Board Governance
HOA Board Management Software for Transparent Governance
Give your board structured approval workflows, configurable voting thresholds, role-based access, and a complete audit trail for every decision.
What HOA Board Management Software Does
HOA board management software provides the tools that board members need to govern their community consistently and transparently. In most associations, board decisions happen through a mix of email threads, in-person meetings, and informal conversations — with no structured record of who approved what or when. This creates problems during board transitions, resident disputes, and financial audits. PropMIS replaces that ad hoc process with structured digital workflows: approval requests are submitted, board members vote, thresholds are enforced, and every action is recorded in a permanent audit trail. The board portal gives directors a clear view of pending items, recent decisions, and community operations — without requiring them to log into a complex management system designed for professional managers.
- Replaces informal email-based board decisions with structured workflows
- Board portal designed for directors — not a scaled-down version of the manager view
- Pending items, recent decisions, and community status visible at a glance
- Permanent record of every board action for transitions and audits
- Works for both professionally managed boards and self-managed volunteer boards
Approval Workflows
Different types of decisions require different approval processes. A routine maintenance work order might need simple majority approval, while a large capital expenditure might require unanimous board consent. PropMIS lets each community configure approval workflows that match their governing documents. When a manager submits a work order for board review, or when a vendor bid is ready for approval, the system routes the request to board members, collects their votes, and enforces the required threshold before the item can proceed. Board members receive notifications when new items need their attention, and they can review details and cast their vote directly from the board portal. This eliminates the back-and-forth of email polling and ensures that no decision moves forward without proper authorization.
- Configurable workflows for work orders, vendor bids, and violation enforcement
- Requests routed to board members with notifications for pending items
- Board members review details and vote directly from the portal
- Items cannot proceed until the required approval threshold is met
- Eliminates email polling and informal approval processes
Voting Thresholds
Community governing documents typically specify different voting requirements for different types of decisions. PropMIS supports configurable voting thresholds — majority, unanimous, or custom percentages — that can be set per workflow type. When a vote is initiated, the system tracks which board members have voted, calculates whether the threshold has been met, and records the outcome. This is particularly important for communities where governing documents require supermajority votes for certain categories of expenditure or policy changes. The system enforces these rules consistently, regardless of which manager is handling the request or how many board members are currently serving. Early-access communities have found that codifying their voting rules in software eliminates the ambiguity that often leads to contested decisions.
- Majority, unanimous, and custom percentage thresholds supported
- Thresholds configurable per workflow type to match governing documents
- System tracks individual votes and calculates whether threshold is met
- Consistent enforcement regardless of staff or board turnover
- Supermajority and special voting requirements supported for capital decisions
Role-Based Access Control
Not everyone in a community association should see everything. Managers need full operational access. Board members need governance tools and financial visibility. Residents need their account information and community documents. Vendors need their work orders and invoices. PropMIS enforces role-based access at the server level — not just in the user interface — so that data boundaries are real, not cosmetic. Board members can access the governance dashboard, pending approvals, financial summaries, and board-only documents. They cannot modify operational settings, access other communities' data, or perform manager-level actions. This separation of concerns means that board members get the access they need to govern effectively without the risk of accidental changes to community configuration.
- Four primary roles: Manager, Board Member, Resident, and Vendor
- Access enforced at the server level — not just hidden in the UI
- Board members see governance tools without operational complexity
- Residents see only their own account and community-wide information
- Vendor access limited to their own work orders, bids, and invoices
Audit Trails for Every Decision
Accountability requires records. PropMIS maintains a complete audit trail for every action taken in the system — every approval, every vote, every document upload, every payment, every configuration change. The audit trail captures who performed the action, what was changed, and when it happened. This is not a simplified activity log — it is a comprehensive, immutable record designed to support board transitions, resident inquiries, legal proceedings, and financial audits. When a new board takes over, they can review the complete history of decisions made by the previous board. When a resident questions a fee or a policy enforcement action, the manager can point to the specific approval record. The audit trail is exportable for communities that need to provide records to attorneys, accountants, or regulatory bodies. PropMIS is available at $99/mo per community plus $3/unit over 10, with a 45-day free trial and no credit card required.
- Every action recorded: approvals, votes, payments, uploads, and configuration changes
- Captures who, what, and when for every system event
- Immutable records that cannot be edited or deleted after the fact
- Exportable audit trail for attorneys, accountants, and regulatory review
- Supports smooth board transitions with complete decision history
Frequently Asked Questions
Common questions
Can board members vote from their phone?
Yes. The board portal is a responsive web application that works on any device with a browser. Board members can review pending items and cast votes from their phone, tablet, or computer.
How are voting thresholds configured?
Voting thresholds are set per workflow type by the community manager. You can configure majority, unanimous, or custom percentage requirements to match your community's governing documents.
Is the audit trail exportable?
Yes. The audit trail can be exported for review by attorneys, accountants, or regulatory bodies. The export includes the full detail of who performed each action and when.
How much does PropMIS cost?
$99/mo per community plus $3 per unit over 10. Board governance tools are included in every subscription — no add-on fees. The 45-day free trial requires no credit card.
Ready to modernize your community?
$99/mo per community. 45-day free trial. No credit card required.