Help for Building Management

Dashboard Overview

After logging in, you land on the Dashboard — the roll-up across every module your association has enabled: what needs a decision from you today, and where you stand on each compliance obligation. Cards appear here only for the modules you have.

Building Selector: The dropdown in the top bar filters every page by a specific building or all buildings at once. Building-scoped admins only see their assigned buildings.

Triage cards: Things waiting on a decision — equipment due, repairs stuck more than 30 days, overdue deadlines, open work orders, records requests, leak events, and so on.

Compliance cards: Where you stand — records completeness, board certifications, milestone and reserve status, vendor insurance, and the rest.

Open UnitCheck: The inspection program has its own page. See "UnitCheck — inspections, repairs & reports".

UnitCheck — inspections, repairs & reports

Everything about inspections and repairs lives on one page: open UnitCheck in the Operations section of the sidebar. It has four tabs, and switching between them never leaves the page. The building selector in the top bar applies to all four.

Overview — the inspection program at a glance.

- Compliance Health: a donut gauge showing how many units are in good standing, with a status breakdown and an overall rating (Excellent, On track, Needs attention, or At risk). Beside it, stat blocks summarize Units compliant, Open repair items (opens the Repairs tab), and Equipment due (opens the equipment forecast report).

- Attention Queue: units waiting on you — proofs to review first, then open repairs — each with a Review or Open button that jumps straight to the unit.

- Building compliance: a meter per building.

- Export PDFs: downloads inspection reports in bulk as a zip.

- Unit Browser: all units as cards showing unit number, color-coded status badge, building, assigned owner, last inspection date, and water heater replacement badges (WH Overdue, WH Due Soon, WH OK). Search by unit number, or filter by status (All, Inspection Passed, Action Required, Pending Review, Compliant) and date range.

Cross-inspection status: A unit's status reflects ALL inspection types. If any item from any inspection requires repair, the card stays red.

Inspections — every uploaded inspection across your buildings, with filters and the Templates button.

Repairs — the cross-building repair queue: approve, reject, or resolve without proof.

Reports — the full reporting suite and data explorer.

Rearranging your dashboard

Every dashboard card opens the module behind it. Tapping "Overdue deadlines" opens DateCheck, "Vendors at risk" opens VendorCheck, and so on — a card that reports a number is a promise there is more behind it.

Use Edit layout to reorder cards with the up and down arrows. The order saves to your own account, so it follows you to every device you sign in on and does not change what your colleagues see.

Reordering only moves cards. It can never reveal a card you were not entitled to see, or grant you an action you do not have.

Choosing a company (super admins)

If you administer more than one organization, you pick one company at sign-in and the whole app scopes to it — much like an accountant switching between client files.

Switch companies from the header. Platform mode is the unscoped view, for organization management and onboarding new customers.

This is a view convenience, not a security boundary. Choosing a company narrows what you are looking at; it is the underlying permission rules that decide what you may actually reach.

Members can switch too. An inspector contracting for several associations, or an owner holding units in two, gets the same switcher — but only when their own buildings genuinely span more than one company. There is no blended "all companies" view: exactly one is ever in scope, which is what stops one customer's data appearing alongside another's.

Creating a Building

Navigate to Settings → Buildings.

1. Click "Add Building"
2. Enter the building name (e.g., "Dunewood Condos Building A")
3. Optionally enter the address
4. Click "Create Building"

The building appears in the list with its unit count and lock status.

Editing & Deleting Buildings

Editing: Click on a building → click the pencil icon → edit name or address → Save.

Deleting: Hover over the building and click the trash icon → confirm deletion.

Note: Deleting a building does not delete the units inside it, but those units remain permanently bound to the deleted building and cannot be reassigned. Only delete a building that has no units.

Managing Units

Units are managed within a building. Click on any building to open its detail view.

Adding a single unit: Find "Add Unit", type the unit number (e.g., 101, PH-2), click Add.

Bulk add: In "Bulk Add Units", enter numbers separated by commas (e.g., 101, 102, 103, 104), click Bulk Add.

Deleting: Click the trash icon next to the unit.

