HOA secretary software built for volunteer secretaries
Most HOA secretaries keep minutes in a Word doc, file documents in a desktop folder, and manage board correspondence through personal email. When the secretary changes, everything moves with them — or disappears. Hivepoint keeps records in the system, not in an inbox.
The secretary turnover problem
In most self-managed HOAs, the secretary is the unofficial keeper of institutional memory. Minutes live in their email drafts. CC&Rs are in a folder on their desktop. Vendor contacts are in their personal address book.
When the secretary changes — which happens every 2–3 years in most communities — the incoming secretary starts from near-zero. Documents get requested from the outgoing secretary, who may or may not respond. The audit trail is gone.
Hivepoint keeps everything in the system. When the secretary changes, the records don't.
What's in the secretary toolkit
- Meeting agenda builder — Build meeting agendas in Hivepoint — not in a Word doc. The agenda is stored in the meeting record, sent to board members through the system, and stays on file alongside the minutes.
- Meeting minutes recording — Record minutes during or after the meeting in Hivepoint's meeting management module. Minutes are tied to the meeting record — not floating in an email thread. Once approved, they move to the document library.
- Vote logging — Record votes with the outcome and each board member's position. Contested votes, abstentions, and unanimous decisions are all documented with a timestamp.
- Document library with version history — CC&Rs, bylaws, meeting minutes, vendor contracts, financial reports — organized in one shared library with version history. Every document shows who uploaded it and when. No competing copies on individual desktops.
- ARC request management — Architectural review requests from residents route into Hivepoint. The secretary logs the request, routes it to the board, and records the decision. The homeowner's file shows the full ARC history.
- Full audit trail — Every board action — violation issued, document filed, vote recorded — is logged with the board member responsible and a timestamp. The audit trail is persistent and cannot be quietly edited.
Which edition covers the secretary's work?
Board Edition covers all internal secretary functions — minutes, documents, meeting management, and audit trail. Community Edition adds a resident-facing portal where approved documents can be published and residents can submit ARC requests.
Board Edition
Minutes, documents, meetings, audit trail — board side
Community Edition
Board tools + resident document access + ARC submission portal
See full pricing and what's included →
Want to see the resident-facing document portal? See the resident portal →
Common questions
What secretary-specific features does Hivepoint include?
Meeting management (agendas, minutes recording, vote logging), a full document library (CC&Rs, bylaws, meeting minutes, vendor contracts with version history), and a complete audit trail of board actions. The secretary can build meeting agendas in the system, record minutes during or after the meeting, and store approved minutes in the document library — all without leaving the app or sending email attachments.
Where do meeting minutes actually live in Hivepoint?
Meeting minutes are stored in the Hivepoint meeting record — not in the secretary's email drafts or a personal desktop folder. After each meeting, the secretary records the minutes in the meeting management module. Once approved, minutes move to the document library where they're accessible to the full board (and, in Community Edition, to residents through the portal). Nothing gets lost when the secretary changes.
Can the HOA secretary share documents with residents?
Yes, with Community Edition. Board Edition keeps documents within the board — the secretary, treasurer, and president all have access to the document library. Community Edition adds a resident-facing portal where the secretary can publish approved meeting minutes, CC&Rs, bylaws, and other documents that residents are entitled to access. The secretary controls which documents are public and which are board-only.
What happens to records when the secretary changes?
Everything stays in Hivepoint. When a new secretary takes over, they get a login and immediately have access to the full document library, meeting history, and audit trail. There's no email account handoff, no "where did the old secretary keep those files?", and no lost records. This is one of the most common failure points in self-managed HOAs — Hivepoint eliminates it.
Does Hivepoint handle board correspondence and official notices?
Hivepoint maintains a complete audit trail of board actions — violation notices issued, ARC decisions recorded, dues adjustments made, and documents filed. Every action is logged with a timestamp and the board member responsible. For outgoing resident communications, the board can publish announcements through the resident portal (Community Edition). The record of what was communicated and when stays in the system.
Is there a way for residents to submit documents to the board — like ARC requests?
Yes, in Community Edition. Residents can submit architectural review requests (ARC requests) through the resident portal. The secretary (or any board member) receives the submission in Hivepoint, routes it to the full board for review, and issues an approval or denial with a documented record. No paper forms, no lost submissions, no confusion about status.
Related Hivepoint features
- HOA meeting management software →Agendas, minutes, voting — meeting records in the system
- HOA document management software →Document library with version history and access control
- HOA board management software →Full board toolkit — dues, violations, documents, meetings
- HOA resident portal →Publish documents to residents, accept ARC requests online
- Self-managed HOA software →Why Hivepoint is built for self-managed communities
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, Buildium, and AppFolio
See what the secretary toolkit looks like in practice
Try the live demo — meeting management, document library, and audit trail included. Or tell us your community size and we'll send an exact quote within 24 hours.