Help for Building Management

Dashboard Overview

After logging in, you land on the Dashboard — one building's roll-up across every module your association has: what is waiting for you today, where each module stands, and the dates ahead. Everything on it comes from one list, so no two numbers can disagree.

Building Selector: with two or more buildings, the picker in the top menu chooses which one the dashboard shows. You choose once per session; the dashboard never pools two associations.

Waiting for your approval: one yellow button per module with something for you to approve — repair proofs, guest suite requests, social posts, vendor uploads, contractor registrations — each with its count. A button opens that review. When nothing waits, the row is not there.

Status: one icon per module. Red with a count needs action, amber with a clock is coming up, grey with a ? could not be checked (never shown as fine), blue has dates this week, green with a tick is up to date. Worst first; tap an icon to open the module.

Waiting on you: everything else that needs you, most urgent first, each with its own button. It never repeats an approval the yellow buttons show. Show all lists the rest. A module that did not answer is named, with Try again.

Runway: the dates ahead as cards on a timeline — expiries, deadlines, meetings, scheduled work and community events. Drag the bar to look from one week to six months ahead; tap a card to open it. On a phone it is a dated list with the same bar.

Board members without a manager role land on the board overview instead.

The board overview

If you serve on the board (and do not also manage the association), you land on the board overview: where the association stands, in one screen. It is view only — nothing on it creates, edits, approves or assigns anything; the manager does that work.

Quick-reference buttons: the next meeting (opens Meetings), the compliance calendar (with how many dates fall in the next 30 days) and the association's documents. A button is missing when your association does not have that page.

Where we stand: up to six large cards, worst first, one per topic your association has — vendors, insurance, unit inspections, directors' certificates, reserves and SIRS, storm readiness, and others in their place. Each card says Needs action, Watch, On track or Couldn't check, in a sentence or two, and See details opens that page. "Couldn't check" means the app could not read it just now — it never means "all clear"; use Try again. On a phone the cards stack, with the last two behind "2 more".

Recently posted: the newest documents posted for owners. You see posted documents only, the same set owners see.

Runway: the dates ahead — deadlines, expiries, meetings and community dates — on one line you drag to zoom from a week to six months. Routine service work is left off. Opening a date opens its page.

UnitCheck — inspections, repairs & reports

Everything about inspections and repairs lives on one page: open UnitCheck from the top menu, under Operations. It has four tabs in the coloured bar under the title (the selected one is orange), and switching between them never leaves the page. The page remembers your tab when you come back from a unit. The building selector in the top bar applies to all four.

Overview — the inspection program at a glance.

- The line under the title: how many units, the share compliant or passed, the open repair items and the equipment due. If something could not be read it says so rather than showing zero.

- At a glance: Open repair items (opens the Repairs tab), Equipment due (opens the equipment forecast report) and Units compliant (shows only those units below).

- Attention Queue: units waiting on you — proofs to review first, then open repairs — tap a row to open the unit.

- Building compliance: each building of the association with its share compliant or passed.

- Export PDFs (top right): downloads inspection reports in bulk as a zip.

- Units: every unit as a row with its status badge, building, last inspection date and owner, and *Water heater overdue* or *due soon* when it applies. Search by unit number, or filter by status chip (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 badge stays red.

Inspections — every uploaded inspection across your buildings, with filters; each row's Report button opens its PDF. Paper checklists, Export reports and Templates sit at the top right.

Repairs — the cross-building repair queue: tap an item to approve, reject, or resolve it.

Reports — the full reporting suite and data explorer.

How the dashboard is laid out

The dashboard's layout is fixed — there is nothing to drag, hide or reorder, so it reads the same for everyone on your team.

Everything on it opens something. A yellow approval button opens that review; a status icon opens its module; a row in *Waiting on you* has its own button; a runway card opens the item it names.

Nothing on the dashboard can reveal a module or an action you were not entitled to: it shows only the modules your association has and you can open.

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., "Example Tower 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 → Edit building in its toolbar → edit the name, address or type → Save.

Deleting: Open the building → Delete building in its toolbar → confirm deletion. Board members see neither button.

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: In "Add units", type the unit number under "One unit" (e.g., 101, PH-2), click Add unit.

Bulk add: In the "Many units" box, enter numbers separated by commas (e.g., 101, 102, 103, 104), click Bulk add.

Renaming a unit or setting its toilets: click the unit's row — a small window opens with its number and toilets.

Deleting: Only HelmHOA support can delete a unit, because deleting one also orphans its inspection and repair history. Contact support if a unit was added by mistake.

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 "New Template" — or open the Sample library and click "Copy to my organization" on a sample to start from it
2. Enter a name and select the inspection type
3. Choose who it is Owned by: every association in your organization (org admins), one association, or one building
4. Choose Performed by: association staff (e.g. routine walkthroughs), an outside vendor, or either
5. Add sections to organize the form
6. Add fields within sections — supported types: Text, Number, Select, Radio, Checkbox, Textarea, Date, Photo, Signature
7. Configure field properties (Required, Read-only, Placeholder, Options, Conditional logic)
8. Reorder sections with drag or arrow buttons
9. Duplicate existing templates
10. Click Save

Templates belong to your organization. No other organization can see or use them, and you never see theirs. Inspectors only see the templates that cover the building they are in. Staff-performed forms are listed apart from vendor inspections for your maintenance staff, and are never offered to an outside inspector.

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 top menu (under Operations) and pick the Repairs tab — it lists every pending and submitted repair item across your buildings. The line under the title counts them; the Proofs to review and Awaiting owner proof chips filter the list, with building, category, unit and date-range filters beside them. You can also reach a single unit from the Attention queue on the Overview tab.
2. Tap an item to open it beside the list (full screen on a phone): the description, the submitted file and the 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) in the window that opens. The item resets so the owner can resubmit.

