Frequently Asked Questions

HelmHOA works in all modern browsers: Chrome, Safari, Firefox, and Edge. For the best experience, use the latest version.

Yes. HelmHOA is designed mobile-first. Use it in your phone's browser or install it as a PWA on your home screen.

Yes. Firebase Authentication with verified-email sign-up, Firestore security rules for role-based access, input sanitization against XSS, and an immutable audit log.

For inspectors, yes — forms auto-save drafts and completed inspections queue locally until connectivity returns. Owners and admins require an internet connection for most operations.

Yes. Invite the same email for each unit, or use "+ Add Unit" in the Users table. The owner sees all units on their dashboard.

Yes. Users can hold multiple roles. Invite the board member as an administrator — the admin role is added alongside their existing roles.

Users with the admin role land in the admin interface, which provides full access to all units and management tools. They can use the "Switch Role" button in the sidebar to view the app as an owner and switch back at any time.

No — and no software can. The Division has no filing API, and each managing entity has a single online account, so every submission is made by the association through the DBPR portal. Any product claiming otherwise is describing something that does not exist.

What HelmHOA does instead, where FileCheck is enabled: it mirrors both DBPR forms field by field from information you already maintain, tells you when something you reported to the Division has changed, tracks the $4-per-unit fee clock, stores your submission confirmations, and walks you through the portal. See "DBPR Filings — FileCheck".

Where the Compliance Calendar is enabled, the $4-per-unit fee (due January 1, delinquent March 1) and the annual DBPR forms also appear there as statutory deadlines with their citations — and they work whether or not you have FileCheck.

Either way, keep Settings → Association & Organization current. Legal name, Sunbiz number, contact details, management company and board contacts are the facts the forms ask for, and both features read them rather than asking again.

⚠️ Two things worth knowing about the fee: the March 1 delinquency carries a 10% penalty and costs the association its standing to bring or defend a lawsuit in Florida courts until it is paid. And the annual-forms deadline is calculated from your fiscal year end, so if that date has not been confirmed for a building, no annual-forms deadline appears for it.

Never enter a DBPR password or a FEIN anywhere in HelmHOA. Nothing in the platform needs them.

PDF files only, maximum 25 MB.

Locking is per-building and designed to be a finalizing action. Contact your system administrator to unlock.

Navigate to Settings → Buildings. Each building is listed with its unit count and lock status. Click a building to manage its units, or Add Building to create a new one.

No. Units are permanently bound to their building once assigned. Delete the unit (if unlocked) and recreate it in the new building.

A super admin has unrestricted access to all buildings, units, and reports. A building-scoped admin is assigned to specific buildings and can only see and manage those buildings.

Deactivate them from User Management. Their data is preserved but they lose access. For unclaimed invites, you can delete the pending invite instead.

Yes. Each upload is tracked separately. The most recent inspection determines the unit's current status.

Contact your building management office and ask them to send an invitation to your email through HelmHOA.

PDF, JPG, JPEG, PNG, or HEIC. Maximum 10 MB.

Read the rejection reason on your dashboard, address the issues, then upload new proof.

Yes. Each item is tracked separately. Submit for one at a time, or select multiple items if one receipt covers them all. You can resubmit after a rejection.

Your unit stays in "Action Required" until proof is submitted. There's no automatic deadline in the app, but follow timelines from your building management.

Go to Account Settings → "Change Password." Enter and confirm your new password (min 8 characters). If locked out, use "Forgot your password?" on the login screen.

Go to Account Settings → click the edit icon next to your display name → type new name → save.

Yes. Your work auto-saves as you go. Your draft appears on Dashboard and History. Tap to resume.

A professional PDF is generated, uploaded, and the unit status updates. The admin is notified and the inspection appears in history for all roles.

Yes. Your admin assigns you to one or more buildings. All assigned buildings appear on your Dashboard.

Stored in the cloud. Accessible from your History, the admin's unit detail, and the owner's dashboard. Click the download icon on any completed inspection.

Tap the Schedule tab → pick a date, building, unit, and template → items are added to your queue. Tap Start to begin. The queue resets when you close the app.

It tracks a 12-month cycle and shows you which units are overdue or coming due — go to Settings → Reminders and press Preview. It does not email anyone on its own: an admin presses Review & Send Inspection Emails, checks (and can reword) the message, and confirms. Sending is always a deliberate action.

Form data auto-saves as you work. Completed inspections queue locally and upload when connectivity returns. A banner shows your online/offline status.