Help CenterInside of the EasyHOA software there is a main menu item in the bottom left hand corner of the page called "Tools". To the right of Tools there is an arrow pointing downward and when you click on the arrow it will expand the sub menu inside of the Tools menu. The tools sub menu includes items such as Boards, Board Tasks, Committees, Directory, Import, Payment Processing, Print, Website, Settings, Late/Lien Rules and Dues Manager:
Each of these sub menu items are clickable and when clicked on will allow you to navigate to those particular pages.
1. Boards
The Boards page is the first item under the Tools menu. This page allows you to manage your HOA's board members, board settings, committee titles, and notification preferences.
Getting Started
If you are new to EasyHOA and have not yet added board information, this page may not contain much information.
The first thing you should do is verify that the Board Name is correct. The Board Name field is located near the top left of the page. EasyHOA automatically populates this field using the board name entered when your account was created.
Board Visibility Settings
On the right side of the page, you can choose whether board member information (name, phone number, and email address) is visible:
- To homeowners when they log into their owner account
- To the public on your HOA website
Use the toggle switches to enable or disable these settings.
After making any changes, click Update to save your settings.
Board/Committee Titles
In the upper-right corner of the page, click Add Board/Committee Titles to manage board and committee member titles.
Default Titles
EasyHOA comes preloaded with the following titles:
- President
- Vice President
- Secretary
- Treasurer
Adding Custom Titles
To add a custom title:
- Enter the title in the field provided.
- Add a comma after the title.
- The software will automatically add it to the list.
When finished:
- Click Save to keep your changes.
- Click Cancel to discard changes.
- Or close the window using the X in the upper-right corner.
Board History
The Board History button is located next to the Add Board/Committee Titles button.
This page displays a record of changes made to your board, including:
- Board members added or removed
- Titles added or removed
- Date and time of the change
- User who made the change
Board Members Section
The Board Members section displays all current board members.
Adding a Board Member
To add a board member:
- Click Add Board Member.
- Select an owner from the owner list.
You may also choose a team member from your My Team page. This can be helpful if a board member prefers not to use their personal owner email address for board-related tasks.
- Select a board title from the dropdown menu.
- Click Save.
If you do not wish to save your changes, click Cancel.
Reordering Board Members
Board members are initially listed in the order they were added.
To change the display order:
- Locate the three horizontal lines in the Order column.
- Click and drag the board member up or down within the list.
Email & Phone Visibility
Each board member has individual visibility settings.
You can choose whether their:
- Email address is visible
- Phone number is visible
These settings can be displayed to:
- Homeowners within their owner portal
- The public on the HOA website
Use the toggle switches to enable or disable visibility.
Editing or Removing a Board Member
In the Actions column:
- Click the Pencil Icon to edit a board member's title.
- Click the Trash Can Icon to remove a board member from the board.
Board Notifications / Daily Reports
The Board Notifications / Daily Report section allows you to configure daily email and text notifications for board members.
Board members can receive notifications regarding:
- New Emails
- New Texts
- New Voicemails
- New Violations
- New Requests
Each board member can have their own notification preferences.
Configuring Notifications
For each event type, you can choose whether a board member receives:
- Email notifications
- Text notifications
Simply check the appropriate box next to each option.
How Daily Reports Work
Daily reports notify board members of activity that was not addressed the previous day.
New Emails
Board members receive a daily report if an incoming email was not addressed the previous day.
New Texts
Board members receive a daily report if an incoming text message was not addressed the previous day.
New Voicemails
Board members receive a daily report if a voicemail was not addressed the previous day.
New Violations
Board members receive a daily report if a violation was not addressed the previous day.
New Requests
Board members receive a daily report if a request was not addressed the previous day.
Notifications are only sent for the event types and delivery methods (email and/or text) selected for each board member.
2. Board Tasks
You will see two available views:
- Task View
- Calendar View
Creating a New Task
To create a task:
- Go to Tools > Board of Tasks
- Click Add Task
- Enter the task title
- Optionally add:
- Task details or agenda notes
- Images or attachments
- Select a Due Date
- Configure reminders (optional)
- Click Save Task
Adding Task Reminders
When creating a task, you can send reminders to:
- Board Members
- Committee Members
To Add Reminder Recipients
- Select the recipient group:
- Board Members
- Committee Members
- Click Select Member
- Choose one or multiple recipients
Reminder Timing Options
You can configure reminders for:
- (#) of days before the due date
- On the due date
Example Uses
Some examples of tasks include:
- Upcoming board meetings
- Maintenance reminders
- Pool filter replacements
- Landscaping projects
- Community inspections
- Committee assignments
Task View
The Task View displays all active and completed tasks in a list format.