A pending item offers Create Work Order (building-funded), Copy Owner Upload Link and Resolve Without Proof. Board members see the items but none of the decisions.

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 upload page also shows the unit's original inspection report. Owners are being asked to prove repairs against findings they may never have seen, so the page lists the report each finding came from — plus the most recent report of each inspection type — as a PDF they can open. The note above those links is yours to write: open Email template and fill in Note about the original reports. Use it to say which inspection the reports come from (for example, *"The Mechanical / Plumbing reports are from the 2024 inspections — if you have changed any of the items since, just send a photo or the receipt"*), because the page shows no date beside each report — a report imported later only knows the date it was added, not the date of the inspection. The same note fills «ReportNote» in the email, and exporting saves it, so the email and the page always say the same thing. If you saved your own email wording before this was added, it will not mention the reports until you add a sentence and «ReportNote» to it, or click Reset to default.

The link's power is deliberately small: it can upload proof against that one unit's pending repair items, and open that same unit's original inspection reports — the ones a signed-in owner of the unit could already open. It cannot see other units, cannot read back any proof that was uploaded, and cannot change a status beyond moving an item to submitted. Each report opens through a link that lasts a few minutes, so when the upload link expires or you revoke it, the reports stop opening too. You still review the proof exactly as you would any other submission.

Unit Contacts — who is behind each unit

Unit Contacts (a row under Rosters on the Settings page — the gear, top right) 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. Under Invite someone, click Invite Owner — the form opens in a window
2. Enter the owner's email address and 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 open the owner's row in Existing Users and use "+ Add Unit" on the Units tab.

Inviting Admins & Board Members

Under Invite someone, click Invite Admin / Board Member (organization and HelmHOA admins only — the row is absent for a building admin):

1. Enter the user's email
2. Select the role: Organization Admin, Building Admin, Board Member or Auditor
3. For building-scoped roles, select the buildings; for Organization Admin and Auditor, the organization
4. Click "Invite [Role]"

Super Admin is HelmHOA staff and is never offered. A Board Member is read-only on association records; a director who also manages holds Building Admin as a second role.

Inviting Inspectors

1. Navigate to Settings → User Management
2. Under Invite someone, click Invite Inspector and 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 → click the person's row → Deactivate → confirm.

Deactivated users are listed under "Deactivated Users" with a "Deactivated" badge and cannot access the system.

To reactivate: Open the deactivated user's row → Reactivate. Access is restored immediately.

Reports Overview

Open UnitCheck from the top menu (under Operations) 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: The line under the title counts what is overdue, due soon and upcoming. The list shows everything due, each row marked Overdue (red), Due Soon (amber), Upcoming (blue) or Completed (green); tap a row to open the reminder and its buttons. If the reminders or the units' equipment records cannot be read, the page says *Couldn't check* rather than showing an empty list.

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 (on the open reminder): Send (notify just that unit), Notify (add it to the batch), Track, Snooze 30 days, 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 rows on UnitCheck's Overview also say *Water heater overdue* or *Water heater due soon* when it applies.

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.

Module Marketplace — what your subscription includes

Open Settings → Module Marketplace. It lists every HelmHOA module and shows, for the association you pick, which ones are on.

Every module except LeakCheck is included in your HelmHOA subscription. LeakCheck leak monitoring is an add-on. A new association starts with every included module switched on.

Each card shows one of:

- ✓ On — the module is running for this association.

- Included · not switched on — it is part of your subscription but has not been turned on for this association yet.

- Add-on — LeakCheck, bought on top of the subscription.

- Coming soon — not available yet.

What it does opens a short description of the module: what it does, how it works, which modules it works with, the law it is built around, and anything good to know.

Who can change what:

- HelmHOA staff can switch any module on or off.

- Organization admins can always switch a module off. Switching one on is available when HelmHOA has set your organization up to manage its own modules; otherwise contact HelmHOA.

- Building admins and board members can use Ask to switch on, which notifies your association's administrators.

Switching a module off never deletes its data — switch it back on and everything is where you left it. The Marketplace is available on the web app, not the iPhone app.

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 manager opens the request and clicks Approve deletion, or Reject with a reason
4. Only after approval is the deletion executed

If the requests cannot be read, the page says so with Try again — never "No pending deletion requests".

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 entry to open it beside the list with its reason and before/after details. If the log cannot be read, the page says so with Try again — an empty list never stands in for a failed read.

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.

Your association's logo

Navigate to Settings → Branding & screens.

Upload logo takes a PNG or SVG file smaller than 2 MB. A wide logo on a transparent background reads best. Replace logo swaps it; Remove takes it away.

The logo belongs to the association in the header. It appears in the app on SocialCal — the community calendar and newsletter — once SocialCal is on for the association. HelmHOA does not add it to email.

Who can change it: an organization admin, or a building admin who manages every building in the association. Board members, owners and staff see the logo but cannot change it.

Your association's fiscal year

Navigate to Settings → Association & Organization. The Association Details card shows the association's Fiscal year: Calendar year (January–December), or Fiscal year ending a month you pick. The year ends on the last day of that month (February is the 28th).

To change it, edit the card (the pencil) and choose under Fiscal year. The Budget page runs on this setting and labels each year by the year it ends in — a July–June year ending June 2027 is FY2027. The Budget page shows the same value under Fiscal year ends.

If a building's DateCheck profile records a different fiscal year end, the card names the building and its date beside the association's. Nothing in DateCheck is changed.

Who can change it: an organization admin, or a building admin who manages every building in the association. Board members see it but cannot change it.

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.