Note: Units can only be added or deleted when the building is not locked. Once assigned, units are permanently bound to that building.

Adding cabanas, garages and parking spaces in bulk

A cabana, private garage, parking space, boat slip or storage closet is owned separately from a home, so HelmHOA tracks it as its own record in the Parcels section of the building, below the units. There are three ways to add them, and they are not interchangeable.

One at a time — "Add a Parcel". Pick the type, type the number, optionally attach it to a unit.

A whole level at once — "Bulk Add". Paste a column out of a spreadsheet. Every space is created, but attached to nothing — a parking deck belongs to a hundred different owners, so attaching is a separate step.

From your own spreadsheet, attached as it goes — "Import from a Spreadsheet". This is the one to use when your sheet already says which unit holds which space: one row per unit, with a column for the cabana and a column for each parking space. You tell HelmHOA which column is which, read a preview, and then it creates each parcel *and* attaches it.

Attaching is selling. When a parcel is attached to a unit, the owner of that unit is given ownership of it, the previous owner loses it, and the change is written permanently into the parcel's history. That is true whether you do it from the picker or from an import. If a unit has no owner account yet — nobody has claimed their invite — the parcel is still tracked and maintained, but nobody is given ownership; the preview and the result both say how many of those there were.

What the import will refuse, and why you should not work around it:

- A unit number it cannot find. The import never creates units — add those first, in the building.

- The same space listed against two different units. It reports both rows and writes neither. HelmHOA will not decide who owns a space by which row came first; find out who holds it, fix the spreadsheet, and import again.

- A space already attached to a different unit. Moving it is a transfer of ownership, so it is done from the parcel list one at a time, where you can read what happened.

The same file is safe to upload again. Anything already attached to the same unit is shown as "Already attached" and left alone, so the normal way to deal with problem rows is: download the problem list, fix those rows, upload the same file.

Check the unit column in the preview. If your sheet writes unit numbers like "Terrace 1 (301)" or "PH-2 (1602)", HelmHOA matches on whichever part of the cell corresponds to a real unit and tells you which part it used, row by row. Read that before importing — it is the only place a wrong guess is visible.

Numbers keep their word. A space you enter as GL-19 is saved as "Parking GL-19", and a cabana as "Cabana 1". That is deliberate: parcel numbers share a namespace with unit numbers, and reports, work orders and the front desk all read them.

Locking Unit Configuration

Once all units in a building are verified, you can lock that building's unit configuration:

1. Open the building detail view
2. Click "Finalize & Lock Units"
3. Read the confirmation — this prevents further additions, moves, or deletions
4. Click "Lock Units" to confirm

Locking is per-building. Contact your system administrator to unlock if needed.

Handling Unassigned Units

Units created before multi-building support have no building assigned. These appear in a highlighted "Unassigned Units" section:

1. For each unassigned unit, select a building from the dropdown
2. Click "Assign"
3. The unit is moved into the selected building

When an owner shares their home manual with you

Owners keep a private home manual for their unit — appliance models, serial numbers, filter sizes, battery types, and their own checklists and notes. You cannot see it. Neither can the board, the front desk, inspectors, maintenance staff, or HelmHOA.

An owner can let you in temporarily. When one does, an "Owner's home manual (shared with you)" section appears on that unit's page in Buildings → the building → the unit. If it isn't there, no owner has shared that unit's manual with you — there is nothing to switch on, and no way to ask for access from inside the app. Ask the owner directly; they'll find it under Share with management on their own dashboard.

What you can do while sharing is on:

- Read their appliance records, and their checklists and notes only if the owner included them (appliance records alone is the default).

- Add and correct records, if the owner allowed changes — through the same form the owner uses.

What you can never do, at any setting: delete anything, upload or remove files, or edit their notes. Those stay the owner's alone.

It ends by itself. The owner picks a length — an hour, up to a week — and the chip at the top of the section shows how much time is left. They can also stop it instantly, at which point the section disappears. That is expected, not a fault.

Everything you do is visible to the owner. Opening the section and every record you add or change is recorded and shown to them by name. That's the bargain that makes sharing safe to offer — work as if they're reading over your shoulder, because they can.

