A board member takes a call about one property: what's owed on it, whether anything's been reported there, and who's actually living in it. Answering that usually means the ledger, the violation file, the documents, and whatever spreadsheet holds who owns it this year.
In HOA-OS each lot has a page, and this walkthrough answers that call from one of them.
What the video covers
- The lots list, with each lot's owner of record and its resident
- One lot's page, opening on the address and what the lot owes
- The resident card and the owner of record card, on a lot where they're different
- The ledger entries the balance is added up from
- What's been reported on the lot, open and resolved
- Property transfers, and the record of a lien
- A different lot with nothing on it
- A limit the page has
The full walkthrough, in words
The lots list shows the lot number, the address, who owns it on the record and who's living in it now. On some lots those are two different parties. The lot this call is about is owned by a company and lived in by somebody else.
Open it, and the address is at the top with what the lot owes right under it: $840. It's the lot's ledger added up every time the page opens.
The first card shows who lives there, one resident marked as the primary one. The card under it shows who owns it, and it's a different name: a company on the title, recorded as an entity, with its mail going to a post office box.
The ledger comes next, newest first: two quarterly assessments still unpaid, and below them the last payment that did come in. The six rows in the ledger add up to the $840 at the top of the page.
The next card's heading counts the one report still open, a lawn notice from a few days ago. A bin complaint from August sits under it, resolved, and it stays on the lot too.
The Property Transfers card on this lot is empty, and says so. Where there's a lien, it sits on the lot it belongs to. This one was filed in August, over the same $840 the ledger shows. The filing happens outside HOA-OS, and the card is the record of it.
A different lot with none of that on it gets the same cards: no violations yet, no property transfers yet, no liens yet.
The page reads the cards on it and nothing else. A note somebody took on a phone call, or a photo still on somebody's phone, stays where it is.
Questions boards ask about this
Does anyone type in the balance?
No one types the balance. It's the lot's ledger added up each time the page opens.
Can the page show who owns a lot and who lives there when they're different?
Yes. The resident and the owner of record are two separate cards, one under the other.
Where does the lien filing happen?
Outside HOA-OS. The lien card is the record of one, kept on the lot it was filed against.
Will the page pick up notes kept somewhere else?
No. A note from a phone call or a photo on someone's phone stays where it is.
Related reading
- HOA Liens: How They Work and How to Avoid One
- Automating HOA Dues Collection Before It Burns Out Your Treasurer
- How does a board keep a record of a delinquent account from the first warning to a filed lien?
See what HOA-OS covers for self-managed HOA boards at hoa-os.com/self-managed-hoa-software.