5 Benefits of Offering HOA Software Like TownSq to Your Community

If you’re a property manager in search of HOA software, you’ve probably spent countless hours searching online or talking to reps from numerous software companies. Needless to say, the options are endless! How much will it cost? Is my community able to adapt to using HOA software? What benefits will it bring? To better answer these questions consider asking yourself one question, “what will help ensure a better future for my HOA?” In the end, the cost can only take a community so far — bringing HOA software to a community can be intimidating, yet rewarding at the same time. When accessing an HOA software, consider researching your communities: demographic, lifestyle, accessibility, and adaptability before presenting your list of options to your Board of Directors. 

Put all your ducks in a row 

When presenting an HOA software to the board of directors, consider the following pointers to better prepare for your meeting.

• Provide a list of 2-3 creditable software companies so that your board has a list of options to discuss.
• Be prepared to provide financials and an itemized cost sheet for each software — this includes any type of payment plan that the software company may provide. 
• Consider who will decide to purchase the software.
• Prepare a list of questions for the presentation. Be prepared for challenging questions from those that may be hesitant to implement a new software.
• Ask a representative from the software company to attend the meeting or be on-call to answer any detailed questions.
• Visual presentations: provided handouts and brochures if available.
• Consider your audience and those that are likely to take advantage of using an HOA software.
• Who will be using the software and how will it benefit your members? 

Now that you’re ready to present, let's consider TownSq as one of your top 3 HOA software selections. Listed below are 5 benefits that TownSq can offer your community. 

1.  Website feature:

TownSq offers a stress-free website building feature that makes it easy for any HOA to build and customize their website. The purpose of a website is to enhance transparency between management and its members. A large benefit of having a website feature is so that an HOA can operate their daily management, large projects, and provide updates to their community straight from their personalized website.

• Domain: TownSq provides the option for a community to create their own domain. Here is where a community can utilize their own URL (communityname.com).
• Customization: TownSq’s website feature offers members the ability to customize their own website layout, photos, contacts, logos, fonts, and color scheme.  By creating a website for your community you are not only providing a centalized location for homeowners to access information, but have the ability to attract new homeowners with a professional website.
• Private user accounts: Another benefit to having a website feature is its ability to provide privacy for all HOA members. In addition, TownSq also can create secure and private sections that only registered users can use and access directly from a native iOS or Android app.
• User friendly: TownSq considers itself to have one of the most user-friendly website features. No matter the level of experience, TownSq’s ability to be user-friendly has helped grow and evolve HOA communities.
• Mobile and computer compatibility: TownSq is available through Android or iOS smartphone, or desktop computer. As we all know, mobile compatibility is one of the essential features of a website. “According to Google, 61% percent of potential customers will leave a website they have trouble using on a mobile device and 40% percent go to a competitor's site instead.” Mobile-friendly websites also allow community members such as your stay-at-home mom or elderly to access HOA updates at all times easily. 

https://www.youtube.com/watch?v=7qb4kBJkCZk

2.  Documents feature:

TownSq’s documents feature allows members to upload bylaws, papers and have virtual access to important documents such as meeting minutes, governing documents, financials, and your community CC&R’s. 

• Share account balances and meaningful financial information
• Customizable categories by topic or department
• Provides the ability to create private or public documents

https://www.youtube.com/watch?v=TMNUciI0aWg&t=49s

3.  Communication:

TownSq takes pride in its ability to bring a strong sense of touch to all HOA communities. One of their most recognized features is their ability to create discussion forums and announcements. 

• Push notifications: TownSq allows users to use push notifications as an essential feature many HOAs find beneficial. Push notifications also will enable the user to be notified directly via smartphone — this allows members to receive time-sensitive information at all times. Unlike many popular website tools, this feature may not be available with some templates and require a developer with specialized skills to embed.
• Events and general meetings: TownSq’s announcement feature allows communities to announce events, share important information, and public meetings through their application directly. This option also works great as a way to stay up-to-date and engaged with your community. The benefits are endless:

1. Saves paper, cost, and time
2. Instant email and push notifications
3. Automatic reminders for essential news items
4. Allows admins to build and customize comminity events. 
5. Inclement weather updates, closing of amenities, or creating community events.

• Polls: TownSq also offers the ability for admin members to use polls as a way for owners to be involved in decisions without having to call a meeting in person.
• Forum: The Forum Feature allows residents to communicate with eachother instilling a sense of community.  