A board member cannot be given this access, even one who is also a manager elsewhere: a board member is a fellow owner, and owners' private records are not board business.

Uploading Inspections

Inspection reports are uploaded per unit as PDF files.

1. From UnitCheck → Overview, click a unit card to open its detail view
2. Click "Upload Inspection"
3. Select the inspection type (Mechanical, Mechanical / Plumbing, Water Audit, General, Toilet, or Electrical)
4. Drag and drop or browse for the PDF file (max 25 MB)
5. Mark "Repairs Needed" if issues were found
6. Add optional notes
7. Click Upload

Results: No repairs → status changes to Inspected (passed). Repairs needed → status changes to Action Required and the owner is notified.

Importing Mechanical/Plumbing PDFs

Import existing mechanical/plumbing PDF reports into UnitCheck's structured system.

1. Navigate to the unit detail page
2. Click "Upload Inspection" → select Mechanical / Plumbing
3. Upload the PDF
4. The system auto-extracts data (water heater specs, valve conditions, PRV status)
5. Review the extracted data modal — correct any values
6. Set the inspection date to the actual date (not today)
7. Click "Submit Inspection"

On submit: Structured records are created, equipment panel updates, repair items auto-generate for failures, and the original PDF is preserved.

Tip for backfilling: Change the date to match when the inspection was actually performed for accurate timeline tracking.

Adding Inspection Photos

After importing, attach photos from the original reports:

1. On the unit detail page, find the inspection result card
2. Click the kebab menu (three dots)
3. Select "Add Photos"
4. Optionally select a category (Water Heater, Main Valve, PRV, Piping, or General)
5. Drag and drop or browse for image files
6. Click Upload

Photos appear grouped by category. You can add in multiple batches.

Inline Inspection Results

All inspection results can be viewed directly in the app without downloading PDFs.

Admin view: Inspection history rows expand to show the full result card — pass/fail badges, equipment data, photo thumbnails, and linked repairs. The most recent inspection is expanded by default.

Owner view: Latest results shown inline with failed items highlighted and linked to repair upload.

Inspector view: Completed inspections show expandable result cards for self-review.

Managing Inspection Templates

Open UnitCheck → the Inspections tab → click Templates in the top-right corner.

The Template Builder lets you create custom inspection forms:

1. Click "Add Template"
2. Enter a name and select the inspection type
3. Optionally assign to a specific building (or leave global)
4. Add sections to organize the form
5. Add fields within sections — supported types: Text, Number, Select, Radio, Checkbox, Textarea, Date, Photo, Signature
6. Configure field properties (Required, Read-only, Placeholder, Options, Conditional logic)
7. Reorder sections with drag or arrow buttons
8. Duplicate existing templates
9. Click Save

Per-building templates only appear for inspectors assigned to that building.

Emailing reports to owners after a round of inspections

When a round of inspections is finished, you can hand every owner their unit's report in one download.

Two ways in, same download:

- UnitCheck → Overview → Export PDFs — pick a building and an inspection type. Use this for a whole round.

- UnitCheck → Inspections → Export reports — exports exactly what your filters are showing. Use this for a subset: the units that failed, everything since a date, one unit across every building.

Then click Download reports. You get a zip containing:

- reports/ — one PDF per unit, named by unit number and inspection date

- mailing-list.csv — every unit, its owners, their email addresses, and the exact filename to attach for that unit

- email-template.txt — the wording you saved for this building

- HOW-TO-SEND.txt — the steps, so the folder still makes sense weeks later

You send these from your own email, not from HelmHOA. Nothing is sent when you click download — replies come back to your inbox rather than a no-reply address. Work down the CSV: copy the OwnerEmails cell into the To: line, paste the subject and body, attach the file named in the ReportFile column, send.

Edit the wording first. Click "Edit the email wording" in the export dialog and save it against the building — the same way the repair upload-link email works. Your saved letter ships inside every future zip for that building.

Read the counts before you start. The dialog tells you how many units are ready to send, how many have no report of that type yet, and how many have a report but nobody on file to send it to. Add missing addresses under Rosters → Unit Contacts and export again — owners who never created an account appear there, and they are picked up automatically.

