Field Guide: HOA

Running a homeowner’s association (HOA) board is no small task. You’re coordinating people, managing projects, organizing events, and keeping the community running smoothly. Basecamp can help you keep everything organized and on track—all in one place. Here’s how you can set it up for your HOA.


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Projects: Keep It All Organized

In Basecamp, Projects are like separate folders for different parts of your HOA’s work. You can create one for each area you need to manage. For example:

  • Board Meetings: A home for agendas, minutes, and decisions.
  • Maintenance & Repairs: Keep track of ongoing tasks, like landscaping, roof repairs, or pool upkeep.
  • Resident Communications: A place to draft newsletters, announcements, and respond to feedback.
  • Financials: Organize budgets, expense reports, and financial records.
  • Community Events: Plan and coordinate social gatherings, workshops, or meetings.

Each project is its own little world where you can bring everything together—tasks, documents, discussions, and more.

An image showing projects relevant to running an HOA

To-Dos: Stay on Top of Tasks

The To-Dos tool is great for breaking down tasks into bite-sized steps and assigning them to board members. Here are some ideas:

  • For Maintenance: Create checklists for seasonal tasks like tree trimming, pressure washing, or HVAC inspections.
  • For Events: Map out everything from sending invitations to setting up chairs and cleaning up after.
  • For the Board: Keep track of administrative tasks like updating bylaws, renewing insurance, or filing documents.

Assign tasks to the right people, set due dates, and check things off as you go. You’ll always know what’s done and what’s next.

A to-do list showing different tasks that an HOA board would need to do

Card Table: Visualize Your Process

Got tasks that move through different stages? Use the Card Table to track them visually.

  • Architectural Requests: Set up columns like “Submitted,” “Under Review,” and “Approved.”
  • Violation Follow-Ups: Move cards from “Reported” to “Resolved.”
  • Big Projects: Track things like clubhouse renovations from “Planning” to “In Progress” to “Complete.”

Drag and drop cards as they progress—it’s like magic.

an image showing a card table used by the ARC to handle requests

Message Board: Have Organized Conversations

Use the Message Board to keep discussions structured and easy to find later. No more scrolling through endless email threads!

  • Post updates about policy changes or new rules.
  • Share meeting summaries so everyone stays in the loop.
  • Announce upcoming events or maintenance schedules to keep residents informed.

Each topic gets its own post, so everything stays neat and tidy.

An image showing a message board being used to inform residents of important info

Docs & Files: Your Digital Filing Cabinet

HOA boards deal with a lot of documents. Use Docs & Files to store:

  • Governing documents like bylaws and covenants.
  • Financial records like budgets, audits, and reports.
  • Vendor contracts, proposals, and agreements.

You can even organize them into folders so it’s easy to find what you need when you need it.

An image showing the docs and files page with numerous governing documents

Schedule: Keep Everyone on the Same Page

The Schedule tool makes sure no one misses important dates. Add things like:

  • Board meeting times (and attach the agenda while you’re at it).
  • Maintenance schedules, like when the pest control company is coming.
  • Community events like BBQs, clean-up days, or holiday parties.

Everyone on the board will know what’s happening and when.

an image showing my schedule with a few events

Automatic Check-ins: Get Regular Updates

Basecamp’s Automatic Check-ins make it easy to gather updates without chasing people down.

  • Ask committee leads to share what they’re working on every week.
  • Check in with residents on things like neighborhood concerns or improvement ideas.

Set it up once, and Basecamp will remind everyone to reply on schedule.

Pings: Quick, One-on-One Chats

Sometimes you just need to hash something out fast. That’s what Pings are for.

  • Ask a quick question without sending an email.
  • Confirm details about a task or deadline.

It’s private, instant, and doesn’t interrupt everyone else.

Templates: Save Time and Stay Consistent

If you find yourself creating the same types of projects or to-do lists over and over, Basecamp’s Templates feature can save you a ton of time and help maintain consistency.

  • Project Templates:

    Create a reusable project template for recurring activities. For example:

    • Board Meetings: Set up a template with sections for the agenda, meeting minutes, and to-dos for action items.

    • Community Events: Include checklists for event planning, budget documents, and a message board post template for announcements.

      When it’s time to start something new, just create a project from your template, and everything will be ready to go!

      To-Do Templates:

      For tasks that repeat often, create to-do templates with pre-set action items. For example:

    • Maintenance Schedule: A checklist for regular upkeep tasks like pool cleaning, HVAC servicing, and lawn care.
    • Event Planning: Steps like reserving the venue, sending invitations, and coordinating volunteers.
    • Architectural Reviews: Include steps for logging requests, reviewing plans, and notifying homeowners of decisions.

Templates make it easy to get started and ensure nothing gets missed. Plus, they help keep everyone on the same page.

When to Use To-Dos

To-Dos are best for tasks that are:

  1. Actionable: Tasks that have clear steps and a defined end goal. For example:
    • Sending out a newsletter to residents.
    • Scheduling a pool cleaning service.
    • Posting the agenda for the next board meeting.

  2. Assigned to One Person or a Small Group: If a task can be handled by one person or a small team, it’s great for a to-do. You can assign it, add a due date, and check it off once it’s complete.

    Quick or Short-Term: Things that are straightforward and don’t have a long timeline, like fixing a broken light in a common area or confirming a vendor appointment.

    Part of a Larger Checklist: Use To-Dos to break big projects into smaller steps. For instance:

    • For an event: Create a list for tasks like booking the venue, sending invites, and ordering refreshments.
    • For maintenance: Create a checklist for seasonal tasks, like trimming trees or inspecting HVAC units.

Good Example To-Dos:

  • Update the HOA website.
  • File the annual budget report.
  • Follow up with a landscaping vendor.

When to Use Cards

Cards are better suited for tasks or projects that:

  1. Move Through Stages: Use cards when tasks have multiple phases or statuses. You can create columns for each stage and move the card as it progresses. Examples:
    • Architectural Requests: Submitted → Under Review → Approved → Completed.

    • Violation Management: Reported → Investigated → Resolved.

      Involve Multiple Contributors: Cards are great for things that need input from different people at different stages. For instance:

    • A clubhouse renovation might require design approval, contractor bids, and construction updates.

      Are Long-Term or Complex: Big projects or initiatives that take time and have many moving parts are better as cards. Cards let you visually track their progress and easily see what’s happening at a glance.

      Need a Visual Overview: Cards are perfect for workflows where you want to see everything in progress at once. For example:

    • Tracking community-wide projects, like parking lot resurfacing or playground upgrades.

Good Example Cards:

  • “Review John Smith’s request for backyard deck expansion” (for an architectural request workflow).
  • “Repair clubhouse roof” (to move from Planning → In Progress → Completed).
  • “Enforce noise complaint at Lot #34” (for a violation process).

Quick Rule of Thumb

  • Use To-Dos for tasks that are simple, quick, or checklist-style.
  • Use Cards for tasks that involve multiple stages, contributors, or a longer timeline.

By using both tools strategically, you can create a system that works seamlessly for your HOA board. Let me know if you’d like specific examples customized for your needs!

By using Basecamp, your HOA board can run like a well-oiled machine. You’ll save time, reduce stress, and keep your community happy. Ready to dive in? Let’s get started!