Every Community Record, in One Place Residents Can Actually Find
Included on every plan. 14 days free, no credit card.
A resident wants to see the current budget. Another asks for the minutes from the last meeting. A third is selling and the buyer’s agent needs the insurance certificate. On most self-managed boards, every one of those requests is an email to a volunteer, a dig through a personal inbox or a shared drive named “HOA stuff,” and a PDF forwarded a day later. The records exist. They are just scattered across whoever happened to save them.
HomeHerald’s Documents hub puts every official record in one members-only place residents can search themselves, so the board stops being the filing cabinet.
Start free - no card needed See what’s inside
A Members-Only Portal, Not a Public Page
Every record in HomeHerald sits behind resident login. There is no public link, no separate password list, and no second website to maintain. Residents join by scanning a QR code and claiming their property; from then on they reach the community’s records on the web or in the native app.
That members-only model is exactly what laws like Florida HB 1203 now require of larger associations: a password-protected area where members, and only members, can read the official records. For boards under those mandates, the Documents hub is the surface that satisfies the records-access requirement. For everyone else, it is simply how a transparent community shares information without a volunteer playing librarian.
One Hub, Every Record
The Documents hub unifies everything into a single searchable, category-filtered list:
- Governing documents - the declaration, bylaws, rules, and amendments
- Meeting minutes - each one labeled with the meeting it belongs to
- Financial records - budgets and the reports the board chooses to share
- Insurance certificates - current coverage your board lists for residents
- Contracts and bids - the vendor agreements and competitive bids your board makes available
Governing documents and uploaded files live side by side with the records published from other parts of the app, deduplicated so the same document never shows up twice. A resident filters by category or types a keyword and finds what they need in seconds, instead of waiting on a board member to dig it out.
How Records Get There
Most documents are uploaded directly: drop in your CC&Rs, bylaws, and minutes and they appear in the hub. Two record types flow in automatically when the board chooses to share them:
- Insurance policies carry a “List in Documents” toggle. Flip it and the certificate appears for residents. Only the file and title are shared; carrier, agent, and private notes stay on the admin side.
- Contracts and bids work the same way. Publish a contract or a bid and it shows up in the hub for members, with internal details kept private.
This keeps the board in control of exactly what residents see, while making the act of sharing a single toggle instead of an email.
Why This Beats a Shared Drive
A shared drive stores files. It does not gate them to members, it does not stay organized, and it does not survive board turnover. Folders sprawl, names drift to “CC&Rs_FINAL_v3_real.pdf,” and the new treasurer never gets the link. The Documents hub is structured by category, searchable, members-only, and permanent. When the board changes, the records do not walk out the door.
And because HomeHerald also reads your governing documents, the same files that residents browse in the Documents hub power Herald Chat and the AI rule extraction behind Document Management. Residents can read the document, or just ask Herald what it says.
Pricing
The Documents hub is included on every HomeHerald plan at every price point. No add-on, no per-document charge.
14 days free, no credit card. Cancel any time.