Why there are no links in the email. The report is attached as a real PDF, so an owner does not need an account, an app, or a link that could be forwarded. The trade is that a plain Word mail merge cannot attach a different file to each recipient, so this is a one-email-at-a-time job unless you have an Outlook merge add-in — HOW-TO-SEND.txt covers that option if the building is large.

If the export fails with "Failed to fetch dynamically imported module". That means HelmHOA was updated while your browser tab was open, so part of the app is no longer available to that tab. Nothing is broken and nothing was lost — click Reload the page in the message and run the export again. Trying again without reloading will fail the same way.

Reviewing Repair Submissions

When an owner submits repair proof, the unit status changes to Pending Review. Repairs are tracked at the individual item level.

1. Open UnitCheck from the sidebar and pick the Repairs tab — it lists every pending and submitted repair item across your buildings, with stat blocks and filters (building, status, category, unit, date range). You can also reach a single unit from the Attention queue on the Overview tab.
2. Each repair item shows the description, submitted file, and owner's notes

To Approve: Click Approve on the item. If all items are approved → unit becomes Compliant.

To Reject: Click Reject → enter a required reason (shown to the owner). The item resets so the owner can resubmit.

Upload on behalf of owner: Click "Upload Repair Proof" in the Repairs section, select items, and upload.

Admin-Resolve Workflow

When a repair was fixed without owner-submitted proof (for example, the building paid for the work or you verified it on site), admins can resolve items directly:

1. On the UnitCheck Repairs tab or a unit's detail view, find the pending repair item
2. Click "Resolve Without Proof"
3. Enter notes describing how the repair was verified
4. The item is approved with an admin-verified resolution, and the unit status updates automatically

Owner upload links — proof without a login

Some owners will never create an account. Rather than chasing them, mint a per-unit upload link that lets them submit repair proof with no login at all.

Open Upload Links in the Repair Queue, choose the building, and click Export send kit. You get a zip holding everything needed to send the round.

You send them from your own Outlook, not from HelmHOA. The emails come from an address owners recognise — which is exactly why they open them — and replies land in your inbox. There is no app send path here on purpose.

Emailing them: open `send-sheet.html` from the zip. It lists every unit with a Compose in Outlook button. One click opens a draft already filled in with that owner's address, the subject, and the message carrying their unit's own link. Read it, send it, tick the unit off. The sheet remembers where you got to, so you can stop and come back. Nothing is sent until you press Send yourself.

Word cannot email these for you, and that is a Word limitation rather than a setting. Merging to email runs through the older desktop Outlook; on new Outlook, *Finish & Merge* offers documents and printing but not email. That is why the send sheet exists.

Printing letters instead: the zip also holds `merge-letter.docx` with the merge fields already placed, and `recipients.xlsx` as its data source. Open the letter in Word, *Mailings → Select Recipients → Use an Existing List*, pick the spreadsheet, then *Finish & Merge → Edit Individual Documents*. That is the route for owners with no email address on file. Keep the shaded «Link» field as it is — retyping it as ordinary text sends everyone the same words and no working link.

The link's power is deliberately tiny: it can do one thing, which is upload proof against that one unit's pending repair items. It cannot read anything, cannot see other units, and cannot change a status beyond moving an item to submitted. You still review the proof exactly as you would any other submission.

Unit Contacts — who is behind each unit

Unit Contacts in the sidebar holds a real contact record for every unit: owners and co-owners, trusts and entities, agents, tenants, and emergency contacts — with phone numbers and mailing addresses.

This exists because, without it, an owner has no contact details at all. An owner used to exist only as a sign-in account, so a unit whose owner never accepted their invitation was a blank.

The design principle is store the unit, derive the person. Units are permanent; owners change. Recording contacts against the unit is what stops these rosters needing "periodic updating" — they are the record, not a copy of one.

Contacts marked former are kept, never deleted. Ownership history is frequently the thing you need.

Importing contacts from a spreadsheet

Use the CSV import with the fixed template provided.

Run a dry run first. It reports errors row by row so you can fix the file rather than discovering problems after the fact.

