HOA violation tracking software that replaces your email thread
Tracking covenant violations in email is how boards lose disputes and create liability. Hivepoint gives self-managed HOA boards a structured violation workflow with photo attachments, status tracking, and a full audit trail — so every notice is documented and every outcome is on record.
Why email threads are the wrong tool for violations
Most self-managed boards handle violations by email: a board member spots a violation, sends a notice by email, and then... the record disappears into someone's inbox. When that board member rotates off, the history goes with them.
The problem shows up three ways. First, disputes: a homeowner claims they never received a notice and you can't prove otherwise because the original email is gone. Second, inconsistency: different board members send different notices for the same violation type, which creates fair-housing exposure. Third, follow-through: without a status tracker, violations that were “in process” six months ago just get forgotten.
Hivepoint replaces the email thread with a structured record. Every violation is logged once, documented with photos, tracked through stages, and survives board transitions.
What violation tracking in Hivepoint looks like
- Violation log with photo attachments — Log a violation in under a minute: lot number, violation type, date observed, notes, and photos from your phone or camera. Everything stays attached to the record.
- Status workflow from notice to resolution — Each violation moves through stages: Logged → Notice Sent → Pending Resolution → Resolved (or Escalated). The board can see open violations at a glance and close them when the homeowner complies.
- Full audit trail — Every update, status change, and note is timestamped and attributed to the board member who made it. If a homeowner challenges the timeline in court or at a hearing, you have a complete paper trail.
- ARC request workflow — Architectural Review Committee requests live in the same platform as violations but in a separate workflow. Requests, attached drawings, board decisions, and conditions of approval are all stored together.
- Per-lot violation history — Every lot has a complete record of all past violations and ARC requests. When a property sells, the new owner and buyer's agent can see that the record is clean — or the board can see prior issues at a glance.
- Consistent across board transitions — Because everything is in the platform instead of someone's inbox, incoming board members see the full context from day one. No more reconstruction projects at board changeover.
Let residents submit ARC requests online
Community Edition adds a resident portal at your HOA's own domain. Instead of emailing the board or dropping a paper form in a mailbox, residents log in, fill out the ARC request form, and attach their project drawings or photos. The board sees the submission immediately.
- Residents submit from any device — no app required
- Attached drawings and documents stored with the request
- Board approves, denies, or requests more info in Hivepoint
- Decision and conditions are recorded in the audit trail
Pricing
Violation tracking and ARC management are included in both Hivepoint editions:
Board Edition
Violation + ARC tracking for the board
Community Edition
Board tools + resident ARC submission portal
See full pricing and what's included →
Want the full platform overview? See the complete HOA management software →
Common questions
Can I attach photos to a violation record?
Yes. When you log a violation in Hivepoint, you can attach photos directly to the record. The photos are stored with the violation and visible in the audit trail — so if a homeowner disputes the notice months later, you have timestamped documentation to point to.
Can I track ARC requests in the same system as violations?
Yes. Hivepoint treats ARC (Architectural Review Committee) requests as a separate workflow from violations, but they live in the same platform. Each request has its own status, documents, and decision log. You don't need a second tool or a shared folder.
Can residents submit ARC requests online?
Online ARC submission is part of Community Edition. Residents log in to your HOA's portal, fill out the ARC request form, and attach any documents or drawings. The board sees the submission immediately and can approve, deny, or request more information — all within Hivepoint.
Does Hivepoint generate violation letters?
Not yet — violation letter generation is on our product roadmap. Today, Hivepoint gives you the structured record (violation type, date, photos, lot, owner contact) and you paste those details into your existing letter template. It's a manual step, but the data is right there instead of buried in an email thread.
How does Hivepoint handle repeat violations on the same lot?
Each violation is a separate record, but they're all attached to the same lot. When you open a lot's profile, you can see the full violation history — first offense, second offense, fines assessed, and whether prior violations were resolved. This matters when your CC&Rs have escalating penalties for repeat violations.
Can multiple board members access and update violation records?
Yes. All board members with Hivepoint access can log violations, update statuses, and add notes. Every change is attributed to the specific board member who made it, with a timestamp. So if the violations coordinator logs a notice and the president closes it after inspection, both actions are recorded separately.
More Hivepoint features
- HOA dues tracking software →Complete dues ledger, aging reports, payment history
- HOA accounting software →P&L, balance sheet, and cash flow built for volunteer treasurers
- Full HOA management software overview →Everything Hivepoint does in one place
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, and Buildium
Stop managing violations in email
Try the live demo or tell us your community size — we'll send an exact quote within 24 hours.