (link)
- Details (long text)
Dues and charges
- Charge (text)
- Due (date)
- Amount ($) (number)
- Status (choice: Billed, Paid, Late, On a plan)
- Home (text)
- Owner (link)
- Note (long text)
Documents
- Document (text)
- Kind (choice: Architectural, Governing document, Financial, Meeting, Insurance)
- Needed by (date)
- Added (date)
- Status (choice: Requested, Uploaded, Checked, Shared with residents)
- Home (text)
- File (file)
- Owner (link)
Community calendar
- Event (text)
- Date (date)
- Kind (choice: Meeting, Deadline, Maintenance, Community)
- Where (text)
- Details (long text)
Board and management
- Name (text)
- Role (text)
- Contact (text)
The parts behind this portal
Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal
Collect
1 partForms
Signed-in or public, with typed fields and file uploads. A form files a record; it doesn't start an email thread.
Decide
1 partBoard by status
Cards in columns. Drag a record to move it along.
Share
3 partsTables
Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.
Detail view with related items
Open a unit, a pet or a listing to see its details and everything tied to it: requests, visits, offers. Share it by link; edit, change the status or add a related item from there.
Notices & info pages
Check-in details, benefits, updates: a page for a role to read.
Control
3 partsWho sees which records
Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.
Passwordless sign-in
A sign-in link by email, by default. Password sign-in if you'd rather.
Your brand
Your domain, your colors, your logo. Members see you.
Frequently asked questions
A resident signs in with a link sent to their email and lands on Home. They see Home, My requests, Notices, Documents, My home and Calendar, and only the requests that are theirs. From there they can use “Send a request”, “New request” and “Upload a document”.
You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.
More property portals
All property portalsTenant portalLeases, rent status & maintenanceVacation-rental guest portalCheck-in & requestsCommercial lease management portalTenants & renewalsFacilities work orders portalReport → assign → resolveConstruction punch lists portalDefect → assign → fixed → verifiedBrokerage portalListing pipeline & offersProperty owner portalStatements, spend, occupancy per unit
Build your HOA management portal with Pory
Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited homeowners.