A row whose unit does not match an existing unit is an error, not an invitation to create one. The import will never invent a unit — a typo in a unit number would otherwise quietly produce a phantom unit that then needs finding and removing.

Importing a contact grants no access to anything. It writes a contact record and nothing else — no account, no invitation, no unit assignment. Access still flows through invitations, exactly as before. Recording that someone owns unit 302 and giving them the keys to unit 302's data are two separate acts, on purpose.

Residency — who is here and who is away

Residency tracks which units are occupied and which are empty — the seasonal reality of a Florida association.

It stores dates, not labels. You record residency windows and observed sightings; the in-residence or away state is worked out from those at the moment you look. Nothing flips at midnight.

Observed beats declared, and the basis is always shown. If the desk saw someone yesterday, that outweighs a calendar saying they left in April, and the screen tells you which it used. A sighting too old to trust resolves to "unknown" rather than a confident wrong answer.

Two absences are deliberate: there is no free-text note field anywhere on the record, and there is no occupancy history — current state only. A searchable log of members' movements is the most sensitive thing this feature could produce, and nobody asked for one.

The prolonged-vacancy roster is managers only. Reception can look up one unit; "vacant until April" across hundreds of units is not a list for a counter-facing screen.

Lists — saved views and custom lists

Lists covers three things:

Saved views — a filter over data already in the platform, saved so you can return to it. It always reflects current data.

Custom lists — a free-standing list you build and maintain yourself, for something the platform does not otherwise track.

Anchored lists — a custom list joined to real records.

Each list has an audience: the roles that may read it. Audiences grant read access only, and owners cannot be given one — the option does not exist to be selected by mistake.

On a saved view, sharing with reception is navigation only: it cannot show them data the rules already forbid them. Where that applies, the toggle is absent rather than greyed out — an option you can see but not use invites the question of how to turn it on.

Deleting a list definition archives it rather than destroying it.

Inviting Unit Owners

Navigate to Settings → User Management.

1. Enter the owner's email address
2. Select the unit to assign
3. Click "Send Invite"

The system handles: new emails (creates invite + sends instructions), existing users (adds unit directly), and pending invites (adds additional unit to the same invite).

Multiple units: Enter the same email for different units, or use "+ Add Unit" in the Users table.

Inviting Admins & Board Members

In the "Invite Admin / Board Member" section:

1. Enter the user's email
2. Select the role: Super Admin, Building Admin, or Board Member
3. For building-scoped roles, select the buildings to assign
4. Optionally configure granular permissions
5. Click "Invite [Role]"

Role hierarchy: Super Admin → all buildings, all settings. Building Admin / Board Member → assigned buildings with configurable permissions.

Inviting Inspectors

1. Navigate to Settings → User Management
2. In the "Invite Inspector" section, enter the inspector's email
3. Select the building(s) to assign
4. Click "Send Invite"

Inspectors can be assigned to multiple buildings and access a mobile-first interface.

Deactivating & Reactivating Users

To deactivate: Navigate to User Management → find the user → click Deactivate → confirm.

Deactivated users are shown with a "Deactivated" badge and cannot access the system.

To reactivate: Find the deactivated user → click Reactivate. Access is restored immediately.

Reports Overview

Open UnitCheck from the sidebar and pick the Reports tab. The landing page shows portfolio KPIs — Compliance Rate, Total Units, Action Required, and Open Repairs — plus a per-building compliance list (click a building to open its scorecard) and a gallery of five focused reports.

Each report has a shared header with a building selector, date-range presets (30d, 90d, 6mo, 1yr, All) plus custom ranges, and a Refresh button with a "last updated" stamp.

Note: Scoped admins only see data for their assigned buildings.

The Five Reports

Building Compliance Scorecard — Per-building compliance rate, status distribution, inspection coverage by type, and open repairs by category. Exports a board-meeting-ready PDF.

Inspection Coverage & Overdue — Which units have been inspected per inspection type and which are overdue on the 12-month cycle. CSV export.

Equipment Replacement Forecast — Equipment across buildings bucketed by replacement timeline: Overdue, next 3 months, next 12 months, or later. CSV export.

