HOA Operations
Updated August 1, 2026 · Hub built July 4, 2026 · Guides added as published: violation process July 9, 2026; record retention July 10, 2026; leaving a management company August 1, 2026
Self-management is mostly recurring administrative work: money coming in, records kept, deadlines met, the same routines run month after month. This hub collects the operational workflows a volunteer board actually needs, written as step-by-step processes with templates you can adopt, not theory. Where a task carries legal weight, we flag it and point you to the right professional.
Workflows
Delinquent Dues Collection Workflow
A written policy, a fair escalation ladder, three adaptable letters, and a delinquency tracker, the whole system for collecting unpaid assessments consistently and defensibly.
Leaving a Management Company
What an outgoing management company must hand back and by when, with the statute for all twelve states we track. Only five impose a deadline. Includes a turnover demand list and a 90-day transition sequence.
Treasurer Transition Checklist
The riskiest handoff on a volunteer board, made safe: change bank signers, transfer books and access, confirm tax and insurance deadlines, and sign off, with a free printable checklist.
Annual Operations Calendar
Every recurring deadline in one place: financials, tax filings, insurance renewals, the annual meeting, budget season, and seasonal property work, with a free editable spreadsheet you adapt to your fiscal year.
Website & Resident Portal Checklist
Whether your state legally requires a website, what to require before you buy a resident portal, and a build-versus-buy cost table, so you size the decision to your community, not to a sales pitch.
HOA Violation Process
A due-process-aware enforcement sequence: where your authority comes from, the notice and hearing many states require before you fine, three adaptable letters, and a free violation log.
Record Retention Schedule
What to keep, how long, and who holds it: a retention schedule (with Florida and California examples), plus a board-turnover handoff so records survive when volunteers change.
The Complete Operating Guide
How the operating desk fits together end to end: finances, meetings, records, vendors, and the annual rhythm of a self-managed association.
Tools & templates
Dues Tracker Spreadsheet
Per-unit ledger with automatic aging, the receivables backbone for collections and the monthly close.
All Templates & the Board Starter Pack
Budget workbook, records inventory, transition checklists, the free files that turn workflows into to-do lists. Start with the board meeting agenda and minutes templates, the two documents every board needs first, or score contractor bids with the vendor comparison scorecard.
State Requirements Hub
Notice periods, records-access rights, and collection rules vary by state. Check yours before you set a policy.
More operations workflows are in development. Related: finances & reserves · professional services directory (coming) · start here for new board members