Who has to have a website or app
| Homeowners' associations (ch. 720) | Condominium associations (ch. 718) | |
|---|---|---|
| Statute | Section 720.303(4)(b) | Section 718.111(12)(g) |
| Threshold | 100 or more parcels | 25 or more units, without timeshare units |
| Deadline / timing | By January 1, 2025 | Records generally posted within 30 days of receipt or creation |
| Where | Association website or downloadable mobile app | Association website or downloadable mobile app |
| Access | Protected area for parcel owners and association employees | Protected area for unit owners and association employees |
Always read the current statutes and confirm your obligations with your association's attorney - requirements have changed several times in recent years and details matter.
What must be posted
Both statutes list specific documents. Examples include governing documents (declaration, bylaws, articles of incorporation and amendments), rules, budgets and financial reports, certain contracts, director certifications and conflict-of-interest disclosures, and notices and agendas for meetings.
A few timing rules stand out:
- HOAs: notices and agendas for member meetings posted at least 14 days in advance, and documents to be considered at a meeting posted ahead of it (the statute sets 7 days for certain documents).
- Condos: notices and agendas posted at least 14 days before meetings, meeting minutes for the preceding 12 months, and the video recording, or a link to it, for meetings held by video conference over the preceding 12 months.
What the portal needs to do
Translating the statutes into software requirements:
- Owner-only access. A protected section inaccessible to the public, with credentials issued to owners (and employees) - including on written request - and removed when ownership changes.
- Structured document library. Categories that mirror the statutory lists, so board members and managers know where each document belongs and what's missing.
- Posting dates recorded. Every upload timestamped, so you can show when a notice or record went live.
- Deadline reminders. Alerts before notice deadlines and before the 30-day posting window closes for condo records.
- Meeting recordings. Upload or link recordings of video-conference meetings.
- Audit log. Who uploaded, changed or removed what, and when.
- Mobile-friendly. Many owners will only ever open it on a phone.
Buy or build?
For a single association, established association-management platforms often cover these needs at a reasonable monthly price - start there. A custom portal makes sense for:
- Management companies running many associations who want one back office, consistent workflows and per-association branding.
- Associations with unusual workflows (architectural review, amenity booking, violation tracking) that off-the-shelf tools handle poorly.
- Anyone who needs the portal connected to accounting, payments, email and messaging.
We build association portals and posting workflows for Florida HOAs, condos and management companies - see HOA & condo association portals.
This guide is general information about software requirements, not legal advice. Your association's attorney should confirm what must be posted, by when and for whom.
Sources
Prices, plans and laws change. We review this guide periodically; check the linked sources for the latest figures. Nothing here is legal or financial advice.