Failure Trends & Repair Aging — Monthly failure trends by inspection type and how long open repairs have been waiting.

Search & Data Explorer — Full-text search across inspection results, notes, repairs, and units, with failure hotspots, filters, pagination, and per-tab CSV export.

Equipment Tracking & PDF Extraction

On any unit's detail page, the Equipment Panel tracks water heater info with color-coded status:

Green — Passed / within lifespan

Red — Failed / needs repair / expired

Yellow — Due within 90 days / pending review

Gray — Not yet inspected

Toilet status: Each toilet listed with individual pass/fail color.

PDF extraction: Click the magnifying glass icon on an inspection row → review extracted fields → Save to Equipment. The replacement due date is recorded on the unit and the item shows up on the Reminders page.

Equipment Replacement Reminders

Navigate to Settings → Reminders.

Reminders are manual. HelmHOA never emails anyone on its own and never creates a reminder behind your back. It works out what is coming due from the equipment dates on each unit so you can see it — notifications go out only when you send them.

Dashboard Widget: Appears when items are due, showing overdue/due soon/upcoming counts.

Reminders Page: Lists everything due with status badges — Overdue (rose), Due Soon (amber), Upcoming (sky), Completed (emerald).

Computed rows: Items tagged "Computed" are worked out from the unit's equipment dates rather than saved reminders. Press Track to save one as a real reminder you can snooze or complete.

New Reminder: Create one yourself — pick the unit, type, equipment, due date and an optional note. An "Other" reminder is listed and emailed by its note, so the note is required for that type.

Actions: Send (notify just that unit), Track, +30d snooze, Complete, or delete.

Sending: The Review & Send Equipment Reminders button covers every overdue and due-soon item in the list. Everything you see is sent — there is no hidden filter — so review the list first. Each row shows when it was last sent.

Every send is previewed. Whether you press Send on one row or the button that covers the whole list, a window opens showing the message before it goes out and lets you reword it. Sending it untouched sends the standard wording — see "Wording the message you send" below.

Unit cards also show WH Overdue, WH Due Soon, or WH OK badges.

Wording the message you send

Every reminder you send — a single unit, a whole equipment run, the inspection list, or a notification batch — opens a window where you can read and edit the message before it goes out.

You never have to touch it. The fields start empty, which means "send the standard wording", and the preview underneath shows the real email your owner will receive. Press Send and it goes out exactly as HelmHOA has always written it.

Writing your own. Because one message goes to many units, you write it with placeholders rather than one unit's details. Click a button to drop one in where your cursor is:

Unit number → 402

Building → Tower III

Equipment → water heater

Repair or replacement → replacement

Due date → November 2026

Due status, as a phrase → "is due November 2026" or "is overdue — it was due March 2025"

Due status, one word → "coming due" or "overdue"

Reminder notes → whatever you typed on the reminder

The preview shows the finished sentence for a real unit. When your send covers several units, page through them with the arrows to check the wording reads correctly for each one.

Worth knowing:

Leave a field blank to keep the standard version of it — rewrite only the message and the subject line still says the right thing.

Your association's name is added to the front of the subject automatically. Write only the part that follows it.

The colored urgency stripe is set by the due date, not by you. An overdue reminder looks overdue even if you word it gently, so the email can never contradict itself.

Press Start from default to load the standard wording into the fields as a starting point to edit.

If you type something we don't recognize as a placeholder, you get a warning and it is left out of the email rather than sent as-is.

Saving wording you'll reuse. Press "Save this wording as a template", give it a name ("Annual water heater run"), and it is stored on that building. Next time, pick it from the dropdown at the top of the window instead of retyping. Each building keeps its own templates, up to 20, and the bin icon beside a name deletes it.

The note field is separate and works as it always has: it is added to the end of every message in the send, whether or not you changed the wording.

Equipment Type Registry

Super admins can open the Equipment Type Manager via the gear icon in the Equipment Tracking card on any unit's detail page.

Configure what equipment types are tracked: water heaters (default), HVAC, appliances, or custom categories. Define fields per type. Both admin and owner equipment panels render dynamically from this registry.

