The platform specification

Everything HOAxis ships, in one place.

Twelve modules. Hundreds of carefully-considered details. No paid add-ons, no enterprise upsells. The whole specification is the same whether you're a 24-home pocket community or a 1,200-door master association.

Module 01

Architectural review

The submission-to-decision workflow your board actually runs.

30 day

Statutory window

< 1s

Vote → tally latency

Homeowners submit through a guided form with draft codes, document upload, signature. ARC committee discusses with internal notes invisible to the homeowner, votes per-application with non-objection / object / needs-info, and triggers automatic Board hand-off on majority. The 30-day clock pauses on needs-info and resumes on response. Every action is audit-logged, every application gets its own Drive folder.

Homeowner submission form with draft codes
30-day statutory clock with pause/resume
ARC committee majority voting
Automatic Board hand-off on majority
No-objection / objection email templates
Per-application Drive folder
Daily reminder cron (5, 1, 0, overdue thresholds)
AI compliance summary per application

Module 02

Non-compliance reporting

Track covenant violations without driving everyone to court.

Homeowners (and board members) report alleged violations with photos. Reviewers are assigned, dispositions tracked, communication with the reporter happens through the platform — anonymous to the violator. Same review machinery as ARC applications, same audit log, same email templates.

Photo upload at submission
Reviewer assignment
Investigation lifecycle (submitted → in-review → resolved)
Reporter-anonymous communication channel
Free-text disposition tracking
Email templates per outcome
Per-report audit log
Bulk export for legal counsel

Module 03

AI advisor — board + residents

A research assistant that knows your governing docs cold.

$0.41

Avg monthly spend

< 3s

Typical answer latency

Residents ask "do I need to apply for a 6-foot vinyl fence?" Board members ask covenant and governance questions on the Board Advisor channel. The advisor answers using only your declarations, bylaws, ARC rules, and applicable local-government regulations. Conversations are logged. Monthly USD spend is capped by a hard ceiling the Board controls.

Grounded answers from your governing docs
Separate resident + board advisor channels
Local-government rule corpus
Quick-check rule lookup (zero AI cost)
Monthly USD budget cap (hard ceiling)
Per-conversation token + cost log
Knowledge-source curation in the admin UI
Per-feature gate (residents vs staff)

Module 04

Ballots & voting

Audit-grade elections, configurable to your bylaws.

Define the question, the choices, the open/close window, the scope of eligible properties, the quorum percentage, the pass threshold. Voters authenticate with their per-property voting key — one vote per home. Results can be aggregate (counts only), attributed (counts + who voted), or secret (counts after close). Draft → open → closed → finalized lifecycle.

Open/close windows
Quorum % and pass threshold %
Scope: all, by property subset, or custom
Property-keyed voting (one vote per home)
Aggregate / attributed / secret result modes
Draft → open → closed → finalized lifecycle
Live results toggle (Board-controlled)
Full ballot history exportable

Module 05

Meetings & AI minutes

The minute-taker every secretary wishes they had.

Build the agenda, capture attendance, log motions + vote counts live. After the meeting, paste in the transcript and HOAxis drafts minutes that treat the structured metadata (attendees, motions, vote counts) as ground truth — the AI fills in narrative, never invents votes. Secretary reviews, edits, approves, and archives.

Agenda builder with carry-over items
Live attendance + motion + vote capture
AI-drafted minutes from transcript
Structured metadata as ground truth
Approval workflow + immutable archive
Searchable minute history
Action-item extraction
Board-visibility scope (open / executive session)

Module 06

Mass announcements

Reach the right homeowners with proof you delivered.

Send a board update to all homeowners, just the board, just the ARC committee, just active owners, or any custom list. Plain text or HTML. Per-recipient delivery state — who opened the email, who bounced, who replied — written back to an immutable announcement record.

Audience targeting (all / board / ARC / custom)
Active-owner-only filter
Plain-text + optional HTML
Per-recipient delivery log
Bounce + reply visibility
Schedule for later or send immediately
Homeowner inbox view of their announcements
Full send history exportable

Module 07

Community events & calendar

A community calendar that homeowners actually use.

Board posts events with category (meeting, social, maintenance, hearing, holiday), visibility scope (public / homeowner / board), and reminder schedule. Homeowners RSVP, get email reminders, and add events to their personal calendar — Apple, Google, Outlook — through subscription-grade ICS feeds. Key events override opt-outs so emergency notices land.

