Stop Wondering If Anyone Read Your Board Update
Community-wide announcements, document attachments, and delivery confirmation — without MailChimp subscriptions or Reply-All disasters.
Three communication problems most HOA boards hit every year
Reply-All chaos
Board emails a community update. Eighty residents hit Reply-All. The board spends two hours managing responses that were never meant to go to the whole community.
No delivery confirmation
Board sends notice about the water shutoff. Owner claims they never got it. Board has no proof — the email went out from a personal Gmail and there's no delivery log anywhere.
Constant tool-switching
Board uses Gmail for notices, Dropbox for documents, a separate spreadsheet for the mailing list. Nothing connects. When the roster changes, at least one tool is always out of date.
What HOA communication in Hivepoint covers
- Community-wide email blasts from the board account — Announcements go out from a shared board address — not a personal Gmail. Every resident gets the same message and replies land in the board inbox, not scattered across individual email threads.
- PDF and document attachment support — Attach meeting minutes, budget drafts, and rule updates directly to the announcement. Residents get everything in one message without having to log in to a separate portal to find the document.
- Delivery and open confirmation per recipient — See which addresses received the message and which ones opened it. When a homeowner claims they never got the notice, you have a timestamped delivery record to reference.
- Targeted announcements — Send building-specific alerts, unit-range notices, or owner-vs-tenant splits. Not every message needs to go to every address — targeted sends reduce noise and make residents more likely to read what they do receive.
- Announcement archive — residents can find the October update in April — Every announcement is stored and searchable by date and subject. Residents who missed the original email can find it in the portal. New owners can review past communications before their first board meeting.
- No Reply-All: residents reply to a board inbox, not to each other — Replies from residents route to the board's shared inbox only. The community never sees each other's responses, and the board gets one place to manage incoming feedback.
- Emergency blast with SMS option for urgent notices — For time-sensitive alerts like water shutoffs and gate outages, an emergency blast flag prioritizes the message in delivery. SMS support is on the development roadmap — see FAQ for current status.
- Scheduled sends — Draft the winter holiday notice in November and schedule it to publish December 1. No last-minute scramble, no accidentally-sent draft, and the board secretary isn't required to be online at the exact moment the notice needs to go out.
Common announcement scenarios
Annual meeting pre-notices
State statutes often require a 30-day and a 10-day notice before the annual meeting. Hivepoint lets you schedule both in advance, attach the agenda and proxy forms, and log delivery confirmation — all in one workflow.
Common area maintenance alerts
Pool closing for the season, elevator out of service on Tuesday, landscaping crew on-site Wednesday morning. Short-notice operational updates that residents need quickly but don't require a formal notice workflow.
Rule reminders
Holiday decoration window opens November 1 and closes January 15. Parking permit renewals due by March 31. Scheduled reminders that go out on time without the board secretary having to remember to send them.
Your Board Email Shouldn't Come From a Personal Gmail
When board business runs through a personal email address, several problems compound over time. Professionalism is the obvious one — a notice from hoaboard2012@gmail.com reads differently than one from a verified board address. But the liability exposure is more serious.
Personal email accounts mix board communications with personal messages in the same inbox. If a dispute ever goes to a hearing or court, you may be asked to produce all board-related communications. A personal Gmail account that also contains personal correspondence creates a discovery problem that a dedicated board inbox avoids entirely.
The audit trail problem is equally practical. When a board member leaves and takes their personal account with them, the history of every announcement they sent leaves too. Hivepoint keeps every sent announcement in the board's shared record — regardless of which board member composed it or when they left the board.
Pricing
Community communication tools are included in both Hivepoint editions:
Board Edition
Board-composed blasts, scheduled sends, delivery confirmation, announcement archive
Community Edition
Everything in Board Edition plus resident portal access to the announcement archive
Common questions
Does this replace MailChimp or Constant Contact?
For HOA purposes, yes. MailChimp and Constant Contact are designed for marketing campaigns — subscription management, unsubscribe links, open-rate dashboards for A/B testing. Hivepoint is built for board-to-community communication: notices, announcements, and statutory mailings where you need an audit trail, not a campaign report. You also don't have to maintain a separate mailing list that drifts out of sync with your resident roster.
Can tenants receive announcements, or only owners?
Both. Hivepoint tracks owners and tenants separately so you can send community-wide blasts to everyone, owner-only notices (assessment notices, voting eligibility reminders), or tenant-only messages (move-in procedures, pool access rules). When a unit changes tenants, the roster updates and the next blast automatically reaches the new occupant.
What's the difference between an announcement and a violation notice?
Announcements are community-wide or group communications — newsletters, meeting notices, maintenance alerts. Violation notices are addressed to a specific unit, follow a formal escalation workflow, and generate a separate compliance record. Both live in Hivepoint, but they use different tools so the right paper trail is created for each type of communication.
Can we attach multiple documents to one announcement?
Yes. You can attach PDFs, Word documents, images, and other files directly to any announcement. Common use cases include sending the draft budget alongside the annual meeting notice, or attaching the updated pool rules to the seasonal opening announcement. Residents access the attachments from the same email — no separate portal login required to view them.
How do we handle residents who say they never received a notice?
Hivepoint logs delivery and open confirmation per recipient. If a homeowner claims they never received the water shutoff notice, you can pull the delivery record and show that it was delivered to their address on file at a specific date and time. If it bounced — because their email address is outdated — you have documented evidence that the board sent it and the failure was on the resident side. That record is your protection.
Do you support text message (SMS) blasts?
SMS blasting is on the Hivepoint development roadmap. The current release uses email for community-wide announcements — email reaches residents reliably and creates the delivery audit trail boards need for statutory notices. SMS for urgent alerts (water shutoffs, gate outages) is a planned feature. If SMS delivery is a priority for your community, mention it when you request a quote and we'll update you when it ships.
More Hivepoint features
- HOA Management Software hub →Everything Hivepoint does in one place
- HOA Communication Software →Violation notices, announcements, and resident messaging in one platform
- HOA Resident Portal Software →Self-service access for owners and tenants — payments, documents, and announcements
- HOA Document Management Software →Governing documents, meeting minutes, and vendor contracts — organized and searchable
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, and Buildium
Board communication that leaves a paper trail
Try the live demo or tell us your community size — we'll send an exact quote within 24 hours.