Note: Only super admins can modify the equipment type registry.

Inspection Reminders

HelmHOA tracks a 12-month inspection cycle. Nothing is sent automatically — you review first, then send.

On the Reminders page, press Preview under Inspection Reminders. This scans your units and changes nothing:

Overdue — Last inspection > 12 months ago

Due This Week — Within 7 days

Due This Month — Within 30 days

Due Soon — Within 90 days

Never Inspected — No inspection on record

Then press Review & Send Inspection Emails. A window opens showing exactly what each owner will receive and lets you change the wording first. Sending it: admins receive a summary digest grouped by building, owners receive individual emails, and reminder notifications post to the admin activity feed.

Every unit in the preview is emailed — nothing is skipped for having been sent recently, so sending twice emails people twice. Check the list before you send. Never-inspected units are listed for awareness but are not emailed.

Document Expiration Tracking

Navigate to Settings → Documents.

Track expiration dates for building-level documents (certificates, permits, insurance, warranties):

Alert banners warn about expired or expiring documents.

Summary cards show totals: all, expired, expiring soon, valid.

Document table with filtering by building, type, status, and search.

Upload new documents with type, description, and expiration date.

Spreadsheet & CSV Import

Import equipment data from Excel or CSV files. Open a building from Settings → Buildings and use the spreadsheet import from the building detail page.

The parser auto-detects column headers (unitNumber, waterHeater, mainValve, prv, brand, type, etc.), supports multiple date formats, and maps tank sizes. Useful for bulk-importing from vendor spreadsheets or management records.

Multi-Admin Deletion Approvals

Deleting inspections and repairs requires a second admin to confirm:

1. An admin initiates a deletion → a deletion request is created (not immediate)
2. The request appears in Settings → Deletion Requests
3. A different admin must approve or reject
4. Only after approval is the deletion executed

The reviewing admin must be a different person than the requester — you cannot approve your own request. Requests stay pending until approved, rejected, or cancelled. All actions are logged in the Audit Log.

Audit Log

Navigate to Settings → Audit Log.

A complete record of document changes: inspection edits, inspection deletions, repair deletions, and approval reversals.

Filter by action type or search by unit number. Click any row to see before/after details.

The audit log is read-only — it cannot be edited or cleared by administrators.

Outbound Email — what the mail relay did with it

Navigate to Settings → Outbound Email.

HelmHOA does not send email itself. It puts each message in a queue, and a mail relay picks it up and passes it on. This page shows what is in that queue and what the relay said about each message — in the relay's own words, not ours.

Relay state is written by the mail relay:

- Not picked up yet — the message is queued and the relay has not touched it. If it stays this way, the relay is not running.

- PENDING / PROCESSING — the relay has it in hand.

- SUCCESS — the relay accepted the message. That is not the same as it arriving: an accepted message can still be filtered, quarantined or dropped by the recipient's mail provider.

- ERROR — the relay refused it. The reason is in the Detail column, exactly as the relay wrote it.

Send a test email to myself queues one message to your own address. It is the fastest way to tell two very different problems apart: if the test never appears in the list at all, the app could not queue it; if it appears and never gets a relay state, the relay is not running; if it comes back with an ERROR, the relay's own words say what is wrong.

What this page cannot tell you. It shows the queue, not the inbox. Nothing here proves a person read a message. And the relay can be configured to remove messages once it has processed them, so a message missing from the list has not been proven un-sent.

There is no resend button. A resend would write a second queue entry with nothing to tell it apart from the first, so one extra click is one extra email. If a message failed, send it from your own mailbox and record it as dispatched.

Account Settings

Navigate to Settings → Account.

Profile: View email, role, creation date. Edit display name.

Auth Methods: See which sign-in methods are linked (Password, Google, Email Link).

Change Password: Enter and confirm new password (min 8 characters).

Note: If you haven't signed in recently, Firebase may require re-authentication.

Activity & Notifications

The bell icon in the top bar shows your notification feed.

A red badge indicates unread count. Notifications include: owner repair submissions, inspection reminders, equipment replacement reminders, and system events.

Click a notification to mark it read, or use "Mark all read" to clear everything.