One meeting cycle, from start to finish.
You send what your association already has. HOAPrepared reads it, builds your compliance calendar, prepares every document — and stops. Nothing goes out until your board approves it.
Illustrative customer scenario
The whole cycle in one minute.
A walkthrough of what arrives, what gets prepared, and where your board decides.
- Send what you already have
- Deadlines with their source
- Your board decides
- Complete activity history
Five steps, every cycle
1. You upload
Documents come in from anywhere.
2. We organize
Deadlines and tasks are structured.
3. We prepare
We draft and assemble your meeting packet.
4. You approve
The board reviews and approves.
5. We deliver
We send, record, and keep everything documented.
What happens, step by step
Linda is an illustrative example we created to show how HOAPrepared works. She is not a customer, and nothing here is a testimonial or a real association.
01 · You upload
Send what your association already has
Linda sends the governing documents, the records the board keeps, and the meeting schedule for the year. She doesn't fill in a system. She sends files, and the reading is done for her.
An illustration of the document intake screen: a list of uploaded association files with their sizes and upload status.
02 · We organize
Everything is read, sorted and indexed
The files are grouped the way a board actually works — governing documents, financial records, meeting records — and made searchable, so nothing has to be hunted for twice.
An illustration of a document library: files grouped by category with a count for each group, and an indexing progress indicator.
03 · We organize
The compliance calendar is prepared
Every date comes with the document it was taken from and the section it cites. Nothing on this calendar is a guess the board has to defend by itself.
An illustration of the compliance calendar: rows showing when something is due, what it is, and the governing document and section it comes from.
04 · We prepare
The meeting packet is assembled
Agenda, notice, reports and draft minutes are prepared from the association's own records and put together as one packet, ready for the board to read.
An illustration of a meeting packet: a list of documents with their preparation status.
05 · You approve
Nothing goes out until the board approves
The prepared documents go to the board. The board approves them, and the approval is filed with the document. Nothing is sent while that decision is still open.
An illustration of a board review screen: documents with their approval status and an approve action.
06 · We deliver
The mailing goes out, the record is kept
The mailing goes out with proof, and the proof stays with the record. After the meeting, the minutes are prepared for review and filed with the rest — so when a member asks what was sent and when, the answer is already on file.
An illustration of a mailing record: mailings marked as delivered with proof attached, and a short activity history.
Where the line is
Board approval stays required.
HOAPrepared prepares. Your board decides. That line does not move, and no setting removes it.
What HOAPrepared does
- Reads your governing documents and records
- Builds and maintains the compliance calendar
- Drafts notices, agendas, minutes and packets
- Sends approved mail and files the proof
What only your board does
- Approves every document before it leaves
- Decides what the association commits to
- Sets the meeting schedule and the agenda
- Holds the vote and the record of it
See it on a real meeting cycle.
Linda's cycle is an example. Book a demo and we'll walk you through the same five steps with your association's own calendar in mind.