Do You Know Your Current Rental Percentage?

The compliance risk hiding in a spreadsheet

Most condo boards track lease approvals in a spreadsheet — or don't track them at all. When a prospective buyer's lender asks “what is your current owner-occupied vs. rental percentage?” the board digs through email and meeting minutes to reconstruct the answer. When an owner applies to rent their unit and the board isn't sure if approving would breach the rental cap, the decision is made on a guess.

A condo board that loses count of which units are rented — or approves a lease application that puts them over the rental cap — has created a compliance problem that affects every owner's ability to sell or refinance. Exceeding the cap violates the governing documents and, if it pushes the project past FHA or Fannie Mae thresholds, limits the buyer pool for every owner in the community.

Lease tracking software doesn't just make administration easier. It makes the right number visible in real time — so the board answers compliance questions in minutes, not days, and never accidentally approves a lease that breaches the cap.

What lease tracking in Hivepoint covers

• Rental cap tracking — Set your cap percentage from your governing documents. Hivepoint displays the current rental percentage in real time — updated automatically as leases are approved, expire, or terminate.
• Lease application workflow — Owner submits a rental application, board reviews it, and the application is approved or denied with a logged rationale. Every step is timestamped and stored — no more decisions made via text thread.
• Lease record per unit — Each active lease stores the term, start date, expiration date, tenant name, and board approval date. The board can see the full rental status of the community at a glance.
• Waitlist management — When the community is at its rental cap, incoming lease applications join a priority queue. Hivepoint tracks queue position and alerts the board when a spot opens.
• Renewal tracking — Receive alerts when active leases are approaching expiration — so the board can confirm a renewal or flag the unit as returning to owner-occupied status before the percentage changes unexpectedly.
• FHA / Fannie Mae reporting — Generate a current owner-occupied vs. rental percentage report on demand. Includes the date, total unit count, and active lease count — exactly what lenders need for certification questions.
• Tenant record storage — Upload lease documents, tenant applications, and board approval letters directly to each unit's record. Stored indefinitely and accessible to all board members.
• History log — Full record of every lease approval decision — who applied, when, what the board decided, and who made the decision. Survives every board transition.

Lease records that survive board transitions

When the board member who managed lease approvals steps down, the history of who is renting, when their lease expires, and who is on the waitlist does not belong in their personal email or a spreadsheet on their home computer. The incoming board needs that information from day one.

Hivepoint stores every lease record, approval decision, and tenant document in the community's account — not in any individual board member's files. When access is transferred, the new treasurer or secretary sees the complete rental history, the current cap status, and any pending applications without any manual handoff from their predecessor.

Communities with high board turnover are exactly the ones most at risk of losing count of their rental percentage. A lease tracking system closes that gap permanently.

Pricing

Lease tracking is included in both Hivepoint editions:

See full pricing and what's included →

Common questions