Know Who Lives in Every Unit — And Reach Them in Seconds
Owner roster, vehicle and pet registration, emergency contacts, tenant records, and mailing addresses — maintained in one place, not scattered across emails and spreadsheets.
Three directory problems boards run into every year
Outdated spreadsheet
The unit roster hasn't been updated since 2021. Board is mailing notices to old owners. Returned mail is piling up.
No tenant visibility
Half the units are rentals. Board doesn't know who actually lives there. Can't reach anyone in an emergency.
Vehicle chaos
Board gets a tow complaint. Nobody knows which unit that silver Toyota belongs to.
What the owner directory in Hivepoint covers
- Unit-by-unit owner roster — Current mailing address and contact info for every unit — owner name, phone, email, and preferred contact method all stored in one record per unit.
- Tenant sub-records — Who lives in each unit when the owner is a non-occupant. Tenant name, contact info, lease dates, and emergency contact — tracked separately from the owner record so both are always current.
- Vehicle registration — Make, model, color, and plate linked to the unit. When a car is blocking the fire lane, the board can identify the owner in under a minute — not after a neighborhood-wide email guessing game.
- Pet registration — Pet name, breed, and vaccination record upload — attached to the unit so the board has documentation when a CC&R violation or liability question arises.
- Emergency contact per unit — A non-resident contact for water shutoffs, break-ins, and after-hours situations. When something goes wrong at 2am, the board knows exactly who to call for every unit.
- Ownership change workflow — A unit sale triggers a structured transfer: old owner record archived, new owner record created, welcome notification sent, and profile completion prompted — all in one step.
- Move-in and move-out date tracking — When did Unit 7 turn over? When did the current tenant move in? Date fields answer those questions without digging through old emails.
- Privacy controls — Owner contact information is visible only to board members by default. Residents using the portal see their own record — not their neighbors'.
When an accurate directory actually matters
Community-wide notice
Board members sending an annual meeting notice or dues increase letter need an accurate email list. A stale spreadsheet means some owners never hear about it — and show up to meetings angry.
Emergency situations
Water main break. Flooding in Unit 14. It's 2am. The board needs the emergency contact for that unit right now — not buried in someone's inbox from a move-in form three years ago.
Parking enforcement
Tow truck is en route. The driver needs to know which unit owns the car in the fire lane. With vehicle registration linked to unit records, that answer takes seconds.
Board Transitions Are Brutal Without a Current Roster
Imagine the outgoing treasurer is the only person who has the spreadsheet. They've maintained it for six years — updating it by hand whenever they heard about a sale, a new tenant, or a phone number change. It lives in a personal Google Drive folder they created back in 2019.
When they step down, they export it to a CSV, email it to the new board president, and that's the handoff. Nobody knows which entries are current. Nobody knows which owners are actual occupants versus absentee landlords. The vehicle list hasn't been touched since the parking enforcement incident two years ago.
A directory stored in software survives board turnover. When the new treasurer logs in on day one, the roster is there — not in someone's personal account, not in a file that may or may not have been updated last week, but in a system the board owns and controls. That's the difference between institutional knowledge and institutional memory.
Pricing
The owner directory is included in both Hivepoint editions:
Board Edition
Board-managed directory, vehicle and pet records, emergency contacts, ownership change workflow
Community Edition
Everything in Board Edition plus owner-facing portal for self-service contact updates
Common questions
Can owners update their own contact info, or does the board manage everything?
In the Community Edition, owners can log in and update their own mailing address, phone number, email, and emergency contact through the resident portal. The board is notified of any changes and can approve them before they take effect. In the Board Edition, the board manages all record updates directly — there is no resident-facing portal.
Are owner contact details visible to other residents?
No. Owner contact information — mailing address, phone, email — is visible only to board members and the property manager. Residents using the portal can see their own records but cannot browse other units' owner or tenant information. Privacy controls are set by the board and are on by default.
What happens when a unit is sold — how do we transfer the record?
Hivepoint includes an ownership change workflow. When a unit sells, the board initiates a transfer: the old owner's record is archived (retained for history) and a new owner record is created. The system sends a welcome notification to the new owner and prompts them to complete their profile. Move-in date, closing date, and any outstanding balance or violation history carry through automatically.
Can we track tenants separately from owners?
Yes. Each unit can have an owner record and one or more tenant sub-records. Tenant records include name, contact information, lease start and end dates, and an emergency contact. The board can see at a glance which units are owner-occupied versus rented, and can contact the actual occupant for day-to-day matters while keeping the owner copied on formal notices.
Do you store sensitive documents like closing disclosures or lease agreements?
Hivepoint is designed for HOA operational records, not title or legal document storage. You can attach a copy of a lease summary or occupancy agreement to a unit record, but closing disclosures, deeds, and title documents are better stored with your association attorney or a dedicated document management system. Hivepoint's document module handles governing documents, meeting minutes, and vendor contracts.
What if an owner refuses to provide updated contact information?
That is ultimately a CC&R enforcement question, not a software question — but Hivepoint helps you document the gap. You can flag a unit record as 'incomplete' and log outreach attempts with dates. If the board sends a formal notice to the last known address and it bounces, that log shows the board made a good-faith effort to maintain accurate records. The incomplete flag also surfaces the unit in your next board meeting agenda so it doesn't get forgotten.
More Hivepoint features
- HOA Management Software hub →Everything Hivepoint does in one place
- HOA Document Management Software →Governing documents, meeting minutes, and vendor contracts — organized and searchable
- HOA Communication Software →Notices, announcements, and resident messaging — tied to accurate contact records
- HOA Record Keeping Software →Complete audit trail for board decisions, violations, and financials
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, and Buildium
A directory your whole board can trust
Try the live demo or tell us your community size — we'll send an exact quote within 24 hours.