The Documents hub

The Documents hub is the single, members-only place your community’s records live. Governing documents, meeting minutes, budgets, insurance certificates, and contracts all show up in one searchable list, so residents stop emailing the board for the same PDF and the board stops being the filing cabinet. Because it sits behind resident login, it is also the password-protected records area that laws like Florida HB 1203 require.

Where residents find it

Documents in the app (under Neighborhood). Any logged-in member can browse and search it; there is no public access.

What shows up there

The hub unifies two things into one list:

• Uploaded documents - your governing documents (declaration, bylaws, rules), meeting minutes, forms, and financial files. Minutes are labeled with the meeting they belong to.
• Published records - insurance policies and contracts that you choose to share (see below).

Residents filter by category or type a keyword to find what they need in seconds. Overlapping entries are deduplicated, so the same document never appears twice.

Publishing insurance and contracts

Insurance policies and contracts do not appear to residents automatically. Each record has a List in Documents toggle. Turn it on and the file shows up in the hub for members, sharing only the file and its title - carrier, agent, vendor notes, and internal details stay on the admin side. Turn it off and it disappears from the resident view again. This keeps the board in control of exactly what the community sees.

See Track insurance policies and COIs and Record contracts and competitive bids for how those records are managed.

Related

• Florida HB 1203 compliance checklist
• Track insurance policies and COIs
• Record contracts and competitive bids