From this view you can:
- Review upcoming tasks
- Open task details
- Mark tasks as completed
- View completed tasks separately
Completing a Task
To mark a task as completed:
- Click the green checkbox next to the task
OR - Open the task and mark it as completed
Completed tasks will automatically move to the Completed Task List.
Calendar View
The Calendar View displays tasks alongside community calendar events.
This allows boards to:
- See upcoming tasks visually
- Coordinate tasks with HOA events
- Track completed vs pending items
Task Colors
- Active tasks display in the normal task color
- Completed tasks display in gray
Website Calendar Integration
Board tasks also appear within:
Tools > Website > Calendar Events
This allows board members to view tasks alongside website calendar events internally.
Important Notes
- These task items are not public-facing
- Tasks only appear on the Dashboard/Next Dashboard calendar
- Tasks do not display on the public website calendar
Additional Notes
- Tasks can include attachments and images
- Reminders can be sent to multiple members
- Tasks can be managed from either the Task View or Calendar View
- Completed tasks remain visible for historical tracking
3. Committees
The Committees page allows you to create and manage HOA committees, assign committee members, configure notifications, and control the visibility of committee information.
Creating a Committee
After clicking Add Committee, the Committee Information page will appear.
Committee Title
The first field is the Title field.
This is the name of your committee, such as:
- Architectural Review Committee
- Social Committee
- Landscaping Committee
- Welcome Committee
Enter the name of your committee in this field.
Committee Visibility Settings
On the left side of the page, you will find visibility settings that allow you to control who can view committee information.
You can choose whether committee information (such as member names, phone numbers, and email addresses) is visible:
- To homeowners when they log into their owner account
- To the general public on your HOA website
Use the toggle switches to enable or disable these settings.
Adding Committee Members
Once your committee title and visibility settings have been configured, click Add Committee Member.
Selecting a Committee Member
A new window will appear allowing you to select a committee member.
You may choose from:
- Owners
- Team Members from the My Team page
Using a team member can be helpful if someone prefers not to use their personal owner email address for committee-related responsibilities.
Assigning a Title
After selecting a committee member, choose a title from the title dropdown menu.
Examples include:
- Chairperson
- President
- Secretary
- Treasurer
- Any custom title you have created
Once completed:
- Click Add Owner to add the member to the committee.
- Click Cancel to exit without saving.
Committee Notifications
Each committee member can have customized notification preferences.
To configure notifications, click the Notifications section for the committee member.
Available Notification Types
Committee members can receive notifications for:
- New Requests
- Request Status Changes
- New Request Files Uploaded
- Request Forms Completed
Notification Delivery Options
For each notification type, you can choose whether the committee member receives:
- Email notifications
- Text message notifications
Simply check the appropriate box next to each event.
Notification Examples
New Requests
Committee members receive a notification when a new request is submitted through EasyHOA.
Request Status Changes
Committee members receive a notification whenever the status of a request changes.
New Request Files Uploaded or Forms Completed
Committee members receive a notification when:
- A new file is uploaded to a request
- A form associated with a request is completed
Saving Notification Settings
After configuring notification preferences, click Save Notifications to save your changes.
4. Directory
Directory Visibility Settings
The Directory page allows you to control which homeowner information is visible to other owners when they log into their owner account and view the directory. You can hide the directory as a whole, and it will now show in the owner portal.
You can configure visibility settings globally for all owners or customize settings for individual owners.
The Share Name/Unit, Share Email, and Share Phone columns allow you to control what homeowner information is visible in the owner directory.
Each column contains a toggle switch at the top that acts as a global setting for all owners:
- Share Name/Unit controls whether owner names and unit information are displayed.
- Share Email controls whether owner email addresses are displayed.
- Share Phone controls whether owner phone numbers are displayed.
When a toggle is enabled, that information can be displayed in the directory. When disabled, that information will be hidden for all owners.
You can also customize visibility for individual owners using the checkboxes within each owner's row. These checkboxes allow you to override the global setting and choose whether a specific owner's name, unit information, email address, or phone number is shared in the directory.
Each column header also contains sorting arrows that allow you to sort directory information in ascending or descending order, making it easier to locate and organize owner records.
Searching the Directory
At the top of the Directory page is a search bar.
Use the search bar to quickly locate homeowners by searching for:
- Name
- Unit number
- Other directory information
As you type, matching results will be displayed.
Exporting the Directory
To the right of the search bar is the Export CSV button.
Clicking Export CSV will download the directory information as a CSV file that can be opened in spreadsheet applications such as Microsoft Excel or Google Sheets.