Categorized events + visibility scopes
RSVP with party size and notes
Configurable reminder schedule per event
"Add to my calendar" (ICS) on every device
Per-homeowner subscribable feed
Key-event opt-out override
Per-homeowner notification preferences
Live + canceled + postponed states

Module 08

Documents library

Governing docs, board minutes, financials — one source of truth.

Replace the unwieldy Drive folder with a properly-organized library. Visibility scopes (homeowner / board / officer-only), categorized by type (declarations, bylaws, minutes, financials, vendor COIs), with full-text search and version history.

Visibility scopes per document
Type taxonomy + tags
Version history
Full-text search
Homeowner-visible vs board-only
Bulk upload
External file links (Drive / Dropbox / S3)
Audit log of every access

Module 09

Work orders & vendors

A maintenance queue and a vendor directory in one.

Capture maintenance requests from any source, assign to a vendor, track from open to invoiced. Vendor directory holds insurance / license / W-9 documents with expiry tracking — the board gets a warning 30 days before a COI lapses. Per-vendor rating, services tags, do-not-use flag.

Work-order pipeline (open → assigned → done)
Vendor directory + ratings
COI / license / W-9 expiry alerts
Per-vendor document store
Services tags + searchable
"Do not use" flag
Per-vendor work history
Invoice tracking

Module 10

Amenity reservations

Self-service booking for the pool, clubhouse, and more.

Define each amenity with its own rules: maximum reservation length, advance lead time, blackout dates, capacity, who can book. Homeowners self-serve from their portal; the board sees the schedule, can override, and can suspend an amenity for maintenance.

Per-amenity reservation rules
Lead time + max-length enforcement
Blackout dates
Capacity limits
Homeowner self-service booking
Conflict prevention
Maintenance / suspended states
Reservation history per homeowner

Module 11

Resale certificates

Closing-day disclosure packets without the file-folder scramble.

When a home sells, the title company asks for a disclosure packet — covenants, financials, open violations, current assessments. HOAxis turns the request into a tracked workflow with packet generation, delivery to the requester, and an audit trail the buyer can rely on.

Request intake from title agents
Packet generation + URL delivery
Status: requested → paid → generated → delivered
Automated email to requester
Per-request audit log
Cancel + refund support
Per-property closing history
Integration with documents library

Module 12

Homeowner registry

A durable system of record for the people and the homes.

Properties and people are first-class entities, not denormalized strings. A person can sell their home, move into another, and the registry tracks the full ownership history. Each home has a voting key — a per-property secret — that rotates automatically when the primary owner transitions, so the new owner can vote and the old owner cannot.

Properties + persistent people identities
Multi-generation ownership history
Multiple emails per person (primary + secondary)
Multiple phones per person, SMS-OK flag
Vehicles per property (parking enforcement)
Voting key rotates on sale automatically
Field-level audit log of every change
Homeowner self-service portal

What every tenant gets

One plan. Every module. Every tenant.

Per-home pricing means there's nothing to gate. Every capability ships on the same plan; what scales with you is your AI advisor budget.

Architectural review workflow

30-day clock, ARC voting, Board hand-off

Non-compliance reporting

Photo upload + reporter-anonymous channel

AI advisor — board + residents

Capped monthly budget, scales per home

AI compliance review per application

Ballots & voting

Quorum, thresholds, property-keyed votes

Meetings + AI-drafted minutes

Agenda → motions → minutes pipeline

Mass announcements

Audience targeting + per-recipient delivery log

Community events + ICS feeds

RSVPs, reminders, key-event override

Documents library

Per-doc visibility, versioning, search

Work orders + vendor directory

COI / license / W-9 expiry alerts

Amenity reservations

Per-amenity rules, self-service booking

Resale certificate workflow

Closing-packet pipeline for title companies

Homeowner registry

People + properties + ownership history

Voting key rotation on sale

Field-level audit log

Daily reminder cron

Per-tenant email identity

Your domain, your name, your signature

Custom subdomain

yours.hoaxis.com

Custom domain (CNAME)

Bring your own

Custom branding

Colors, crest, tagline, footer

Per-user TOTP 2FA

Email template library

CSV + JSON export

Including audit logs

SOC 2 report when issued

Included AI advisor budget

$3 + $0.10 × homes / month

A hard monthly cap that scales with you. Buy $10 / $25 / $50 / $100 credit packs from your console to extend; never an automatic overage charge.

Calculator →

Ready to walk through it?

See the platform end-to-end in 25 minutes.

We'll demo using real workflows, not a polished sandbox. You'll see exactly what your board members and homeowners will see.

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