4.  Work order request:

When it comes to managing your HOA, time and money are always a high topic of discussion. TownSq offers a request form feature that enables residents to see real-time updates from submitted requests. In addition, managers and board members can assign and update recommendations as it continues through the cycle of being completed.

• Requests can be sorted by pending, processed, closed, and completed.
• A work order can be customized to provide detailed descriptions, photos, and contact information. 
• Track request forms as a way to see the work orders progress. 
• Managers can receive instant notifications for their team to review.
• Management teams can assign requests to the appropriate person.
• Arch requests can be submitted in the app and the whole process documented.

https://www.youtube.com/watch?v=lMD8GD-NrpM

5.  Payment portal:

TownSq’s cutting-edge API allows for easy integration with the most leading accounting systems. This feature allows community managers, board members, and residents to manage their accounts and make necessary changes. Unlike some software companies, TownSq can be integrated with an HOA’s accounting software such as C3, Jenark, Yardi, Caliber Software, and VMS — this provides users the option to pay directly online or from the app. 

• User-friendly online payments
• 24-hour access to all financial records
• Reporting and documentation
• Manage accounts and document vital financial records

Who makes the financial decision?

After presenting the HOA software to your Board of Directors, here is where important decisions need to be made and discussed. Keep in mind that the Board of Directors strictly creates all final decisions on behalf of the HOA. 

• Allow your board to have time to discuss and ask questions.
• Be available to both your Board of Directors and finance committees if they need more information. 
• Never take a decision personally: Like any business, an HOA is run the same way. Decisions should always be made for the better of the community. If your HOA decides to go against implementing your suggestion to adding an HOA software to your community, request to receive feedback and why the decision was made not to move forward. 
• Was it due to financial reasons?
• Were members resistant to such a significant change? 
• Are there not enough members to implement such a large project?
• Was there a lack of transparency on what the software has to offer? 
• After receiving your feedback, contact the HOA software company to discuss your community's decision. When a company can obtain feedback, it may be willing to work with the community's conclusion and adjust to meet its needs. 

Recap

How to select the best HOA software: 

• When accessing an HOA software, consider areas of importance when presenting your list of options to your board of directors. For example, a community's demographic, lifestyle, accessibility, and adaptability.

Have all your ducks in a row before presenting: When presenting an HOA software to your board of directors, consider these pointers to better prepare for your meeting. Provide a list of 2-3 creditable software companies as a way to provide options during your presentation. 

• Consider who and how the decision will be made to purchase the software.
• Prepare a list of questions that could be asked during the presentation. 
• Consider requesting a representative to attend your meeting or be on-call to answer any detailed questions that some members may have.
• Visual presentation vs. verbal - provided handouts and brochures if available.
• Who will be using the software? 

Five benefits of offering TownSq to your community

1. Website feature

• Domain
• Customization
• Private user accounts
• User friendly
• Mobile and tablet compatibility

2. Documents feature
3. Share account balances and meaningful financial information
4. Customizable categories by topic or department
5. Provides the ability to create private or public documents
6. Communication
7. Website push notifications
8. Events and general meetings
9. Polls
10. Work order request
11. Requests can be sorted by pending, processed, closed, and completed.
12. A work order can be customized to provide detailed descriptions, photos, and contact information. 
13. Track request forms as a way to see the work orders progress. 
14. Managers can receive instant notifications for their team to review.
15. Management teams can assign requests to the appropriate person.
16. Payment portal
17. User-friendly online payments
18. 24-hour access to all financial records
19. Reporting and documentation
20. Manage accounts and document vital financial records
21. TownSq can be integrated with an HOA’s accounting software such as C3, Jenark, Yardi, Caliber Software, and VMS — this provides users the option to pay directly online or from their website.

Who makes the financial decision?

• The Board of Directors strictly creates all final decisions on behalf of the HOA.
• Be available to both your Board of Directors and finance committees if they may need more information. 
• Never take a decision personally: If your HOA decides to go against implementing an HOA software, request feedback on why the decision was made not to move forward. 
• Was it due to financial reasons?
• Were members resistant to such a significant change? 
• Are there not enough members to implement such a large project?
• Was there a lack of transparency of what the software has to offer? 
• After receiving your feedback, consider contacting the HOA software company to discuss your community's decision. 
• When a company can obtain feedback, it may be willing to work around the community's decision and make adjustments to meet its needs better.