This feature is useful for:
- Creating reports
- Maintaining offline records
- Sharing directory information with authorized users
5. Import
When you click on Import a page will appear that gives you information on how to import your owner's information into the EasyHOA software via a CSV file upload. On the left side of the import page you will see a “Download Template” link. Click on this link to download a spreadsheet with the titles/categories that you are able to import into the software. Enter the necessary information into the newly downloaded and formatted CSV and then send the completed CSV file to support@easyhoa.com and the support team will import the HOA data for you so we make sure that it all gets entered correctly. We strongly recommend that you send the file to us for importing. When the file is completely filled out and is accurate, if you do not wish to share the file with EasyHOA and you would like to do the import by yourself, click on the button found in the middle right hand side of the page labeled “select csv” and from there you will can upload the completed csv file from your own computer. If you happen to upload or import data that you no longer want, you can reach out to our support team and then can help you delete imported data so that you can have a fresh start.
6. Payment Processing
When you click on Payment Processing, a page will appear that gives you information on what your payment processing fees are when you process payments for owners or when owners process their own payments while logged in to their owner account. Here is an article on this: https://support.easyhoa.com/my-merchant-account-pagepayment-processing/
7. Print
When you click on Print a Print Invoices page will appear that has an informative table of all the owners in your HOA that have a balance on their account. The table has column titles and each column in the table can be sorted in ascending and descending order when the column title arrow is clicked. The purpose of this table is to inform you of who has a balance and to empower you with a way to print invoices for each of the listed owners in one bulk print batch. Note: The owners appearing on this list/table on the Print page may/may not be past due. The owners listed on Print Invoices are simply owners that have been recently invoiced and their invoice is not yet due or owners that have a past due balance. If you would like to print all the owner invoices for each owner listed on the table on the print invoices page you can click on the button on the far right hand side of the page called "Generate PDF Batch". Clicking on generate pdf batch will download a printable pdf file that contains the invoices of all the owners in the HOA that have a balance on their account. If you would like to add a note to each of the invoices included in the bulk pdf invoice batch you can do so on the Print Invoices page in the box at the top of the page under the words "Add Note to PDF".
At the top of the Print Invoices page there is a button called "Print Custom Templates". When you click on the print custom template button, you can generate a pdf print batch of the template you are looking to print for owners. Before you click the generate templates pdf button, which is found on the far right of the page, you need to filter the owners list of who you are actually printing the custom template for. There is also a dropdown menu in the middle of the page at the top that allows you to select which custom template you would like to print.
The print history button on the top of the page allows you to see a list of all the print batches you have generated. The generate pdf batch button will create zip file that includes all the invoices being generated in the batch.
8. Website
When you click on Website, you will be taken to the Manage Pages section. This area allows you to create, edit, organize, and manage the pages that make up your HOA website. https://support.easyhoa.com/website/
Manage Pages
The Manage Pages page displays all website pages currently available on your HOA website.
For each page, you can:
- View the page
- Edit the page content
- Delete the page
- Clone the page
- Reorder page navigation
Reordering Pages
To change the order of your website's navigation menu, click and hold the icon with three horizontal lines located on the far left side of a page row and drag the page up or down.
Note: The Home page cannot be moved or reordered.
Viewing a Page
Each page includes a View link that allows you to open and preview that page of your website.
Editing a Page
Click Edit to modify the content, layout, and settings of a specific page.
Deleting a Page
Click Delete to remove a page from your website.
Note: The Home page cannot be deleted.
Cloning a Page
Click Clone Page to create a copy of an existing page.
Cloning pages is useful when you want to maintain a consistent design and layout throughout your website without having to recreate each page from scratch.
Important: After cloning a page, be sure to update the content. We do not recommend using duplicate content across multiple website pages, as it can negatively affect website quality and search engine performance.
Creating New Pages and Links
At the top of the Manage Pages page are two buttons:
Create Page
The Create Page button allows you to create a brand-new page for your website.
Create External Link
The Create External Link button allows you to add a navigation menu item that links visitors to another website outside of your HOA website.
Website Navigation Tabs
Across the top of the Website section are several management tabs:
- Pages
- Events
- News
- Forms
- Domain Name
- Settings
Events
The Events section allows you to create and manage community events.
Any events added or edited here will automatically appear on the Events section of your HOA website,
News
The News section allows you to create and manage community news articles and announcements.
Any news items added or edited here will automatically appear on the News section of your HOA website.
Forms
The Forms section allows you to create and manage forms used throughout your website.
Each form displays:
- Form title
- Date created
Form Actions
Each form includes several options:
View Responses
Click the eye icon to view responses submitted for that form.
Duplicate Form
Create a copy of an existing form.
Copy Form
Forms can also be copied for use in other areas of EasyHOA, such as Voting and Surveys.
Delete Form
Remove a form that is no longer needed.
Creating a New Form
To create a new form, click the New Form button located in the upper-right corner of the Forms page.
Domain Name
The Domain Name section displays your HOA's current website address.
