The record that survives the people
Boards turn over every election. Managers move on. With HelmHOA, the association's knowledge doesn't walk out the door with them — the next board inherits a system, not a filing cabinet.
Where is the association's memory right now?
In most self-managed communities, the honest answer is: in people.
The minutes are in someone's inbox
The budget lives on the treasurer's home PC. The engineer's report is a PDF attachment three secretaries ago. Every handover starts from zero.
Every records request is a fire drill
The request names documents that have never sat in one place. Somebody hunts, somebody redacts under time pressure, and the clock runs the whole time. The request was never the hard part — finding the current version is.
The dates are in a spreadsheet nobody can source
Education windows, filing dates, study cycles — carried in a tab somebody built years ago, with no record of where any date came from. When an owner or an attorney asks how you arrived at one, there is nothing to show.
Continuity by construction
Every surface a board touches leaves its record where the work happened — so the answer to “what did we do, and can we show it?” is always the same: it's in the system.
- One document vault per association — one current version of the budget, the declaration, the policy, with the previous versions archived and searchable, never lost
- Every tracked deadline shows the formula and the citation behind its date — so the board can show how it got there — and completing it asks for the evidence
- Each director's education clock is tracked and the certificates are stored — with warnings before anything lapses
- The reserve study becomes a live component schedule — every extracted value confirmed by a person, and inspection findings from the field annotate the components they touch
- Milestone-inspection clocks are computed from facts your board confirmed, and the engineer's reports live in a long-retention vault
- An owner records request runs on its own clock with the response evidence attached, and nothing reaches an owner until a person has affirmed the redaction step
This is an informational indicator of the records and evidence tracked in HelmHOA. It is not a legal determination of compliance and does not guarantee that your association meets any statutory requirement.
This date is calculated from information you entered, using the timeline published in the cited statute. It is an informational estimate, not a legal determination or a guarantee of compliance. Confirm every deadline with your attorney or licensed CAM. The formula and citation are shown so you and your advisors can check the calculation.
The modules that matter to a board
All part of one flat per-association price — and board members, like every role, never pay to log in.
BoardCheck
Every tierDirector certification & CE tracking. Suspension-risk alerts. Staff license roster (CAM & other credentials).
Fla. Stat. § 718.112(2)(d)
DateCheck
Every tierEvery Florida statutory deadline, pre-loaded, with citations & evidence.
Fla. Stat. § 718.112 et al.
ReserveCheck
Every tierSIRS ingestion → reserve schedule, bridged to live inspection findings.
Fla. Stat. § 718.112(2)(g) Fla. Stat. § 718.112(2)(f)
MilestoneCheck
Every tier180/365-day milestone clocks, phases, owner-distribution evidence.
Fla. Stat. § 553.899
RecordCheck
Every tierThe "Website Law" portal — statutory document library with completeness meter.
Fla. Stat. § 718.111(12)(g)
Two things every board asks
“Is this legal advice?”
No — and we're specific about what it is instead. HelmHOA is a software provider, not a law firm and not a licensed CAM firm. The platform gives you tools that help your association meet its obligations: it tracks the records and dates you confirm, shows the formula and citation behind every computed date so your attorney or licensed CAM can check the math, and asks for evidence rather than assertions. What it never does is decide what your specific association must do.
Educational information only — not legal advice. This summarizes Florida law as of the date shown and may be out of date. It is not legal advice and does not create an attorney–client relationship. For advice about your association, consult a licensed Florida attorney or a licensed Community Association Manager.
“Can a volunteer board actually run this?”
Yes — because you don't set it up. There is no self-serve maze: a HelmHOA specialist builds your association's account from your trial request, with your own buildings in it, and then walks your board through it on a scheduled online onboarding call. The 30-day trial is your real account, not a sandbox — you evaluate the system doing your association's actual work, and the tier conversation happens with a person, after you've seen it.