Organization Settings Social Media Public Page (About Sender) Member Directory Companion App

Managing Contact Lists Viewing and Editing Contacts Adding Contacts Manually Importing Contacts from CSV Creating Sign-Up Forms

Writing a Message Proactive Coach Using Templates Adding Images Understanding the Message Summary Before You Send: Test or Review Pasting from Other Apps Previewing Your Message Adding Tables

Creating an RSVP event Understanding the Event Summary Understanding the Open Event Summary Guest Check-in Seating Arrangements

Sending Your Message Sending From Your Own Domain Setting Your Reply Address

OrgPlanner

Getting Started with Form Builder Building and Editing Forms Working with Smart Presets Managing Form Responses

Getting Started with Email Forwarding Adding and Verifying Your Domain Creating and Managing Email Forwarders Replying As Your Forwarded Email Address in Gmail

Team Members

Activity Dashboard Usage & Limits Usage History

Workflow Automation Overview Bahá'í Feast Announcement Workflow

HOA Document Vault

Document vault: keep your HOA records in one place

The document vault keeps your association's records in one place: governing documents, rules, amendments, insurance, financials and contracts. Each file has a version history, and you choose who can see it. Approved meeting minutes from Meetings & Minutes are listed there automatically.

1. Upload a document

Open HOA → More → Documents and choose Upload document.

  • File: PDF, Word, Excel, JPG or PNG, up to 25 MB. Scanned documents work fine as PDF or JPG.
  • Name: taken from the file name; change it to something owners will recognize, such as "Declaration of CC&Rs".
  • Category: governing documents, rules & policies, amendments, insurance, financials, contracts or other.
  • Effective date: when this version took effect, for example the date an amendment was recorded or a policy period started. Optional.

2. Who can see it

  • Board only: you and your team in Pro.
  • Owners: signed-in members, in the Documents section of your member portal. The member portal must be on.
  • Public: anyone who visits your public page, for example buyers and real estate agents. Your public page must be published.

Use Copy link in the menu to paste a link to an owners or public file into an email. Owners are asked to sign in before the file opens. Download links are created fresh each time and stop working after a few minutes, so a file can't be passed around by its link once you make it board only.

3. New versions

When a document changes, choose Upload a new version instead of uploading it again. The new file becomes the current one, keeps the name, category and who can see it, and the old one stays in Version history. Owners and the public only see the current version. You can download or delete any version from the history.

4. Storage

Uploading documents is part of the paid plans: Starter includes 2 GB, Pro 10 GB and Team 50 GB. That is plenty for most associations: a full set of governing documents, ten years of financials and the insurance policies usually takes well under 1 GB.

  • Every version counts toward your storage; deleting old versions frees space.
  • Approved minutes don't count: they are stored as text in Meetings & Minutes and stay free on every plan.
  • When your storage is full, uploads stop until you delete something or upgrade. Nothing is ever deleted for you.
  • If you move to a smaller plan, your files stay available to the board and owners; only new uploads are blocked while you are over the limit.

Good to know

  • Many states give owners the right to inspect association records within a set time. Sharing the documents owners ask for most often in the member portal saves the board a lot of requests.
  • Deleting a document removes the file for good, including all its versions.
Last updated: October 24, 2026