HOA architectural review software — ARC applications, decisions, and history in one place
Most HOA boards manage ARC requests through email — a homeowner sends a PDF, the board replies with approval, and the record disappears into someone's inbox. When a dispute comes up later, no one can find the original approval or its conditions. Hivepoint keeps the full ARC history in the homeowner's file.
The ARC documentation problem
A homeowner wants to build a deck. They submit the plans, the board reviews, an approval email goes out. Three years later the homeowner sells. The new owner extends the deck without approval. The board issues a violation. The new owner produces the old approval email and claims it covers the extension.
The board can't find the original approval. No one remembers what conditions were attached. The prior board president is no longer involved. The ARC history is in a personal email account that no current board member has access to.
This is one of the most common HOA disputes — and it's entirely preventable with a persistent, searchable ARC record that doesn't move when the board does.
What Hivepoint tracks for every ARC request
- Request logging with photo attachments — Each ARC request is logged with the homeowner, modification type, submitted plans or photos, and date received. The full submission lives in Hivepoint — not in an email attachment someone may or may not have saved.
- Board decision record — Approval, denial, or approval with conditions — recorded with the vote outcome, board members present, and the specific decision date. Conditions are documented inline so they're always visible alongside the original approval.
- Homeowner modification history — Every ARC application for a given lot accumulates in the homeowner's file. The full modification history — what was approved, what was denied, and under what conditions — is searchable by address.
- Cross-reference with violations — ARC decisions and violation records are in the same system. If a homeowner built something under a conditional approval and later violates that condition, the board has both the approval and the violation in the same place — critical for dispute documentation.
- Online submissions (Community Edition) — Residents submit ARC requests through your community portal — form, photos, and supporting documents all attached. No paper forms, no emailed PDFs, no submissions that arrive and get lost in a board member's inbox.
- Audit trail — Every action on an ARC request — receipt, board review, decision, condition update — is timestamped and logged. The record can't be quietly edited after a decision is issued.
Board vs Community Edition for ARC
Board Edition gives the board full ARC workflow management. Community Edition adds the resident-facing submission portal — homeowners submit online, the board reviews in Hivepoint, and the full record is permanent.
Board Edition
Board logs requests, records decisions, maintains homeowner ARC history
Community Edition
Board tools + online ARC submission portal for residents
Common questions
How does Hivepoint handle ARC applications from homeowners?
In Board Edition, a board member logs ARC requests directly — recording the homeowner, the modification requested, any submitted plans or photos, and the date received. The board votes on the request, and the decision (approved, denied, approved with conditions) is recorded in the system with the full vote record. In Community Edition, homeowners submit ARC requests directly through the resident portal with photos and descriptions attached, and the board reviews and decides in Hivepoint.
What happens when an approved modification later causes a violation?
Because ARC decisions and violation records are in the same system, the board can reference the original approval when a violation arises. If a homeowner built a fence that was approved under specific conditions and later painted it a non-compliant color, the board has the approval record alongside the new violation. This is important documentation if a dispute escalates — the board's consistency and decision history is on record.
Can Hivepoint store photos with ARC applications?
Yes. ARC requests can include photo attachments — plans, renderings, photos of the existing structure, or photos of comparable modifications in the neighborhood. Board Edition allows board members to attach photos when logging requests manually. Community Edition allows homeowners to attach photos when submitting requests through the portal.
Is there a way to set conditions on ARC approvals?
Yes. When recording an ARC decision, you can log approval conditions — specific requirements the homeowner must meet for the approval to remain valid. The condition is documented in the ARC record. If the homeowner later requests another modification or a violation arises, the conditions are visible in the homeowner's file.
Does Hivepoint have automated ARC approval letters?
Automated outgoing ARC letters are on our development roadmap. Currently, the board records the decision in Hivepoint and issues a letter through their normal process. The decision record — date, outcome, conditions, board members present — is permanently in the system regardless of how the letter is sent. Automated letter generation is a feature we expect to ship in a future release.
What's the difference between Board Edition and Community Edition for ARC management?
Board Edition supports full ARC workflow management by the board — logging requests, recording decisions, attaching photos, and maintaining the homeowner history file. Community Edition adds the resident-facing submission side: homeowners go to your portal URL, fill out an ARC request form with photo uploads, and the submission lands in Hivepoint for the board to review. Community Edition closes the paperwork loop — homeowners no longer have to mail, email, or hand-deliver ARC packets.
Related Hivepoint features
- HOA violation tracking software →ARC decisions and violations in the same system — cross-reference when disputes arise
- HOA document management software →CC&Rs, ARC guidelines, and modification history stored with version control
- HOA resident portal →Online ARC submission — residents submit with photos from their own browser
- Townhome association software →ARC is especially active in townhome communities — attached units, shared exteriors
- HOA board management software →Full board toolkit — dues, violations, ARC, documents, meetings
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, Buildium, and AppFolio
See ARC management in the live demo
Try the Hivepoint demo — ARC workflow, violation tracking, and document library included. Or tell us your community size and we'll send an exact quote within 24 hours.