If you would like assistance updating or connecting a custom domain name, please contact the EasyHOA support team for assistance.
Settings
The Settings section allows you to manage website notification recipients and public visibility settings.
Form Notification Emails
At the top of the page, you can view the email address currently receiving website form notifications.
You may also add additional email recipients to receive form submissions.
Note: When entering multiple email addresses, separate each address with a comma.
Website Visibility Settings
The lower portion of the Settings page contains toggle switches that allow you to hide certain website elements from public view.
Available options include:
- Owner Login Button
- Board Login Button
- HOA Contact Phone Number
- HOA Contact Email Address
When a setting is toggled to Hide, that item will no longer be visible to visitors viewing your HOA website.
For example:
- Hiding the Owner Login setting removes the Owner Login button from the website.
- Hiding the Board Login setting removes the Board Login button from the website.
- Hiding the HOA phone number or email address prevents that contact information from being displayed publicly.
These settings give your HOA greater control over what information is visible to the public.
9. Settings
The Settings page contains general HOA settings that control various aspects of your EasyHOA account, including time zone settings, association information, billing preferences, fee types, and email settings.
General Settings
Time Zone
The Time Zone setting allows you to select the time zone in which your HOA is located. This setting is used throughout the software for dates, times, and scheduled events.
Association Phone Number
Below the Time Zone setting is a field where you can enter your HOA's phone number.
This phone number is used when the Association Phone Number placeholder is included in custom email, text, or letter templates.
Association Address
Near the bottom of the page, you can enter your HOA's physical mailing address, if applicable.
Owner Portal Visibility Settings
At the bottom of the Settings page are several toggle options that allow you to control what owners can see when logged into their owner portal.
Hide Billing Information
By default, this setting is turned off.
When enabled:
- Owners will not be able to view billing information.
- Owners will not be able to view payment history.
- Payment buttons will be removed from the owner portal.
This setting is useful for associations that do not use EasyHOA for billing.
Hide Survey & Voting Menu
By default, this setting is turned off.
When enabled:
- The Survey/Voting menu will be hidden from the owner portal.
- The Survey/Voting menu will also be hidden from the owner mobile app.
HOA Logo
In the upper-right corner of the Settings page, you can upload your HOA's logo.
The uploaded logo may be used throughout the software, including on websites, communications, and reports.
Billing Period
At the top of the Settings page, click Billing Period to manage when invoices and reminders are generated.
The default billing period is 10 days.
This means EasyHOA will automatically generate invoices and send reminders via email and/or text message 10 days before the invoice due date.
Changing the Billing Period
You can modify the billing period to meet your association's needs.
Important: If the billing period is set to a greater number of days than the recurring due frequency, the billing period will automatically default to the same number of days as the recurring frequency.
Example:
- Billing Period = 45 Days
- Recurring Due Frequency = Monthly
Since monthly dues are generated approximately every 30 days, the billing period will default to approximately 30 days.
Billing Period Change Log
At the bottom of the Billing Period page is a Change Log button.
The Change Log displays:
- What changes were made
- Who made the changes
- The date and time of each change
Fee Types
Click Fee Types to manage the fee categories used by your HOA.
Subject to Autopay
The Subject to Autopay column allows you to determine which fee types can be automatically paid when a homeowner has Autopay enabled.
To enable Autopay for a fee type, check the box next to the applicable fee type.
Example
If a fee type called Special Assessment is marked as Subject to Autopay and a homeowner has Autopay enabled, the Special Assessment invoice will automatically be paid on its due date.
Subject to Late/Lien Rules
The Subject to Late/Lien Rules column allows you to determine which fee types are governed by the late fee and lien rules configured under Tools > Late/Lien Rules.
To apply late fees or lien rules to a fee type, check the box next to that fee type.
If a homeowner does not pay an invoice associated with that fee type, the configured late fee and lien rules will be applied automatically.
Email Settings
Click Email Settings to manage your HOA's email inbox configuration.
This page is the same Email Settings page that can also be accessed through the Email, Text, & Phone section of the main menu.
From this page, you can configure settings related to your HOA's email communications and inbox management.
10. Late/Lien Rules
When you click on Late/Lien Rules you will come to a page that allows you to edit and customize how you want the EasyHOA software to react when an owner is late and does not pay their invoice before the due date. https://support.easyhoa.com/late-lien-rules/
11. Dues Manager
The "Dues Manager" in the Easy HOA software allows you to manage and control different types of dues for unit owners. You can set up main recurring dues that all unit owners are obligated to pay, as well as additional recurring dues for specific purposes like water, electricity, or maintenance. The Dues Manager can be accessed under "Tools > Dues Manager," where you can view all units, even those without current dues. You also have the ability to customize due descriptions and manage billing periods effectively.
